The closeout package a client keeps for years

A closeout package is the last thing you hand a client, and the record of the job they keep. This template collects what they'll look for later: the permits and the final inspection, every warranty, the products and colors, the upkeep schedule and photos of what's inside the walls.

What's in it

• The job, with the client, your company and license number, the dates and a paragraph on the scope completed.
• Permits and inspections, with each permit number, who issued it, the final inspection date and the result.
• Warranties, for your workmanship and each product, with who warrants it, when it starts, how long it lasts and whether it's registered.
• Products and finishes, the brand, model or color of each, and where it came from.
• Upkeep, what to do, how often and when it's first due.
• Inside the walls, a log of the photos taken before the walls closed.
• Manuals and product data, a list of what's in the package.
• A Before you send box with four checks.

How to fill it in

Fill in the job section from your contract and schedule. Write the scope completed as it was built, including any change orders.

List each permit with its number and the final inspection date and result.

For warranties, put your own workmanship warranty and each manufacturer's warranty on its own row. Include the receipt or invoice for each product, since the receipt proves the purchase date. Some warranties also require a registration card before service is covered. Register those products before you hand over the package, or mark the row so the client knows to.

Write down every product and finish, from the tile and grout color to the faucet model, with the supplier. The client needs that row for a repair or a matching addition.

For upkeep, list each item that needs regular care, such as filters, sealant or a water heater service, with how often and the first due date.

Log the in-wall photos by location and date, and include the photos themselves on a drive or a link.

Handing it over

Go through the package with the client at the final walk-through. Point out the warranty rows, the first upkeep dates and where the manuals are. Keep a copy in your own job file, so a warranty call later starts from the same page the client has. Give the client both a printed copy and a digital file.