Punch List / Deficiency List template and PDF guide (General) |...
Track outstanding deficiencies online, then generate a punch list PDF for closure control. Use this near the end of a project during the final walkthrough, to document every...
When to use this template
Track outstanding deficiencies online, then generate a punch list PDF for closure control. Use this near the end of a project during the final walkthrough, to document every minor deficiency, incomplete item, or cosmetic issue that must be corrected before the client will sign the completion certificate.
What to include
- Project name, contract number, walkthrough date, and the names of all parties present during the punch list inspection.
- Numbered list of each deficiency with its exact location (room, wall, floor, fixture), a description of the issue, and a photo reference number.
- Priority or severity rating for each item (cosmetic, functional, safety) to help the crew address critical items first.
- Assigned responsibility and target completion date for each item, noting whether it is your crew's work, a subcontractor's work, or a supplier warranty issue.
- Sign-off column for each item to be initialed and dated when corrected, with a final section for the client to confirm all items are resolved.
Common questions
- Can I update this Punch List / Deficiency List online as items are resolved?
- Yes. Edit statuses, owners, and due dates in-browser throughout final closeout.
- Can I save this Punch List / Deficiency List and carry it across follow-up visits?
- Yes. With an account, save and reopen it until all deficiencies are corrected and verified.
- Can I generate a PDF version of this Punch List / Deficiency List for stakeholders?
- Yes. Export a clean PDF to align crews, clients, and project managers on remaining work.
- When should the punch list walkthrough happen?
- After you believe all work is complete but before requesting the completion certificate. Do your own internal punch list first to minimize what the client finds.
- Can the client keep adding items to the punch list?
- Only deficiencies within the contracted scope. New work requests or upgrades discovered during the walkthrough must go through a change order, not the punch list.
- How long do I have to complete punch list items?
- Agree on a deadline during the walkthrough, typically 7 to 14 days. Lingering punch list items delay your final payment and frustrate the client.
- Should I photograph each punch list item?
- Yes, before and after correction. Photos prove the item was fixed and protect you if the client later claims it was not addressed.