Stage 7 of 7 · Handover

Handover, closeout and asset data

Complete, test and hand over the building with the documents and asset data the owner needs.

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Close out with evidence Handover and closeout package at 88 percent with verified evidence per required item

Output: Handover file, asset register and O&M information
Module: Sustainability, assets and operations
Documents: O&M manual
As-built drawings
Asset register
COBie data
Standards and references: ISO 19650-3
COBie
BSRIA Soft Landings

What it is

Handover transfers the finished works, and the information needed to run them, from the contractor to the client. It requires completed works, commissioning, closed snags, certificates, as-built drawings, operation and maintenance manuals, warranties and training. If information is missing, the client may refuse completion or struggle to operate the building for years.

Good handover is planned from the start. The asset information required is agreed early, collected as the work proceeds and checked before completion. After handover the defects period runs, defects are notified and fixed, and retention is released when obligations are met. The asset register becomes the basis for maintenance.

Who does it

Project manager: Plans and drives the handover programme.
Commissioning manager: Coordinates testing and commissioning of building systems.
Document controller: Collects and checks handover documents and as-built records.
Subcontractors: Provide O&M information, certificates and warranties for their work.
Client / facility manager: Accepts the works and information and takes over operation.

How it runs

Agree requirements
Define the handover information, asset data structure and acceptance criteria early in the project.
Collect as you build
Gather certificates, test records and product data as each package is completed.
Commission systems
Carry out and record testing and commissioning, and train the operators.
Close snags
Close the punch list and agree any items to be completed after handover.
Assemble and check the package
Bind evidence to a checklist, check completeness and hand over the file and asset register.
Manage the defects period
Record defect notices, track repairs by subcontractor and release retention when entries are clear.

How it differs by country

United Kingdom: CDM 2015 requires a health and safety file to be handed to the client. For higher-risk buildings the Building Safety Act 2022 requires golden thread information to be handed over, and Soft Landings is often used to manage the move into operation.
Germany: Handover is completed by Abnahme under VOB/B §12, which transfers risk and starts the defects liability period. Documentation required for operation is set in the contract.
France: At réception the client accepts the works with or without reservations. The DOE and the DIUO are handed over, and the garantie de parfait achèvement (one year), garantie biennale (two years) and décennale (ten years) begin.
United States: AIA A201 links substantial completion to a punch list and a one-year correction period. COBie is commonly used to hand over asset data to owners.
International: ISO 19650-3 covers information management in the operational phase. Under FIDIC 2017 the Taking-Over Certificate is followed by the Defects Notification Period and the Performance Certificate.

Common mistakes

Starting to collect O&M manuals in the last month.
As-built drawings that are only design drawings stamped 'as built'.
Asset data in a format the facility manager cannot use.
Handing over before commissioning is finished.
No training for the operators.
Losing track of warranties and defect notices by subcontractor, which delays retention release.

In OpenConstructionERP

Module: Sustainability, assets and operations

The Sustainability, assets and operations modules handle handover. Handover & Closeout assembles the digital handover package with a checklist and evidence binding. Asset Operations builds the operational asset register with warranty, maintenance and lifecycle health. Defects Liability Register tracks post-handover warranties and defect notices per subcontractor and flags entries clear for retention release. Service & Maintenance then manages service contracts, tickets, work orders and SLA tracking during operation.

Handover & Closeout · Asset Operations · Defects Liability Register · Service & Maintenance

The app runs at openconstructionacademy.com/app for course learners.