Construction planning, documentation and handover

Good documentation is invisible when things go well and invaluable when they don't. It also adds value when you finance, insure, rent out or sell the property.

Planning stage

• Land ownership documents and survey/beacon information
• Approved architectural and structural drawings
• County building approval and other statutory approvals that apply
• Bill of Quantities and approved budget
• Signed contracts and appointment letters for all parties
• Construction programme

Construction stage

• Site inspection reports with dated photographs
• Records of instructions and approved variations
• Material delivery notes and test certificates
• Concrete cube test results where taken
• Payment certificates, invoices and receipts
• Minutes of site meetings
• An issues log showing defects raised and when they were closed

Handover stage

Before you accept the building, walk through it with your supervisor and contractor and record every outstanding item on a snag list. Agree who will fix each item and by when.

Handover checklist

• Snag list completed and signed off
• Plumbing tested for leaks and drainage tested for flow
• Electrical installation tested and certified by a qualified electrician
• Keys, access codes and operating instructions handed over
• Warranties and supplier details for fittings and equipment
• As-built drawings showing changes from the original design
• Agreed defects liability period and retention arrangements
• Final account agreed in writing

Structured documentation is central to our construction delivery service.

This article is general guidance for property owners in Kenya and is not a substitute for professional advice on your specific project. Regulations, requirements and prices change — confirm current details with the relevant authority or professional.