Handover and the completion report: how to accept work or send it back
When the provider reports completion, compare what was done with the agreed scope, record your remarks, and either accept the work or return it for correction. This guide explains what a good completion report contains and what to keep afterwards.
Who this guide is for
An owner, association or manager receiving completed work from a service provider.
Before you accept
Go back to the fixed scope and proposal version and compare each item with what was done. Inspect the work on site if possible, or ask for clear photos before and after for each item. If the scope includes systems that need running, ask to test them in your presence. Check that the materials and parts named in the proposal are what was actually fitted, and that no item outside the scope was carried out without your consent.
What a completion report contains
A good report lists the items carried out and the date of each, anything not carried out with the reason, the materials and spare parts used, remarks that need follow-up, the warranty or guarantee period if the proposal included one, and recommendations for later maintenance. It is best accompanied by numbered photos matching the items. If the report is incomplete, ask for it to be completed before you accept.
Acceptance or return
On Thibrh the provider reports completion, and you either receive the work or return it for correction with your remarks. If you return it, give reasons item by item and set a reasonable deadline. If you accept it, keep the report, photos and any warranty in the assignment file, and add new equipment and its warranties to the asset register. This is handover of assignment files inside Thibrh, not the unit handover record on Ejar.
After acceptance
Rate the provider honestly and about the service itself, and record the date of the next maintenance. If a defect appears later, go back to what you documented. For work that needs a municipal or other permit, the owner or contractor is responsible for obtaining it according to the agreement and the law, and Thibrh's handover does not mean the work is municipally licensed.
Key points
- Compare each completed item with the fixed scope.
- Ask for numbered photos and a report stating what was not done.
- Accept or return with written reasons.
- Keep the report and warranties and update the asset register.
- Thibrh's handover is neither an Ejar record nor a municipal licence.