Project closeout is where money goes to die. Subcontractors often leave retainage uncollected, final invoices unpaid, and change orders undocumented — simply because they moved on to the next project without properly closing out the last one.
Here's your comprehensive closeout checklist.
Pre-Closeout Tasks
Verify Scope Completion
Walk your work with the GC's superintendent. Create a punch list of any incomplete items. Complete all punch work promptly.
Document Final Conditions
Photograph your completed work — especially areas that will be covered by other trades. These photos protect you against future damage claims.
Submit Final RFIs
If any questions remain unresolved, submit final RFIs to clear them before closeout.
Resolve Open Change Orders
Push for resolution of any pending change orders. Don't let them linger into closeout — they become harder to resolve.
Documentation Closeout
As-Built Drawings
If required, submit as-built drawings showing actual installation locations and any deviations from original plans.
Operation and Maintenance Manuals
For equipment installations, compile O&M manuals, spec sheets, and maintenance instructions.
Warranties
Submit warranty documentation for products you've installed. Keep copies for your records.
Test Reports
If testing was required (pressure tests, commissioning, etc.), submit test reports and certifications.
Certifications
Submit any required compliance certifications for your scope.
Financial Closeout
Final Invoice
Submit your final invoice promptly. Include all remaining contract amounts, approved change orders, and retainage due.
Verify Billing Is Complete
Reconcile your total billing against the contract value plus approved changes. Make sure you've billed for everything you're entitled to.
Request Retainage Release
Formally request retainage release in writing. Reference contract terms and project completion.
Final Lien Waiver
Sign your final lien waiver only after receiving final payment including retainage. Use conditional waiver until payment is confirmed.
Verify Payment Receipt
Track receipt of final payment. Follow up promptly if payment doesn't arrive as expected.
Administrative Closeout
Return GC Property
Return any GC-provided equipment, keys, or access badges.
Remove Your Property
Remove all your equipment, tools, and excess materials from the site.
Clean Your Work Areas
Leave your work areas clean and ready for final inspection.
Close Out Subcontract Insurance
If you carried project-specific insurance, notify your carrier of completion.
Archive Project Files
Organize and archive all project documentation: contracts, drawings, submittals, RFIs, change orders, correspondence, photos.
Common Closeout Problems
Retainage That Languishes
GCs often don't proactively release retainage. You have to ask for it — repeatedly if necessary.
Missing Documentation
Missing closeout documents can hold up your payment. Keep your documentation organized throughout the project so closeout is easy.
Unresolved Change Orders
Change orders left unresolved become much harder to collect after closeout. Push for resolution before you demobilize.
Warranty Calls Without Documentation
If you don't have documentation of your completed work, warranty claims become he-said-she-said disputes.
Lost Final Payment
In the rush to start new projects, final invoicing gets delayed, retainage requests aren't sent, and money is lost.
Closeout Timeline
Week 1 After Completion
Walk the project, create punch list, photograph final conditions.
Week 2
Complete punch work, submit final RFIs, push for change order resolution.
Week 3
Submit closeout documentation (as-builts, warranties, O&M manuals).
Week 4
Submit final invoice with retainage request.
Week 5-6
Follow up on final payment.
Ongoing
Follow up monthly on outstanding retainage until received.
The Master Closeout Checklist
Use this checklist on every project:
Physical completion items: all scope work complete, punch list complete, work areas cleaned, equipment and materials removed.
Documentation items: as-builts submitted, O&M manuals submitted, warranties submitted, test reports submitted, certifications submitted.
Financial items: all progress invoices paid, change orders resolved, final invoice submitted, retainage requested, final payment received, final lien waiver signed (after payment).
Administrative items: GC property returned, project files archived, insurance updated.
Frequently Asked Questions
How long should closeout take?
For most projects, 30-60 days from substantial completion to final payment receipt is reasonable. Retainage may take longer.
What if the GC won't release my retainage?
Send formal demands. Reference contract deadlines and state prompt payment laws. If necessary, pursue your lien rights.
Should I archive paper files or go digital?
Digital archives are easier to search and store. Scan important documents and maintain organized digital folders.