The painting contractor had been chasing punch list items for three months. Every time he thought he was done, the GC would find something new. His final payment — $42,000 — sat in limbo while he made repeated trips back to the job site.
Sound familiar?
Punch lists are where projects go to die. They're also where your profit margin goes to die if you're not careful. Let me show you how to close them out fast.
What Is a Punch List?
A punch list (also called a snag list or deficiency list) is a document listing work that's incomplete, defective, or doesn't meet contract requirements. It's typically created near the end of a project, after substantial completion but before final payment.
Punch list items are usually minor — touch-up paint, adjustment of a door, cleaning — but they block final payment until resolved.
The Real Cost of Slow Punch Lists
Every day a punch list drags on costs you money:
Direct Costs
Indirect Costs
Opportunity Costs
A $50,000 retainage held for an extra 90 days during punch list disputes represents real money — in cash flow and interest costs.
Before the Punch Walk
Preparation prevents punch list pain:
Self-Inspect First
Walk your work before the GC does. Look with critical eyes:
Fix what you find before the punch walk. Items you catch don't become punch items.
Clean Thoroughly
Nothing creates more punch items than a dirty work area. Clean your area before the walk:
Test Everything
If your work includes operational elements:
Gather Documentation
Have readily available:
During the Punch Walk
The punch walk is when the GC (and often the owner or architect) walks the project identifying items for correction.
Attend If Possible
If you can be present during the walk:
Take Notes
Don't rely on the GC's list alone. Take your own notes:
Question Scope Creep
Not everything on a punch list is legitimate:
Push back professionally: "This wasn't in our scope. Can you show me where this was specified?"
Get Photos
Photograph punch items during the walk. This helps when you return:
Organizing Punch Work
After the walk, organize your punch list for efficient execution:
Sort by Location
Group items by area so your crew works efficiently — all items on Floor 3, then Floor 4, rather than jumping around.
Sort by Trade
If items need different workers, organize accordingly — all electrical items together, all painting together.
Sort by Tools/Materials
If certain items need specific tools or materials, group them so you come prepared.
Prioritize by Impact
Which items most affect the GC getting their certificate of occupancy? Do those first.
Executing Punch Work Efficiently
Single-Trip Mindset
Every return trip costs money. Aim to complete all items in one trip:
Document Completion
As you complete each item:
Handle New Items Carefully
The GC may try to add items during your punch work:
Get Sign-Off
Before leaving the site, try to get GC confirmation that items are complete. Even a text message "punch items on Floor 3 accepted" helps.
Communication Best Practices
Regular Updates
Keep the GC informed of your progress:
Respond Quickly
When the GC sends additional items or questions, respond immediately. Slow response signals you're not prioritizing closeout.
Address Disputes Promptly
If you disagree with a punch item:
Confirm Completion
When all punch work is done, send written confirmation:
Technology for Punch Lists
Digital punch list tools transform this process:
Photo Documentation
Every item photographed when identified and when completed.
Location Mapping
Items linked to floor plans and locations for efficient routing.
Real-Time Status
Instant visibility into what's complete, in progress, and pending.
Communication Trail
All discussions documented in one place.
Completion Tracking
Clear record of when items were completed and by whom.
SubPaid integrates with common project management platforms to ensure punch list completion ties directly to final invoicing and payment.
After the Punch List
When punch work is complete:
Submit Final Invoice
Include all completed work, final change orders, and retainage due.
Request Final Lien Waiver Exchange
Submit your final conditional waiver, receive final payment, provide unconditional waiver.
Collect Your Property
Remove any tools, equipment, or materials remaining on site.
Archive Documentation
Keep copies of:
Frequently Asked Questions
How long should I allow for punch list completion?
Plan for 1-2 weeks for most projects. Complex projects may need longer. Don't promise same-day completion unless the list is truly minimal.
What if new items keep appearing?
Document each round of additions. At some point, new items become warranty work, not punch work. Draw that line clearly.
Can I refuse to do punch work?
Not if items are legitimately within your scope. But you can dispute items that shouldn't be on the list.
What if punch work requires other trades first?
Document the dependency and notify the GC. You can't paint a wall that hasn't been drywalled yet.
Should I charge for punch work?
Standard punch work is included in your contract price. But if items are beyond your scope or caused by others, document and price accordingly.