Anatomy of a handover record: what you should receive when the work is finished

At the end of a job, the builder hands over the keys, the final invoice and, if you are lucky, a folder. What is in that folder decides how well you can sell, insure, maintain and, if necessary, claim on the building for years afterwards.

Our article on hold points and the handover record explains the method. This one goes into the record itself: what each part is for, and how you can tell a genuine record from a folder of paper.

Why a record matters

Most of what decides whether a building lasts is hidden. A record is the only way to know later what is behind a wall or under a floor without opening it up. It helps you in four situations:

• A defect appears. Under the Home Building Act, statutory warranties run for six years for major defects and two years for other defects. Our article on statutory warranties explains the limits. A record showing what was built and how makes it far easier to work out what has gone wrong, and who is responsible.
• You sell. Buyers and their inspectors ask for certificates, warranties and evidence of compliant work.
• You insure or claim. Insurers and assessors want to know what was installed and when.
• You maintain. You cannot maintain what you do not know is there. Our maintenance schedule article shows how a record feeds a plan.

For a strata building, the record belongs with the owners corporation. Committees and strata managers change. The record is what keeps the knowledge of the building in one place.

What a good record contains

1. A summary of the work

A short document stating what was built or repaired, where, when, the approvals that applied, and who did the work. It should list the principal trades and suppliers. A reader should be able to understand the job in five minutes.

2. Approvals and certificates

• Development approval or complying development certificate, and construction certificate, where they applied.
• Certifier's inspection records for the critical stages.
• The occupation certificate, where one is required.
• Plumbing and drainage compliance certificates and electrical certificates of compliance.
• Waterproofing certificates for wet areas.
• Engineer's inspection sign-offs and any structural certificates.
• Fire safety certificates and schedules, where the building has fire safety measures.
• Termite management documentation, where a system was installed.

3. Hold-point records

The core of the record. For each stage where work stopped to be inspected before it was covered, you should find:

• dated, labelled photographs showing the work and where it is;
• the checklist or inspection note, with the name of the person who did the inspection;
• test results, such as flood tests and pressure tests; and
• any problem found, what was done about it, and a photograph of the corrected work.

If the record shows perfect work at every stage with no problem ever noted, ask how closely anyone was looking.

4. Drawings and specifications as built

The drawings and specification that applied, and where the work differed, the changes. Variations should be traceable to a signed variation or instruction.

5. Product and materials data

The brand, product name and data sheet for key materials: membranes, sealants, cladding, fixings, windows, insulation, flooring and anything else the building depends on. This is what you need when you have to replace something or work out why it has failed. Our posts on material compatibility and choosing silicone sealant show why the exact product matters.

6. Warranties and guarantees

• The builder's statutory warranties and what they cover.
• The HBCF certificate where one applied, explained in builder insurance in NSW.
• Manufacturers' warranties, with the conditions that keep them valid. Many require specific maintenance or installation records.

7. Maintenance instructions

What needs regular attention, how often, and who should do it: sealant joints, drains, gutters, membranes, filters, timber finishes. These should be specific to the products installed, not generic leaflets.

8. Defect list and close-out

The agreed list of items found at the final walk-through, with dates they were fixed, and a sign-off from both parties. Keep the record of how the defects were closed out.

How to check it is genuine

• Photos match the building. Pick two or three, such as a wet area membrane or a bracing detail, and check the room and location match.
• Dates make sense. Photographs should fit the programme: slab photos before frame photos, services before linings.
• Names and signatures are real. Inspectors and certifiers should be identifiable and their registrations checkable.
• Certificates are in the right name and for the right address. The same checks apply as in checking a builder's licence.
• Nothing is missing. Compare the contents with the list above. Missing items are worth asking about before final payment.

When to ask for it

Ask before you sign the contract, not at the end. Make it part of the agreement: what will be in the record, in what format, and that it is due at completion. A contract that links final payment to delivery of the record is easy to enforce. A promise made on the last day is not.

Format and storage

Ask for a digital copy as well as a printed one, in a structure that is easy to navigate: a folder per stage or trade, with a contents page. Keep a copy off-site. For strata, lodge the record with the strata manager and make sure it appears in the committee handover whenever the manager changes.

Working with us

Our Quality & Building Compliance policy sets out the commitment to a handover record, and our How We Build page describes the method. If you are planning work and want to see what a record would look like for your project, get in touch.

Sources

• Home Building Act 1989 (NSW), NSW Legislation
• Environmental Planning and Assessment (Development Certification and Fire Safety) Regulation 2021, NSW Legislation

This article is general information about how we work, not legal or technical advice. Required documents depend on the project and approvals, so confirm with your certifier. Full website disclaimer