# The project handover report: what to record before closing the contract

Prepare a clear handover record of inspected areas, observations, documents, keys, demonstrations and unresolved account or approval matters.

Bunyady · 2026-10-15

A handover report should explain what was reviewed and delivered on a particular date. It is more useful than a general statement that the house looks finished. Prepare the report format and required documents before the visit, with the project professionals defining technical checks and the adviser reviewing contractual wording. This guide focuses on the owner’s record. It does not equate a contractor’s handover with an official occupancy approval or determine the legal effect of signing a particular form.

## Identify the scope and people attending

State the project, date, contract or package reference and the people participating in the review. Identify whether the visit concerns the whole home, a particular package or a follow-up to earlier observations. List areas not inspected and explain why, rather than leaving the reader to assume they were accepted. Ask the relevant professionals to record their review roles. A handover of selected items should be recognisable as such; the title of the report should not suggest a broader completion than the visit actually covered.

## Record observations with clear locations

Give each observation a reference, location and factual description, with photographs where useful. Ask the technical reviewer to classify or assess issues within their role and identify the next action. Avoid vague entries such as “finish everything properly.” A useful record says which item needs attention and how completion will be reviewed under the agreed process. Keep the owner’s visual observations distinct from professional findings so the report does not imply a technical diagnosis that no qualified reviewer has made.

## Check the document package item by item

Prepare a document list covering the final records promised in the agreement: relevant drawings, accepted changes, product schedules, warranties and inspection or testing records defined by the professionals. Mark each as received, awaiting correction or outstanding. Open digital files to check they are readable and identify the relevant project. A folder link alone is not a useful handover if its contents cannot be understood. Ask for the final approved references rather than an unfiltered collection of old drafts and supplier brochures.

## Record keys, controls and demonstrations

List keys, access items, controls and relevant service contacts provided to the household. Arrange demonstrations by the appropriate supplier or professional for the systems the family will operate. Record what was explained and where instructions are stored. Avoid placing sensitive access information in a widely shared report; use a suitable private handover method. The owner should leave with a clear understanding of normal operation and whom to contact for assistance, without being expected to carry out technical commissioning or specialist repairs personally.

## Track outstanding work and follow-up review

For each open item, identify the responsible party, agreed next step and follow-up arrangement under the contract. Keep its status separate from the list of completed items. When work is addressed, record the review evidence and closure decision rather than deleting the original observation. Ask the adviser how unresolved matters relate to acceptance and the commercial closeout. The owner’s practical goal is a traceable action list, not an informal promise that everything remaining will be handled after the signatures are collected.

## Keep official status and contract closeout distinct

Ask the responsible office to confirm the applicable occupancy-certificate process and current status through Balady. Keep that official record separate from the contractor’s handover report, while cross-referencing it in the project file. Review final-account statements, releases and acceptance wording with the appropriate adviser before signing. The final report should accurately describe the state of the work and documents on the review date. It should not imply an official approval, a cleared account or a legal conclusion that the relevant process has not established.

## Your practical checklist

1. Identify inspected areas and uninspected exclusions.
2. Record observations, documents and access items separately.
3. Review outstanding actions and the wording of final signatures.

## Frequently asked questions

### Is a contractor handover report an occupancy certificate?

Treat them as distinct records and ask the responsible office to confirm the official certificate process and status for the property through Balady.

### Should completed observations be deleted?

Keep the original entry and add the review outcome and closure record. That preserves a useful history of what was raised and how it was addressed.

### What if documents are promised after handover?

List each missing document, responsible party and follow-up arrangement, then ask the adviser how that outstanding status should appear in the signed record.

## Sources and further reading

- [Balady — occupancy certificate service](https://balady.gov.sa/ar/services/10486): Official procedural reference. Confirm the applicable route with the responsible office.

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