Attention to detail is the key to completing a project successfully. From beginning to end, contractors must be meticulous in their performance. However, as a project progresses, big-picture items will whittle down to the small details that are all too easy to overlook. For this reason, a construction punch list template (sometimes referred to as snag lists) are an essential part of the construction industry.
Punch lists are a vital tool for contractors as they bring order and clarity to what can be an overwhelming situation. It’s not unusual for larger projects to have up to 1,000 punch list items. After working tirelessly for weeks or months on a project, the prospect of a 1,000-item to-do list that stands between you and project closeout (and final payment) can feel downright cruel.
Despite this exasperating reputation, contractors should look at a punch list as the final sprint towards another job well done. You don’t have to dread final walkthroughs.
They should instead result in the final touches of quality work that you can be proud of. If handled proactively, the punch list process can lead to an efficient and less time-consuming project closeout for everyone involved.
Although typically created by general contractors or project owners, subcontractors are the inevitable workhorse that must do the actual “punching” in a punch list. For this reason, they must have a comprehensive understanding of punch lists, how to use them, when to use them, and what should be included.
Keep reading for a list of best practices and a free construction punch list template to help contractors ensure a fast and effective project closeout.
What is a construction punch list?
To officially end a project, a contractor must initiate a closeout process before handing things over to the project owner. The bulk of this process includes creating and completing a punch list.
The punch list, so-called because of the process, began in the 1930s when workers would physically punch a hole in the margin of a document for each item on the list. Each hole punch meant a completed item. Two copies would be punched simultaneously to provide two indisputable records for the architect and contractor to evaluate progress.
Although digital tools have changed how punch lists are created and tracked, they still serve the same purpose; a punch list is a checklist of all remaining work that must be completed or corrected before a project can close out.
This document is created after a series of inspections, walkthroughs, and evaluations. Then, all remaining work or corrections are identified and logged in a list that will effectively turn into the punch list.
Not only does a punch list serve as a to-do list for any outstanding work, but it’s also the most accurate way to catalog what varies from the original project plans or specifications. By creating the list, all parties have a clear understanding of where the project stands and what needs to be done to close it out.
Who’s involved in the punch list process? Project owners, architects, engineers, and subcontractors should all participate and contribute to ensure a complete list is made during the first walkthrough. You want to avoid a situation where a punch list is created only for another walkthrough to take place with different stakeholders resulting in a completely different list. Do what you can to avoid this; one walkthrough, one list.
The process usually flows through a GC or project owner who will delegate tasks to the appropriate subcontractors. From here, field crews address any issues and complete the remaining work.
Example of punch list items for a kitchen remodel
☐ Check that drywall is finished to a smooth texture
☐ Verify that flooring is correctly installed
☐ Final painting of walls and ceilings
☐ Finalizing all trim and moldings
☐ Inspect grout lines and tile for evenness
☐ Confirm that cabinets are securely installed
☐ Ensure all electrical connections are up to code and functioning correctly
☐ Installation of kitchen appliances
☐ Make sure sink drains and faucets are correctly installed
☐ Testing of all electrical and plumbing fixtures
☐ Check refrigerator door seals are working properly
☐ Test stove burners for proper operation
☐ Ensure cooktop installation is up to code and secured
☐ Cleaning of kitchen area and removal of construction debris
☐ Final inspections and obtaining signatures on all required documents
Punch list template [Free download]
Not sure how to make a punch list for your project? Our free construction punch list template is a great way to get started. Download it here!
What’s included in the punch list
Punch list items are typically minor issues or corrections, but it’s not out of the ordinary for there to be substantial rework needed. Larger projects can have thousands of items that take weeks or months to complete.
For this reason, a great deal of organization is needed to ensure your punch list is clear, and concise. First, let’s take a look at the essential information that every punch list should include:
Project details
Make it clear what project your punch list is for. General information must be provided so anyone can quickly identify the project this list applies to. Share any information that will help add context to the project. Deliver this document as a type of cover letter accompanying the punch list.
Include the following:
- Punch number: a number to distinguish this punch list from others
- All stakeholders involved (GC, project owner, architect, subcontractors, engineers, etc.)
- Project name
- Project location
- Additional project details
Location
Provide the precise location of the task at hand. This includes the location of the property or job site or the exact room/area where the task is performed. Ensure each item has a specific location assigned to it.
Description
Describe each item on the list. Contractors shouldn’t slack on detail here. Provide a paragraph explaining the task and specific guidelines or requested techniques used to complete the task. If it’s relevant information that is useful to know, include it.
Descriptions should include the following:
- Scope of the task or rework
- What was addressed and how it was addressed
Priority
Project owners may assign a priority level to each task. With the implication that high-priority items will be completed first and foremost. This will likely occur on larger projects with multiple teams of specialty trades and subcontractors.
For this reason, subcontractors must be on the lookout for priority levels for any punch list item assigned to them. You don’t want to be the sub that holds up the entire project because you waited on a high-priority item.
Timelines & completion status
This section should contain all relevant dates to help stakeholders track and evaluate progress. Always include a completion status column for stakeholders to understand if the task is finished or still outstanding. For more granular tracking, stakeholders may include observation dates, approval dates, and expected completion dates.
Important dates
- Deadlines: any due dates or milestones.
- Date observed: when did the site walkthrough take place, and when was the issue first observed?
- Date expected to be complete: estimate completion date.
- Date approved: date that the issue or work was approved to be completed.
- Date completed: the date the work was completed.
Notes
Use this as a catch-all section for anyone to leave comments, questions, feedback, or additional information of note.
Why do you need a punch list
The function of a punch list is to ensure that projects are seen through to the last detail; providing both quality assurance and the opportunity to address any lingering issues, putting in place the plan needed for a sprint to the finish line.
It’s easy to see the usefulness of the “to-do” list qualities that the punch list brings. It lists everything that must be done. However, looking deeper, the punch list is an important communication tool.
Harkening back to the old days when a hole was punched in two identical copies, the modern punch list allows project stakeholders to have the same level of transparency, albeit through modern means. As a result, both the contractor and project owner can see what has been completed and what remains. This goes a long way to avoid disputes, confusion, and costly assumptions.
How to use a punch list
There are two general approaches to using a punch list. The difference hinges solely on when the punch list occurs. One approach will see them used at the end of a project. Naturally, as you reach substantial completion, this allows for a chronological approach to addressing final tasks and touch-ups.
Running through a punch list at the end of a project is perfectly acceptable. After all, the final walkthrough must occur before a list of final tasks can be assembled. If however, a significant amount of rework is needed, this can severely delay the project resulting in a costly and sluggish end to the project.
The second approach is known as a rolling punch list. This will see punch list items completed as the project progresses. For example, as a contract item (or project phase) is completed, a walkthrough can occur, and items can be identified and addressed as the next phase begins.
Completing punch list items as the project progresses maximizes efficiency resulting in a faster project closeout since most finishing touches and corrections have already been made at the time of substantial completion. However, while time-saving, this approach requires a much higher level of organization or methodical approach than some contractors are accustomed to.
Finishing all work the first time, however, can serve as a remedy against the dreaded rework-heavy punch lists at the end of projects. If done right, tracking and executing all minor, corrective, and finishing tasks from the beginning may result in a zero-item punch list.
Choose the approach that is best for your team and project.
Punch list best practices
Include punch-list guidelines in the contract
Create a punch-list process and solidify it in the contract during early negotiations. Stipulate whether there will be a rolling punch list or if the punch list will take place at the end of the project. If choosing the latter, ensure only one punch list is created at a time.
Self-identify
Before the official walkthrough, take it upon yourself to conduct your own. Try to anticipate all remaining work or tasks. This will help you get a head start on completing items. Then, on the day of the walkthrough, show up early and be prepared to talk about anything, and since you’ve already done your own walkthrough, you’ll be ready to discuss the most important tasks.
Stay motivated
Don’t feel discouraged when an extensive punch list comes your way. This is not the time to succumb to grudges or disappointment. Instead, go in with the understanding that this is an opportunity to demonstrate your professionalism and attention to detail.
The goal for everyone is a high-caliber product, so don’t waste time by holding grudges or getting overwhelmed. Instead, focus on one item at a time and show all stakeholders that you can take projects to the finish line. Work together with your crew and other crews, and lead by example.
Tips to keep your team focused
- Ensure your punch list is clear and concise, with item-specific instructions for completion.
- Prioritize the list by importance and urgency of tasks to enable the team to focus on the most crucial items first.
- Define responsibility for completing each task and milestone and motivate each other to finish strong.
Go digital
Turning manual, paper-based workflows into digital processes can significantly impact efficiency. For example, using a digital punch list can reduce the time of completion by as much as 70%. A digital list also allows for better organization, tracking, and collaboration. Stakeholders will have the ability to view and edit the punch list from anywhere at any time, helping speed up the overall process.
Have regular check-ins
Review and update the punch list frequently as the project progresses. Especially important for rolling punch lists, consider having monthly or even weekly meetings to evaluate work, organize job sites, and discuss progress. The more feedback you can gather, the better. Address issues early and often. Always document remaining tasks.
How Knowify can help
As we’ve learned, the punch list is an essential process. Serving as both a quality assurance tool and mechanism for officially closing out a project, they must be handled with the same care and attention that goes into starting a construction project.
With our comprehensive document management system and free construction punch list template, we are confident that contractors can approach every project with meticulous attention to detail. Be sure to check out our blog for more best practices, construction accounting strategies, and project management tips.
Schedule a personalized demo with one of our experts to see how Knowify can turn your business into a paperless, efficient, and profitable operation.