Link the report to one project
Include the site address, project number, date and people present. Describe which part of the work you’re handing over. If it only covers the tiling, the report should not suggest that the whole renovation is complete.
Work through a consistent checklist
- What work has been completed?
- Which parts have you checked together?
- Have keys, manuals or maintenance instructions been handed over?
- Which items remain outstanding, and who will handle them?
- What completion date or follow-up appointment has been agreed?
Give photos context
A close-up of a sealant joint won’t mean much later without the room and location. Combine an overview photo with a detail photo and a short description. Avoid unnecessary personal information in photos and keep only what the project needs.
Let the customer read the contents
Ask the customer to check the recorded points. Record a disagreement as a disagreement. Make sure a signature relates to what is actually being confirmed, rather than a general “everything approved” while items remain outstanding.
Keep the version you discussed
Save the final document and send the customer a copy. Clearly identify any later additions as a new record. A report helps reconstruct agreements, but does not automatically end warranties, statutory rights or liability.