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Scan for outdated or missing drivers - takes under a minuteDriver Scan →Repair Windows errors before they cause bigger problemsFix Now →Fix the driver behind crashes, sound loss and screen glitchesFind Drivers →A pre-handover inspection checks whether the completed, accessible work matches the contract, drawings and agreed specifications, then records visible defects, omissions and unfinished items for correction. It is usually a structured owner–contractor walkthrough, not a blanket certificate that the building complies with every law or that concealed systems work correctly.
For larger or regulated projects, handover also depends on separate authority inspections, specialist reports, commissioning, test results and final sign-off. The exact requirements come from the project scope, contract and jurisdiction.
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What the handover inspection is meant to establish
The central question is practical: is the work that can be inspected now complete and consistent with what was agreed? Compare the built work with the signed contract, drawings, schedules, finishes and fixture selections. Note anything damaged, incomplete, missing, incorrectly installed or visibly different from the approved documents.
In Queensland, the Queensland Building and Construction Commission (QBCC) describes the process this way: “The contractor and property owners walk through the property and complete the defects document during the handover inspection.” The owner can conduct the walkthrough personally or engage a building inspector to act on the owner’s behalf. See the QBCC Handover guidance and its Practical completion inspection information.
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The inspection is therefore an evidence-gathering and handover-control point. It gives both sides a dated, written record of what remains to be done and, ideally, when each item will be addressed. It does not by itself replace a building-control approval, an occupancy or completion certificate, a fire-system test, an electrical certification or commissioning of plant.
Prepare before anyone walks the site
Good preparation prevents an argument about what the project was supposed to deliver. Assemble the documents and people needed to make a reliable comparison.
- Contract and scope: bring the signed building contract, variations, inclusions and exclusions, allowance schedules and any agreed finish schedules.
- Current drawings: use the latest approved architectural, structural and services drawings, not an superseded revision. Include room layouts, door and window schedules and equipment schedules where they form part of the agreement.
- Defect-record method: use a numbered list or digital form that gives every item a location, description, responsible party, target date and status. A clipboard for inspection notes can be useful when carrying paper plans, but it is optional.
- Access and safety: arrange access to every finished area that is safe to enter, including plant rooms, balconies, roof spaces and external works where applicable. Do not enter restricted areas or remove panels merely to search for defects.
- Right participants: invite the owner or client representative, contractor or site manager and, when needed, the architect, contract administrator, building surveyor or specialist subcontractor. An independent building inspector is an option when the owner wants a separate review.
- Prerequisite information: ask for the inspection reports, certificates, commissioning records and approvals that the contract or authority requires before handover. A walkthrough cannot substitute for documents that must be issued by qualified people.
Set aside enough time to move through the building methodically rather than treating the event as a quick key exchange. If an area is unfinished or inaccessible, record that fact and arrange a return inspection.
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What to look at during the walkthrough
The following prompts help an owner compare visible, completed work with the agreed documents. They are practical inspection prompts, not a universal statutory checklist; local rules and the contract may require more.
External work and the site
- Confirm that the building footprint, entrances, paths, steps, ramps, fences, gates and external fixtures appear to match the approved layout and scope.
- Look for visible damage, incomplete paving, unfinished drainage grates, missing covers, poor sealing or materials that do not match the agreed selections.
- Check that external doors, windows, locks, weather seals and hardware operate as expected without forcing them. Record sticking, cracked glass, damaged frames or missing keys.
- Note unfinished landscaping, retaining features, debris, temporary protection or construction materials that the contract says should be removed.
Rooms, finishes and built-in items
- Compare room-by-room finishes with the schedule: flooring, paint, wall tiles, ceilings, trim, cabinetry, benchtops and hardware.
- Record visible scratches, chips, dents, stains, uneven joints, cracked tiles, loose fittings, poor paint coverage and incomplete sealant. Identify the exact room and surface so a repair can be verified.
- Check that doors, drawers, windows, blinds and other moving components open, close and latch normally. Note missing handles, stops, hinges or listed accessories.
- Match installed appliances, sanitary fixtures, lights, switches and other supplied items to the contract and approved selections. A missing item is an omission even if the surrounding finish looks complete.
Visible services and controls
- Operate ordinary user controls that the owner is expected to use, such as light switches, taps, toilets, exhaust fans, heating or cooling controls and access controls, where safe and connected.
- Check that labels, instruction sheets, keys, remotes and maintenance information promised by the contract are present.
- Look for visible leaks, unusual noise, damaged grilles, loose outlets or exposed cables, but do not remove covers or open electrical, fire, structural or mechanical assemblies.
- Ask the contractor to demonstrate specialist equipment and explain normal operation. A demonstration is not the same as an independent safety test or formal commissioning.
Safety and accessibility observations
- Note apparent trip hazards, incomplete handrails, sharp edges, blocked exits, damaged guards or missing protective covers.
- Compare visible ramps, thresholds, sanitary fittings and circulation clearances with the approved accessibility design where that is part of the project.
- Do not declare a system compliant based only on appearance. Fire detection, emergency lighting, structural elements, electrical protection and accessibility compliance require the inspections and certificates specified by the relevant authority or qualified professional.
How to create a useful defects record
A defects list is only useful if another person can locate the item and determine whether it has been fixed. Number each entry and use a consistent format.
- Identify the location. Write the level, room, elevation or asset reference, such as “Level 2, east bedroom, window head.”
- Describe the observable condition. State what is missing, damaged, unfinished or inconsistent with the contract. Avoid conclusions about hidden causes unless a qualified person has established one.
- Reference the requirement. Cite the drawing, specification, variation or finish schedule that shows what was agreed.
- Add evidence. Take a photograph when it clarifies the location or condition, and retain the inspection date. Keep original files rather than relying only on an edited image.
- Assign action. Record whether the contractor, a named subcontractor, the owner or another party is responsible for the next step.
- Set the expected timing. Agree when access will be available and when the repair, replacement, test or document is expected.
- Track closure. Reinspect the item, record the completion date and note any remaining issue. Do not mark an item closed solely because someone says it was attended to.
QBCC guidance says its defects document lists minor defects and omissions agreed by the owner and contractor. It should state when the contractor will attend to those matters, separately identify items only the owner believes exist, and be signed or reasonably presented for the owner’s signature. Keep a copy with photographs, correspondence and later updates.
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What a walkthrough does not cover on its own
Visible workmanship is only one part of project close-out. Concealed construction, performance testing and legal approval follow different processes.
- Regulatory inspections: building, planning, fire, health, electrical or other authorities may require their own inspections before occupation or use.
- Special inspections: structural, fire-protection, geotechnical, façade, elevator, accessibility or other disciplines may have reports that cannot be replaced by an owner’s visual review.
- Commissioning: heating, ventilation, cooling, controls, domestic water, emergency power and other systems may need documented functional tests, balancing, training and seasonal or witnessed commissioning.
- Concealed work: foundations, reinforcement, waterproofing behind finishes, pipework in walls and fire stopping may require inspection records made before they were covered. Do not dismantle finished work during a handover tour.
- Completion and occupancy approvals: a contract can call a project practically complete while an authority still requires certificates, notices or a final sign-off.
For example, the New York City Department of Buildings owner checklist for alterations in commercial or mixed-use buildings includes required special inspections, department inspections and sign-off, a final inspection and commissioning where required. Applicability depends on the project; use the city’s project checklist for the relevant scope.
Jurisdiction-specific close-out cautions
| Location | What the cited guidance says | How to use it |
|---|---|---|
| Queensland, Australia | QBCC describes an owner–contractor walkthrough, a defects document and the option for the owner to engage a building inspector. Its page says the contractor must repair defects noticed at handover or within 12 months of completion, and the owner must notify the contractor within 12 months of noticing them. | These timeframes are Queensland guidance, not a universal warranty period. The page was last reviewed and published on 13 October 2021, so verify the current contract and rules for a live matter. |
| New York City, United States | Owner close-out checklists can include special inspections, department inspections, final inspection, sign-off and commissioning where required. | Use the checklist that matches the project type; not every item applies to every alteration. |
| England | The Building Regulations include provisions concerning completion, commissioning and testing. The current surfaced legislation text is dated 1 October 2026: The Building Regulations 2010. | Confirm the requirements in force for the project. The UK government’s Manual to the Building Regulations, published 20 July 2020, warned that that edition had not been updated for changes introduced by the Building Safety Act 2022 and associated regulations. |
| Scotland | The procedural handbook says the relevant person, usually the owner or developer, is responsible for ensuring the work is correctly done. A completion certificate states that the work accords with the warrant and, more generally, building regulations. | Follow the warrant and completion-certificate process described in the Scottish Government’s procedural handbook. |
These examples show why a generic “passed inspection” label can mislead. Identify the governing authority, project classification and required certificates before setting a handover date.
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Should you inspect yourself or hire an independent inspector?
Both approaches can work, but they serve different needs. The QBCC expressly presents an independent building inspector as an option, not a universal legal requirement.
| Approach | Advantages | Limitations and checks |
|---|---|---|
| Owner or client walkthrough | Direct comparison with the selections and contract; immediate discussion with the contractor; no separate inspection fee. | Easy to overlook defects or interpret technical matters incorrectly. Use a written, room-by-room record and ask qualified specialists about regulated systems. |
| Independent building inspector | A separate review of visible workmanship and omissions, with a report that can organize follow-up. | Scope varies. Confirm the inspector’s qualifications, insurance, service area, report format, whether plans and contract are reviewed, and whether a reinspection is included. An inspector does not replace authority approvals or specialist certification unless specifically authorized to provide it. |
For a complex commercial project, use the independent inspection as one layer in the close-out plan, alongside the contract administrator, building-control authority and commissioning team.
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After the inspection: repairs, evidence and escalation
Give the contractor the signed or presented defects list promptly and keep proof of delivery. Agree reasonable access windows and update the list as each item is repaired. If a new defect appears after handover, describe it in writing, include the date noticed and preserve photographs and related correspondence.
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In Queensland, QBCC says the contractor should fix listed defects or omissions as soon as practical, subject to reasonable access and any contract timeframe. Its stated 12-month repair and notification provisions apply to that Queensland guidance only. Elsewhere, follow the notice periods, warranty terms, latent-defect provisions and dispute process in the contract and local law.
Escalate technical or safety concerns to the appropriate qualified professional or authority rather than trying to prove them by dismantling work. If a required certificate, inspection or commissioning record is missing, ask the responsible contractor or consultant to identify the outstanding requirement and its expected issue date before treating the project as fully closed out.
Quick Recap
A concise handover-day sequence
- Confirm the latest contract documents, approved drawings, variations and authority requirements.
- Walk the site in a fixed route, recording every visible omission, defect and unfinished area by location.
- Photograph useful evidence and cross-reference each image to a numbered item.
- Ask for demonstrations of ordinary controls and receive manuals, keys, certificates and test records that are due.
- Separate agreed defects from disputed owner observations; record both without erasing the disagreement.
- Assign responsibility and a realistic repair or document-delivery date for every open item.
- Sign or present the defects document as required by the contract, distribute copies and schedule the follow-up inspection.
- Close items only after the repair, replacement, test or approval has been verified.
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