Project handover checklist template

Before you start

Use to coordinate a project, phase or package handover. Tailor it to the asset, contract and owner's acceptance process; specialist commissioning and statutory checks remain project-specific.

• Contract completion and acceptance requirements
• Asset, commissioning and test records
• As-built information and operating documentation
• Outstanding work list and records-retention procedure

How to use it

Define the transfer boundary

Identify the asset or package, receiving party and intended handover date. List the conditions required for the transfer and the authority that can accept it.

Reconcile the evidence

Check each required document against its final revision, location and acceptance status. Identify gaps in testing, training, warranties and operating information.

Control outstanding work

Assign every open item an owner, due date and acceptance route. Record any conditional transfer explicitly and retain the final sign-off reference.

Fields included

• Asset / phase / package / handover date
• Receiving party / acceptance authority
• Completion criteria / governing reference
• As-built and asset information / final revisions
• Testing, commissioning and training evidence
• Operating manuals / warranties / support contacts
• Outstanding items / owner / due date
• Conditions of transfer / sign-off reference / records location

A package with one retained open item

Illustrative example: a pump station package is ready for a proposed handover except for one training record. The checklist identifies the receiving operator, the missing attendance record, its owner and due date. Any conditional acceptance is recorded by the authorized party rather than inferred from the checklist.

Before issue

• The asset and responsibility boundary are explicit.
• Final revisions and record locations are accessible to the recipient.
• Open work has an owner, due date and acceptance route.
• An authorized record supports the transfer status.

Practice references

• Kairos project-controls practice; tailor to the applicable handover procedure

Original Kairos working templates informed by common project-controls practice. Adapt them to your contract, project procedure and approval authority. They are not official standards-body forms or a certification of compliance.

Keep learning

• Baseline schedule
• Look-ahead schedule