What is a punch list
In most cases, a punch list is viewed as a document or list of items that define in detail work that does not meet contract requirements, after a significant portion of the project has been completed . To some extent, this explanation is accurate. However, it would be wrong to limit the importance of the punch list to just this aspect of the project.
A well-written punch list can be a powerful guide throughout the project, as it will include all the tasks that must be completed. In other words, it works both as a construction plan and as a quality guarantee for the entire project.
Before the project is officially completed and final payment is released, it is critical that all the different parties jointly review the entire construction process and ensure that everything has been completed according to the agreed upon plan. It doesn't take much to realize that a detailed punch list can save you from project disputes and costly rework.
For this reason, it is always highly recommended that a punch list is drawn up before the project begins. This way, you have all the time to resolve any deal-breaking issues and resolve points of conflict before they even arise.
If you're working (or about to work) with a quality contractor, setting up a punch list shouldn't be a problem at all. On the contrary, it would be seen as a way to boost quality during the construction process.
Diving into the details
By now, you should have a good idea of what a to-do list is. However, before we delve into more details, it would be helpful to provide some more information regarding its function.
In short, a punch list gives the owner the option to delay final payment to the contractor until all project tasks are completed.
Most contracts specify that the contractor must inform the project owner when he believes his work is nearly complete. The contractor should also ask the owner or architect to perform a “pre-final” inspection of the project. At this point, a task list is created by the contractor. This list includes tasks that must be corrected or are still pending. This document is what we know as a punch list.
Once the architect receives the punch list, he must verify that the project has actually reached the near-completion stage, as claimed by the contractor. If so, they examine whether the tasks included in the to-do list have been completed as they should be and that there are no other tasks left behind. In case some of the tasks listed in the punch list are not completed, the contractor can reach a resolution agreement with the project owner for the outstanding tasks.
Once this step is completed, the final payment can be released.
Making Sure Your Backlog Is a Success
As is already evident, creating a strong to-do list is no child’s play. Everyone involved in both its creation and completion must know in detail what their obligations are and work tirelessly to fulfill them. It goes without saying that each side's responsibilities vary depending on their role in the project. Below you will find the main focus points of each project stakeholder:
Owner
If you are the project owner/client, it is always a good idea to continually monitor the progress of the project, especially as it approaches its end. Put extra focus on overseeing the development of operations and always be ready to ask contractors as many questions as possible.
Typically, a contractor will set up a meeting with you to review the punch list and come to an agreement on the items that will be included on it. Before going into this meeting, make sure you have done your due diligence and are fully aware of your project's needs.
In this regard, you should always visit the construction site before meeting with the contractor. This way, you will be able to visualize the situation and know exactly what needs to be done.
Contractor
As a contractor, you must always prioritize your client's needs. Be fully prepared to guide the client around the construction site and point out the remaining tasks on your list.
Also make sure you have carefully examined the construction site before meeting with the project owner. Ideally, you should be able to show all backlog items, or at least most of them.
Additionally, do your best to work closely with your subcontractors in order to detect or, better yet, avoid costly mistakes or any mismanagement of resources. In general, paying attention to details and being ready to take care of the smallest bottleneck during the construction process can be the key to success.
Subcontractor
The subcontractor's role is much more hands-on, as they are the ones who will actually ensure that the punch list items are completed according to the contract specifications. Completing the various tasks on time is, of course, essential.
However, it's not the only thing a subcontractor has to worry about. As a subcontractor, you must always be in a position to communicate effectively with the contractor and other team members.
This way, you can be sure that all problems will be resolved and that there will be no room for costly misunderstandings and time-consuming rework.
Architect
Last but not least, the architect or designer of the project. If you are the architect on a project, you will often be part of the punch list to ensure that the work on site is in line with what is on the drawings. If you need to find an architect for your project, find an architect here.
During the development of a construction project, some design changes may arise due to customer requests or certain engineering limitations. In this case, you must show flexibility and listen to the customer's preferences. This way, you can lead the discussion and feel confident that the design process successfully visualized what the client had in mind.
Find it here: Construction Management 101 – The Ultimate Guide
Most common to-do list items
Assembling and inspecting a punch list can be a long process. Additionally, based on the information above, it's clear that what you're looking for in a backlog can largely depend on your actual role in the project. In an attempt to make your life a little easier, below are some of the most typical items someone might find on a to-do list, which you might be able to use in your to-do list template:
| Investor | Construction technology startups in portfolio |
|---|---|
| Y combiner | Plangrid, Airwave, BuildZoom, BulldozAIR, EquipmentShare and 8 more |
| Accelerator 500 | SupplyHog, Build, IMERSO, ViaVolta, Betterview and 3 more |
| Physical enterprises | BuildingConnected, HoloBuilder, Zlien, Rhumbix, ManufactOn, Serious Labs |
| Borealis Ventures | Newforma, Vico Software, FieldLens, Flux Factory, Smartvid.io, Blokable |
| Caterpillar | IronPlanet, Yard Club, Capture Technology, Airwave, BusyBusy |
72 questions to include in a to-do list
Now that we have a better idea of which categories of items are included in a backlog, it can be very helpful to look at a more detailed version of a backlog. Below you can find 72 questions that can be added to a punch list as outlined by SucceedwithContractors.com. You can download the full list here. The questions were divided based on the item category they belong to:
Ceilings
- Can you notice any drywall tape joints? (examine with the lights on and in natural light).
- Are the holes for lighting and ventilation being drilled correctly?
- Are there any cracks in the ceiling? Also check the corners of the skylight.
- Is the skylight sealing completed?
- Is the attic easily accessible? Also check that it has been insulated correctly.
- Are smoke detectors installed correctly? Are they working as they should?
Walls
- Can you notice any visible tape joints that are missing paint or that are not properly sanded?
- Can you identify any cracks in the door and/or window? Check in the corners.
- Are there any blown screw heads in the plasterboard?
- Are there any nail heads blown off the wood frame?
- Is the painting finished?
- Are there crushed corners, scratches or marks?
- Do you notice any cracked wall coverings?
- Is wall covering safe in corners and ends of walls?
Doors and windows
- Are there any scratches, dents or warps on the frames?
- Do the doors close and open smoothly?
- Check self-closing doors. Do they lock correctly?
- Are all external doors sealed?
- Verify that sweeps are placed on external ports.
- Check that the doors can lock and close properly.
- Do door hinges lose any screws?
- Is the door sill properly placed and sealed to prevent water ingress?
- Can you identify any gaps between the wall and the door frame?
- Can you open and close the windows without any problems? Do they lock easily?
- Check that all door stops are installed correctly.
- Do you notice any damage to the windows? Is there any moisture between them?
- Are the doors recessed to allow air circulation?
Cabinets
- Can you notice any exposed screw ends on the back of your cabinets?
- And inside your closets?
- Can you close and open the closet doors without any problems?
- Are the screws on the cabinet hinges placed correctly?
- Is the frame installed correctly? Is it nailed or glued?
- Check the quality of installation of nearby rods. Are they installed as they should be?
Accountants
- Is the sink properly sealed to the countertop?
- Can you notice any gaps in the corners of the countertop?
- Is the backsplash properly sealed?
Floors
- Can you notice any scraps on the carpet?
- Check the floor transition. Is everything placed correctly?
- Are mortar joints the same size?
- Check that the floor mortar is well sealed.
- Is there any damage to the tiles (e.g. cracks)?
- Was the base of the wall fixed correctly?
- Can you identify any cracks between the wall and the base? Between the floor and the base?
- Do you notice any damage to the floor due to the works?
- Are transition strips visible where different floor types meet?
Mechanic
- Do exhaust fans work?
- Check if the microwave hood is placed correctly?
- Check that registers and diffusers are fully functional.
- Do you notice any problems with the installation of the thermostat(s)?
- Are the furnace filters clean?
- Check that the ducts are properly sealed and insulated. Did the contractor clean it after the work was completed?
- Is there any noise, vibration or rattling when the furnace and AC operate?
- Are the devices fully functional?
- Is the hood ready for use?
Plumbing
- Make sure your dryer vent is fully functional.
- Are the pipes sealed and destroyed correctly?
- If there is a garbage disposal, does it work?
- Do you notice any problems with the shut-off valves? Are they properly installed wherever there is a water connection (e.g. bathroom, kitchen)?
- Is the plumbing in the walls easily accessible?
- Do the taps work as they should?
- Does the toilet flush properly?
- Do you notice any malfunctions in your water heater?
- Check that traps and backflow prevention devices are installed in the drain.
Electric
- Check that all telephone sockets in the location work.
- Are all cover plates installed?
- Is installing ceiling fans in the future possible?
- Is a wall switch installed for ceiling fans?
- Check carefully that the circuits have been labeled correctly.
- Do you notice any defects in your garage door?
- Are cable outlets installed in the different rooms?
- Check that the irrigation clock is working properly.
- Find out where the circuit breaker panel is placed.
A general advice
Regardless of your role in a construction project, the importance of a punch list is colossal. When preparing or working on a to-do list, you should always keep an eye on the future. In other words, you want to put together a clean, specific process so you can leverage it again on future projects.
This can be an investment of tremendous importance for both the current and future projects you will be part of. Additionally, the better you work on a punch list, the stronger the reputation you can acquire in the construction world. And typically no one is more effective at promoting your services than the people who have worked with you in the past.
You should never consider creating and executing a to-do list carefree. This applies to everyone (contractors, owners, subcontractors, architects).
It goes without saying that different projects face different challenges. However, by establishing a simple and detailed project monitoring and inspection procedure, you can get one step closer to success.
To-Do List Apps – Digital Tools to Revolutionize To-Do Lists
The advent of digital technologies has already contributed significantly to improving the way construction stakeholders design and work on a to-do list. By using reliable punch list software or punch list apps, during the construction process, you can aim for more dynamic punch list completion and smarter monitoring of the entire process.
This way, you can carry out your project tasks with peace of mind, without ever losing control of any pending requests.
Additionally, you can easily keep an eye on various past, ongoing and upcoming tasks. As a result, you will end up with a much shorter and simpler to-do list that can be completed successfully in a short time.
