04 — The Construction & Handover Workbook

Stay organised from site commencement to moving day

This practical workbook helps homeowners track decisions, costs, inspections, defects and handover information throughout construction.

• Stay organised from site commencement to moving day
• 1. Establish your construction system
• Key contacts
• 2. Record construction milestones
• 3. Use a site-meeting record
• Meeting details
• Decisions and actions
• 4. Track requests for information
• 5. Control variations
• Variation register
• 6. Track selections and samples
• 7. Inspections and quality checks
• Inspection record
• 8. Practical completion and defects
• Defects register
• 9. Collect your handover package
• 10. Plan the first year in your home
• First month
• Before the defects period ends
• Ongoing
• Final project reflection
• Related guide

1. Establish your construction system

Agree at the beginning:

• Who gives instructions to the builder
• Who can approve costs and changes
• Where drawings and correspondence are stored
• How often site meetings occur
• How requests for information are answered
• How progress photographs are recorded
• How urgent matters are escalated

Key contacts

2. Record construction milestones

3. Use a site-meeting record

Meeting details

• Date:
• Attendees:
• Current programme status:
• Current cost status:
• Work completed:
• Work planned next:
• Safety or access matters:

Decisions and actions

4. Track requests for information

5. Control variations

Before approving a variation, confirm:

• What is changing and why
• Whether it is required or optional
• The complete price, including margins and tax
• Any effect on the programme
• Whether consultant or approval updates are needed
• Whether another item can be adjusted to protect the budget
• That approval is recorded in writing

Variation register

6. Track selections and samples

7. Inspections and quality checks

Your contract, certifier and consultant scopes determine who inspects what. Ask early; do not assume every item is inspected by the same person.

Potential checkpoints include:

• Footings, reinforcement and structure
• Waterproofing
• Termite protection
• Insulation and energy measures
• Stormwater and drainage
• Building envelope and flashing
• Balustrades and safety items
• Services testing
• Completion and certification

Inspection record

8. Practical completion and defects

At practical completion:

• Walk through systematically
• Refer to the contract documents and approved selections
• Photograph each issue
• Give defects clear locations and descriptions
• Agree who will rectify each item and by when
• Confirm remaining certificates, manuals and approvals
• Understand the defects-liability process

Defects register

9. Collect your handover package

10. Plan the first year in your home

First month

• Learn how the home responds to sunlight and ventilation
• Set up efficient heating, cooling and hot-water controls
• Read product-care instructions
• Report urgent defects through the correct channel

Before the defects period ends

• Review previously reported items
• Check doors, hardware, sealants and finishes
• Note water-entry, drainage or condensation concerns
• Arrange the agreed defects inspection
• Keep dated photographs and correspondence

Ongoing

• Clean gutters and drainage points
• Maintain external finishes as specified
• Service mechanical systems
• Care for landscape and shading
• Monitor energy and water use
• Keep your handover records together

Final project reflection

• What works beautifully in everyday life?
• Which design decision has made the biggest difference?
• How is the home performing through the seasons?
• What would you approach differently next time?
• May Residential Studio photograph the completed home?
• Would you be comfortable providing a testimonial?

Related guide

These notes provide general organisational information. Follow your project contracts, approvals and advice from appropriately qualified professionals.