Practical completion triggers a final inspection to create a defects list and the handover of all essential project documentation. This phase transitions the project from the construction team to the tenant for relocation and occupancy.
The success of this transition depends on a rigorous handover process and a coordinated relocation plan.
The defects list and handover documentation
Every room, surface, and fixture is inspected to ensure it meets the agreed specification. Any discrepancies are added to a defects list, also known as a snagging list, which the contractor is obligated to fix within the defects liability period. This period typically lasts from 3 to 12 months depending on the specific contract. You also receive as-built drawings, product and workmanship warranties, building permit sign-offs, and manuals for all installed systems.
Coordinating the physical relocation
Moving into the new space requires professional removalists and a clear schedule communicated to the entire team. A critical priority is the IT cutover, which must be planned carefully to avoid internet downtime. Without precise coordination, a business risks spending the first few days in a new office unable to connect to the network.
Settling the team into the new space
A formal orientation is necessary to ensure the team can use the office and its systems properly. This includes demonstrating how the HVAC controls work and identifying the correct contact point for any immediate issues. Providing this basic guidance makes a significant difference in how quickly employees settle in and use the space efficiently.
Conducting the post-fitout review
A few weeks after moving in, you should meet with the Progressive Corporate project team to review the project delivery. This review assesses whether the fitout was delivered on time and identifies any unexpected costs. It is also the time to determine if any parts of the layout are not working as expected and to log any new defects promptly before they become larger problems.
Frequently asked questions
What is a defects liability period?
It is the window, usually 3 to 12 months, where the contractor is contractually obligated to fix items identified on the snagging list.
Which documents are provided at handover?
You receive as-built drawings, system manuals, product warranties, and the final building permit sign-off.
When should I log new defects?
Any issues appearing after the move should be logged with your contractor promptly to ensure they are resolved quickly.
Questions to ask your fitout company before you sign
- How many projects like mine have you completed?
- Will you manage the full project or subcontract parts of it?
- How do you handle delays or unexpected costs?