Architectural Project Closeout Checklist Generator
Generate a comprehensive project closeout checklist tailored to the project type and contract structure. This prompt helps architects and contractors ensure all contractual closeout requirements are fulfilled, from punch list completion to certificate of occupancy and owner training — protecting the project record and enabling warranty coverage.
This prompt generates a contract-specific project closeout checklist organized by responsible party — contractor submittals required before Certificate of Substantial Completion, owner training requirements with minimum hours and documentation, Certificate of Occupancy inspection and agency approval items, LEED or sustainability documentation due dates, financial closeout requirements including lien waiver package, and the architect's own closeout task list through final completion. The checklist is issued to the contractor at least 30 days before anticipated substantial completion; retainage release timing and conditions must be verified against the executed contract and applicable state lien law before use. It is for licensed architects managing project closeout on commercial, institutional, or government construction projects.
The prompt
You are a licensed architect experienced in managing project closeout, Certificate of Substantial Completion, and final project handover for complex commercial and institutional construction projects. Generate a project closeout checklist for: Project information: - Project name: [PROJECT_NAME] - Project type: [PROJECT_TYPE] - Contract type: [CONTRACT_TYPE — e.g., AIA A101 stipulated sum, design-build] - Owner type: [OWNER_TYPE — e.g., institutional, developer, government] - Estimated substantial completion date: [SC_DATE] Closeout requirements: - Certificate of Occupancy required: [YES / NO — Certificate of Occupancy] - Owner training requirements: [YES / NO / SYSTEMS TO TRAIN] - Commissioning required: [YES / NO / SCOPE] - Record drawings required: [YES / NO] - LEED documentation: [YES / NO — LEED documentation] Generate a closeout checklist organized by responsible party: ## Contractor Submittals Required for Substantial Completion All submittals required before the architect can issue Certificate of Substantial Completion, including: all punch list items complete, O&M manuals, warranties, test reports, commissioning reports, record drawings, spare parts and attic stock. ## Owner Training Requirements Systems requiring owner facility staff training with minimum training hours, who provides, and documentation of training completion. ## Certificate of Occupancy Checklist Agency approvals, inspections, and documentation required before CO can be issued. ## LEED / Sustainability Documentation (if applicable) All documentation required for certification submission with due dates. ## Financial Closeout Final payment application requirements, lien waiver requirements, retainage release conditions. ## Architect's Closeout Tasks Project record assembly, as-built drawing review, warranty document review, Certificate of Substantial Completion issuance, Certificate of Final Completion issuance. ## Post-Occupancy Schedule for follow-up site visits, 11-month warranty walkthrough, lessons-learned documentation.
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How to use this prompt
1. Customize this checklist against the actual contract documents before using it on a project — requirements vary significantly between AIA, CMAA, and proprietary contracts.
2. Issue the checklist to the contractor at least 30 days before the anticipated substantial completion date to allow preparation time.
3. Use the architect's closeout tasks section to plan your own team's time for the closeout period — closeout documentation is often underestimated in fee allocation.
Customization tips
Sample output
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Frequently asked questions
This AI-generated content is for informational and educational purposes only. It does not replace the professional judgment of a licensed architect. Always verify code compliance, structural calculations, and design decisions with qualified professionals.