As-builts, O&M manuals, warranties, lien waivers — chased until the file is actually complete.
Retainage is supposed to be released once closeout is complete. In practice, it's the paperwork that holds it up — not the punch list. A GC can finish the physical work in a week and still wait a month for the last as-built or lien waiver to land in the file.
1. O&M manuals get requested once, then forgotten. The sub or supplier who owes the manual has already moved to the next job. A single email rarely gets it back — it needs the same structured follow-up as a bid request.
2. Lien waivers trickle in out of order. Final waivers depend on final payment, which depends on the sub confirming their invoice is settled — a three-way handoff that stalls if nobody is actively tracking it.
3. As-builts show up incomplete. A redlined drawing missing one trade's changes isn't usable. Someone has to check completeness before it goes in the package, not after the owner flags it.
Every item on this list has to be chased individually — and chased on a schedule, not "whenever." That's the difference between a closeout package that's ready the week the job finishes, and one that's still missing pieces a month later.
Our Project Closeout & Warranty Documentation service requests every item on this checklist directly from the subs and suppliers already in our records for the project, tracks each one to completion, and runs basic completeness and expiry checks before the package reaches you — so retainage doesn't sit stuck behind a missing document nobody's chasing.
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