Cleat
Commercial Install Closeout Checklist
A six-phase worksheet for closing out commercial furniture installs, corporate fit-outs, and tenant improvement projects — from substantial completion through to warranty handover.
01.Pre-Closeout · Substantial Completion Prep
Before you call anything "done." The work here prevents 80% of the back-and-forth that follows.
- Scope reconciliation complete — every signed PO, CO, and MAC accounted for against field-installed work.
- All installed products match specification — model numbers, finishes, and fabric codes verified against the approved order.
- Internal walkthrough performed — PM walked the site with the lead installer before inviting the client; pre-punch list captured.
- Deficiency photos taken — every item on the pre-punch list has a location-tagged photo on file.
- Client walkthrough scheduled — date, time, attendees, and contact info confirmed in writing.
- Cleaning / protective wrap removed — surfaces wiped, task lights powered on, chairs at desks, sit-stand bases parked at default height.
- Floorplan / drawing version verified — the plan you're walking matches the latest revision the client signed.
02.Punch List Management
One authoritative list, shared with everyone, with photos and locations. Verbal lists and email threads are how items get lost.
- Punch list opened in a single shared system — not Post-its, not multiple spreadsheets, not an email thread.
- Every item has a location — floor / zone / workstation number, or a pin on the floorplan.
- Every item has a photo — before shots are cheap; arguments about "what the client meant" are expensive.
- Every item has an owner — dealer, GC, specific trade, or client-caused (flag explicitly).
- Priority set for each item — safety / functional / cosmetic. Safety items close first.
- Target resolution date recorded — not just "ASAP." Dates drive accountability.
- Re-inspection date scheduled — on the calendar the day the punch list is issued, not after the fact.
- Items closed with resolution photos — the "done" proof should live on the same record as the "to-do" photo.
- Rejected items documented with client acknowledgement — when you decline an item (out-of-scope, pre-existing damage, etc.) get it in writing.
03.Moves, Adds & Changes (MACs)
MACs raised during closeout are where projects bleed margin. Quote fast, approve in writing, bill before the final invoice goes out.
- All MAC requests logged — even verbal ones. If the client asked for it, it goes on the list.
- Each MAC has a written description — scope, location, affected products.
- Quote issued within 48 hours of request — speed signals competence and keeps momentum on the project.
- Client approval in writing before work starts — email, signed change order, or equivalent. Not a nod in a walkthrough.
- MAC work completed and inspected — treat it like a mini-project with its own punch sign-off.
- Approved MACs added to final billing — rolled into final invoice, not forgotten in a separate line item.
04.Documentation Handover Package
The handover package is what the FM inherits. Do it well and you earn the reorder. Do it badly and the next call goes to your competitor.
- As-built drawings / revised floorplan
- O&M manuals (operation + maintenance for each product line)
- Warranty certificates — product, install labour, and any extended warranties
- Product data sheets — COM / finish / fabric cards
- Maintenance schedules — who maintains what, how often
- Commissioning reports — for task lights, power/data, sit-stand bases, AV
- Spare parts inventory — what's on hand and where it's stored
- Key / access transfer log
- Trade & supplier contact sheet
- Recycling / e-waste certificates (LEED or corporate sustainability)
- Permit close-outs / final inspection sign-offs
- Serial numbers for tracked assets
05.Final Walkthrough & Client Sign-Off
The moment you've been working toward. Make it crisp — the client should leave knowing the project is complete and that they have everything they need.
- All punch items closed or formally rejected — no lingering "we'll get to that."
- All approved MACs complete and invoiced.
- Handover package delivered — physically, electronically, or both.
- Client training sessions delivered — task chair adjustment, sit-stand controls, locker programming, AV, etc.
- Keys, access cards, and codes transferred — with a signed receipt.
- Substantial completion certificate signed — by PM and client rep.
- Final walkthrough signed off in writing — name, title, date, and signature captured.
- Final invoice issued — within the agreed billing window after sign-off.
- Retention / holdback release scheduled — date in calendar, not "in 60 days sometime."
06.Post-Closeout & Warranty Period
The project is closed — but the relationship isn't. The follow-up here is what turns a one-time install into a five-year account.
- Warranty clock start date documented — in the project file and in a CRM/reminder system.
- 30-day check-in scheduled — "Anything settled out oddly? Anything I can help with?"
- 60-day FM check-in scheduled — after the facility team has lived with the space for a couple of months.
- 11-month warranty walkthrough scheduled — before the manufacturer warranty expires.
- Project archived — final photos, docs, and lessons learned saved for the next similar project.
- Lessons-learned debrief held with install crew — what worked, what didn't, what to do differently next time.
- Referral / testimonial ask made — happy clients will say yes if you ask; most PMs never ask.