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Defect closeout checklist for the site team

Six phases, from the defect walk to the handover pack. The practical steps for closing defects properly — built for real sites, not theory.

Phase 1 Before the defect walk

Confirm the contract scope so you know what counts as a defect and what doesn’t.

Check the relevant trades have finished their primary works before you start closeout.

Open a clean project in your register with the building, levels and units set up.

Brief whoever is walking with you on the three item types: defect, incomplete works, client defect.

Phase 2 During defect capture

Photograph the defect as found, before anything is touched.

Record the exact location — building, level, unit and room — not just “bathroom”.

Classify the item type so it’s tracked and evidenced the right way.

Assign the responsible trade before you leave the room. An unassigned defect is an invisible defect.

Set a realistic due date tied to your handover timeline.

Phase 3 Trade assignment and follow-up

Issue each item to the responsible subcontractor with the photo, location and a clear description.

Require a rectification photo — “I fixed it” is not evidence.

Check overdue items daily in the last two weeks before PC, and call rather than message.

Phase 4 Evidence review and approval

Compare each rectification photo against the original defect.

Reject items with unclear or insufficient evidence — don’t close them — and log the reason.

Verify complex defects (waterproofing, structural, concealed work) on site, not just by photo.

Phase 5 Closeout sign-off

Confirm every item is closed or has a documented, client-agreed deferral.

Lock the evidence on closed items so the record can’t be quietly changed later.

Flag DLP items separately and keep them after handover.

Phase 6 Handover pack

Produce the closeout report before the handover meeting — surprises are your problem, not the client’s.

Check every evidence photo is included and legible.

Archive the final pack with your project records so it’s findable years later at DLP.

Running this manually?

See how CleanRun IQ turns this checklist into a live register — every item photo-backed and closed with proof.

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