Well, you have made it to the end of the road. Your new space is ready, and you’re prepared to dust off and start running your business. Hold on, there is actually one final step in this whole process: project closeout. To expose you to the ins and outs of this last phase we talked with Mark Gitlewski from Selzer-Ornst Construction Company. In our discussion, Mark shared with us that effective project closeout can become a vital, proactive part of the entire construction process, saving time, money, and resources for all stakeholders.
Typical Project Closeout Process
Traditionally, project closeout is seen as the final administrative step in any construction project, occurring once the contractor has completed the work. Requirements for closeout can vary widely depending on the project type and your specific needs as the client. While some closeouts only involve handing over warranty information, others might entail delivering a full record of every project submittal, MEP (mechanical, electrical, plumbing) drawings, product specs, inspection reports, and closed-out permits.
Making Closeout a Collaborative Process
Mark describes a best practice that can reshape how closeout is managed: conducting a closeout meeting with you during pre-construction. By discussing your needs at this early stage, the contractor can build a shared “closeout log,” documenting each deliverable throughout the project. This approach avoids the last-minute scramble, where punch lists are completed, occupancy is granted, and then everyone scrambles to gather final documentation.
For projects lasting 9-12 months, Mark advocates monthly check-ins where closeout expectations are reviewed and the log is updated. This “compile-as-you-go” method can alleviate stress and ensure that critical information is gathered and reviewed on a regular basis. It also helps keep you informed about what documentation you will receive, enhancing transparency and accountability.
Customizing Closeout by Project Type and Size
Every project is unique, and closeout should reflect that. For large-scale projects, or those in specialized fields such as healthcare, having a robust closeout process is crucial. These projects often require extensive documentation so that the same practices, materials and standards can be applied across future projects.
While some project owners may not see the immediate need for comprehensive closeout documentation, Mark strongly encourages contractors to deliver it anyway. Having details on finishes, zoning, materials, and product specifications readily available can save significant time and resources if repairs, upgrades, or renovations are needed in the future.
The Benefits of a Well-Executed Closeout
Effective closeout provides several benefits to both the client, and the construction manager:
- Saves Time and Resources: When information is consistently documented and easily accessible, future projects can proceed without rework or delays
- Reduces Costs: By preventing gaps in documentation, contractors can save you cost associated with tracking down information or duplicating work
- Accelerates Project Timelines: When closeout is managed proactively, contractors can focus on solving in-project challenges, potentially shortening project timelines
Redefining Success in Closeout
According to Mark, successful closeout means more than just getting the final check. It’s about delivering a full package of information that you can use to support operations long after your contractor has left the site. A well-executed closeout isn’t just a box to check off; it’s a legacy of quality and thoroughness that benefits everyone involved.
By treating closeout as a core part of the construction process rather than an afterthought, contractors can set a new industry standard—one that turns a typically dreaded phase into a meaningful step that supports long-term success for clients and contractors alike.