Project closeout papers to collect before the final payment

Make the final payment only when the work is done and you're satisfied with it. Before you pay it, collect the papers that show what was built, what it cost and what is covered.

Permits and inspections

• Get the final inspection sign-offPermitted work is inspected during construction, and the building official does a final inspection. Ask for it to be done before the final payment, and keep the sign-off or a copy of the closed permit.
• Keep the permit itselfThe contract names who pulls the permits. File the permit with the sign-off.

Warranties

• Get the contractor's warranty in writingIt should say what it covers, what it doesn't, and for how long.
• Ask for the manuals and care instructionsGet the manual for each new appliance, fixture and piece of equipment, and the care instructions for any new floor, counter or finish.
• Ask for the leftover materials listNote the paint colors, tile and flooring names and the lot numbers, so a later repair can match.
• Write down each warranty's end dateAdd each date to your calendar as a reminder before the warranty ends.

Money and changes

• Collect every change orderKeep each signed change order with your project paperwork.
• Get a receipt for each paymentPay in a way that can be traced, or get a receipt each time.
• Get a receipt marked paid in fullAsk for it after the final payment.
• Match the final invoice to the contractCheck the total against the contract price plus the change orders.
• Keep your notes and copies of letters and documents

The finished work

• Walk the job with the contractorList anything unfinished or not as agreed, and settle it before the last check.
• Take photos of the finished workInclude the labels and serial numbers on new equipment, and any shutoff valve or access panel the work added. Note the date on each set of photos.

Where the papers go

Put the whole set in one folder, paper or digital, with the bids and the signed contract. Label it with the project and the year it finished. Scan the paper copies too. Add the paint colors and the model numbers of anything installed. When you sell the house, the folder shows what was done and when.