Closeout Documentation & Record Submission for Site Preparation
The Closeout Documentation & Record Submission workflow provides site preparation contractors with a structured process for finalizing and delivering project records. It includes gathering grading certifications, compaction reports, utility records, and compliance approvals. Teams verify accuracy and assemble professional closeout packets. By standardizing this process, site prep companies reduce liability, improve professionalism, and protect profitability. Clients benefit from transparency and assurance that site conditions are fully documented. With this workflow in place, site preparation contractors can strengthen credibility, improve efficiency, and deliver smoother closeouts that build long-term trust with clients.
Review contract or client checklist for required closeout documents
Collect final permits, inspection approvals, and compliance reports
Gather warranties (materials, equipment, workmanship)
Finalize as-built drawings or site photos, if applicable
Include manuals, care instructions, and maintenance guides
Document any outstanding change orders and final pricing
Compile lien waivers and proof of payment for subs/suppliers
Draft final completion letter or certification
Package documents into an organized format (binder, PDF, folder)
Review all materials internally for accuracy and completeness
Deliver closeout package to client, GC, or property owner
Obtain confirmation of receipt or final sign-off
Archive a full copy in company records for future reference
Review contract or client checklist for required closeout documents
Collect final permits, inspection approvals, and compliance reports
Gather warranties (materials, equipment, workmanship)
Finalize as-built drawings or site photos, if applicable
Include manuals, care instructions, and maintenance guides
Document any outstanding change orders and final pricing
Compile lien waivers and proof of payment for subs/suppliers
Draft final completion letter or certification
Package documents into an organized format (binder, PDF, folder)
Review all materials internally for accuracy and completeness
Deliver closeout package to client, GC, or property owner
Obtain confirmation of receipt or final sign-off
Archive a full copy in company records for future reference
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