Job handover checklist: finishing a job properly

The last day of a job is what the client remembers. A messy site, missing paperwork or a long list of small faults can undo weeks of good work. A clear handover process gets you paid sooner, cuts call-backs and earns referrals.

Before the final walk-through

Do your own check first, before the client sees it:

• Walk every room or area with a good light
• Test everything that works: taps, drains, switches, doors, windows, appliances
• Check finishes for marks, gaps, missed paint and damaged surfaces
• Make your own list of faults and fix them before the client visit

The fewer things the client finds, the more confident they are in your work.

Clean up properly

• Remove all rubbish, offcuts and leftover materials you are taking away
• Clean dust from floors, benches, sills and inside cupboards
• Remove protective coverings and tape
• Clean windows and glass you have worked near
• Check outside: drive, lawn and paths clear of debris

Agree with the client in your quote what level of clean you provide. A builder’s clean and a professional clean are not the same thing.

Walk through with the client

Book a time to walk through the job together.

• Show them how things work, such as heat pumps, extractor fans, alarms or special fittings
• Point out anything they need to look after, like curing times or new timber that will move
• Write down anything they are unhappy with, agree what will be done and by when
• Have them sign the list so there is a clear record

Fix agreed items quickly. A long tail of small fixes frustrates everyone.

Hand over the paperwork

Give the client a pack, on paper or by email, with:

• Warranties and guarantees for products and your work
• Manuals and care instructions for appliances and materials
• Paint colours, tile names and product codes, for future repairs
• Certificates and records required for the work, such as electrical certificates, plumbing records or records of work for building work
• Any consent documents, so the client can complete the sign-off process with the council

In New Zealand, residential building work has extra rules, including a defect repair period after completion and information the builder must provide. Check what applies to your job.

Photos and records

Take photos as you go and at the end, especially of work that gets covered up, like framing, plumbing, wiring and waterproofing. They help if there is ever a question about what was done, and they are useful for your own marketing too. Store them with the job, along with your notes, the signed defects list and copies of every certificate you handed over. Keep these records for years, not months, because questions about building work can come up long after the job is finished.

Common handover mistakes

• Leaving small fixes for later, then never coming back
• Handing over without showing the client how things work
• Forgetting certificates, so the client cannot complete council sign-off
• Sending the final invoice weeks late
• Not asking for a review while the client is happy

Final invoice

Send the final invoice promptly, once the work is complete and any agreed fixes are done. Make it match the quote and any agreed variations, so there is nothing to argue about. See getting paid on time. TradeFlow can turn a quote into a final invoice and add a completion report and site handover note in a few taps.

Follow up

• Call or message a week or two later to check everything is working
• Ask for a review while they are happy. See how to get more reviews and referrals.
• Note the job in your records with photos, final costs and any lessons. See job costing: did the job make money.

Quick checklist

• Own check and fixes done first
• Site clean to the agreed standard
• Walk-through with the client, defects listed and signed
• Paperwork pack handed over
• Final invoice sent, matching the quote and variations
• Follow-up call and review request