Contractor labeling handover checklist

Use it with your own records.

1. Download the workbook and open 28 Contractor handoff.
2. Enter your site and room scope and the project or policy reference.
3. Use the blank amber table for actual records. The fictional example below it is a reference.
4. Insert table rows when needed. Keep identifiers as text, including leading zeros.
5. Follow guide 28 to complete the checks and record unresolved items.

Before you start

1. Collect actual contractual labeling deliverables, scope boundaries, acceptance roles, and any agreed partial-acceptance provisions.
2. Gather the approved naming revision, pilot evidence, accepted deviations, and relevant contractor interface responsibilities.
3. Inventory received schedules, drawings, test indexes, and observation evidence with their source and revision references.
4. Define the walkdown population and operations retrieval task before assessing whether the package is usable.

Complete the register

1. Enter Package ID and Included scope with explicit objects, areas, phases, exclusions, and contractor interfaces.
2. Record Policy revision and link applicable pilot approvals or deviations so final labels can be judged against the correct requirement.
3. Identify the installed Label schedule and compare its objects and relationships with the actual As-built reference.
4. Record the Test index and unresolved identity associations, keeping technical acceptance under its applicable reviewer.
5. Create specific Punch/acceptance states with observed condition, expected condition, owner, due point, and required closure evidence.
6. Link walkdown and correction Evidence to Owner and actual Verification date, distinguishing received, reviewed, and accepted scope.

Walk through the example

In fictional DC01 / H1, package HP-028 covers forty-eight copper links. Enter Site naming revision 3 and the delivered Schedule revision 4. Record Drawing revision 3 with punch H-07 because CAB-0043 has a conflicting location, then enter Test index revision 2 with H-08 for its unresolved alias. The files have been received, but package acceptance remains pending. Link EX-HP028-walkdown and record which actual objects operations examined. Assign H-07 and H-08 according to their different documentation and test-identity responsibilities. When corrected documents arrive, retain the original received versions and compare the revised references with the installed cable and relevant evidence. Close each punch from its own completed check. Record the coherent final index and actual acceptance authority only when the required scope is satisfied. If the contract permits partial acceptance, name the accepted objects and outstanding obligations explicitly; otherwise retain progress without marking the entire forty-eight-link package complete.

Handle common exceptions

The installed legend follows an approved deviation absent from the final schedule.

Retrieve and verify the deviation's scope, then correct the documentation set or label only according to the actual authority decision.

Two contractors dispute responsibility for one interface.

Preserve the specific finding and route ownership to the project authority without assuming contractual duties from the trade name.

Only part of the package is ready for acceptance.

Apply the contract's actual partial-acceptance process, naming included objects, deferred work, and remaining obligations precisely.

Review and close

1. Confirm the active revision set describes a coherent installation state even when individual revision numbers differ.
2. Have operations retrieve included objects and evidence in both schedule-to-field and field-to-schedule directions for the stated review scope.
3. Close punches only from evidence that verifies their original condition, keeping physical and documentation corrections distinct.
4. Record authorized exceptions and any partial acceptance with exact object scope and remaining contractual obligations.
5. Issue a final indexed current set while preserving received and superseded versions in the package history.

Fields and filled example

Fictional values only. Scope: DC01 / H1 unless another location is shown. The downloadable register is blank for your actual observations.

Sources and scope

• Smithsonian: Design standards, volume 2 ↗

  October 2021 owner specification, communications sections; not a universal contractual requirement.

  Read scope and linked guides