Warranties and attic stock are two classic last-month hunts. The sub is gone. The boxes of extra tile cannot be found. The warranty is “on its way.” Retention waits. None of that has to happen if you start a tracker early and treat the handoff as a set of documents, not a conversation you plan to remember.

Procore can facilitate a closeout checklist and a place to upload warranties and related documents. A warranty tracker and a closeout folder in Google Drive or Dropbox do the same job. The Warranty Tracker Template template is a starting point. I can help you collect and package the record in a file you control.

This is not legal advice about what a warranty covers, how long it runs, or when risk transfers. Read the contract and the warranty documents, and talk to a construction attorney when the coverage matters. This article is about getting the papers and the counts into the file.

Warranties: request them while someone is still there

  • Start the tracker from the specs and the contract, not from memory. Each row is a warranty or a guarantee you owe: trade, product or system, requested date, received date, expiration if stated, and a link to the PDF.
  • Request the document while the sub is still on site, and file it when it arrives. An email that says “we’ll send warranties at the end” is not a file.
  • Check the name on the warranty. An incorrect owner name, or a draft that never got signed, is a hole, not a finished document.
  • Keep a copy in your closeout folder even after you have uploaded or delivered the package.

Attic stock, extra materials, and training

  • If the spec or the contract requires attic stock or extra material, record what was required, what was actually turned over, where it was left, and who signed for it, with photos of the material and the location when you can.
  • A pile in a closet with no count and no signature is not a handoff.
  • If training or a demonstration is required, keep the date, the attendees, and any sign-in or agenda in the closeout folder. A sentence in a daily is better than nothing, and a signed attendance sheet with a short agenda is better than a sentence.

All of this should be visible on the closeout checklist, not discovered when the owner asks where the extra cases of tile went.

One package, your copy kept

Assemble warranties, stock records, and training records with the O&Ms and as-builts, in the form the owner asked for, and keep a complete copy in your Drive or Dropbox.

This is how it tends to unfold. Extra material was left on site and later disappeared. Nobody had a count, a photo, or a signature. The requirement was in the spec. The missing handoff record turned it into a closeout fight.

If collection did not start early, a dated missing-items list is still the honest next step. In closeout prep, I can build that list and package what exists. The files stay yours.

If you want help, not just a checklist

Some jobs run fine on a clean file and a superintendent who gives the log fifteen minutes twice a week. Others do not: revisions are moving fast, closeout is already behind, or the field simply has no hours left for paperwork.

That is where I come in. I set up the job file, run the logs on a retainer, or prepare closeout before the scramble starts. Your files stay yours, and there is no software contract to sign.

Email travis@builtonrecord.com Get the free Job File Kit