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Notice of Completion

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NOTICE OF COMPLETION--INDIVIDUAL

Prepared by, recording requested by
and return to:

Name:

Company:

Address:

City:

State: Zip:

Phone:

Fax:

--Above this Line for Official Use Only-----

Notice is hereby given that:

1. The undersigned is owner of the interest or estate stated below in the property
hereinafter described, or the undersigned is the owner's agent.

2. The full name of the undersigned is

3. The full address of the undersigned is

4. The nature of the interest or estate of the owner is: in fee.
(If other than fee, strike "In Fee" and insert,
for example, "Purchaser Under Contract of Purchase" or "Lessee".)

5. The full names and full addresses of all persons, if any, who hold interest or
estate with the undersigned such as joint tenants or tenants in common are:

Name
Address

6. The full names and full addresses of the predecessors in interest of the
undersigned, if the property was transferred after the beginning of the work or
improvement:

Name
Address

7. The nature of the improvements to the real property

8. The work of improvement on the property hereinafter described was completed
in accordance with the definition of completion in Arizona Revised Statutes section 33-
993, subsection C. (Fill in the appropriate completion date as defined in Arizona Revised
Statutes section 33-993, subsection C.)

(a) - Date

(thirty days after written final acceptance by governmental body)

(b) - Date

(sixty days after cessation of labor)

9. The name of the original contractor, if any, for such work or improvement is

(if no contractor, insert "none")

10. The street address of the property is

(include both address and city with zip code)

11. The legal description of property described above

(attach exhibit if necessary)

Verification

I, the undersigned, certify that I am the owner, the owner's agent for the property
or another interested party in the property, described in the above Notice, or I certify that
I am the original contractor of the improvements to the real property described in the
above Notice. I have read the foregoing Notice and know and understand the contents
thereof, and the facts stated therein are true and correct. I declare under penalty of perjury
that the foregoing is true and correct.

Executed on the day of , 20 , at Arizona.

(date) (place where signed)

Signature Print or Type Name Title

Acknowledgement

State of Arizona

County of

The foregoing instrument was acknowledged before me this day of , by (person).

NOTARY PUBLIC

Print Name:

My Commission Expires:

In order to shorten the lien period pursuant to Arizona Revised Statutes section 33-
993, subsection A, a copy of the notice of completion and a written statement of the
date of recording and the county recorder's record location information shall be
served by certified or registered mail, postage prepaid, to the owner, the original
contractor and all persons from whom the person recording this notice has
previously received a preliminary twenty day notice as prescribed by Arizona
Revised Statutes section 33-993, subsection I.

Notice: Receipt of a notice of completion may alter the time you have to impress and
secure a lien in accordance with Arizona Revised Statutes section 33-993, subsection
A.

AZ § 33-993(E)

Enter text

What a Notice of Completion Is and when it's used

A Notice of Completion is a written record, often filed in the county recorder's office or delivered to project stakeholders, that formally declares substantial completion of a construction project or specified contract scope. It is commonly used to trigger or shorten statutory timelines for lien claims, stop notices, final payments, and warranty periods. The document identifies the project, owner, contractor, and the date of completion, and may affect the period within which subcontractors and suppliers must preserve their lien rights.

Why issuing a Notice of Completion matters

A Notice of Completion clarifies the endpoint of work, reduces exposure to open-ended lien risk, and sets known dates for payment and claims timelines.

Why issuing a Notice of Completion matters

Who typically prepares and receives a Notice of Completion

Owners and prime contractors most often prepare or authorize the Notice; subcontractors and suppliers are primary recipients.

  • Project owners: Issue or authorize filing; protects owner from late claims.
  • General contractors: Coordinate filing and notify subcontractors and suppliers.
  • Subcontractors/suppliers: Use the date to calculate any remaining lien or claim deadline.

Typical signatories and their roles

Owner

A property owner or property manager who authorizes the Notice of Completion. The owner often records or files the notice with the county and provides copies to the contractor and known subcontractors to start or shorten lien timelines.

General Contractor

The general contractor or construction manager who confirms substantial completion of the contracted scope and coordinates delivering the notice to interested parties; may be the preparer when delegated by the owner.

Essential parts of a professional Notice of Completion

A precise Notice of Completion should be concise, include identifying details, reference the contract or project, and state the effective completion date to avoid ambiguity in downstream notices or lien claims.

Project identification

Project address, parcel number, or legal description plus the project or contract name for unambiguous identification in public records.

Effective completion date

Exact MM/DD/YYYY date when substantial completion occurred; this date often starts or shortens statutory lien periods.

Parties named

Owner, prime contractor, and contact information for delivering subsequent notices or payments.

Scope description

Brief description of the completed scope or contract reference to clarify which work the notice covers.

Filing details

County recorder or filing office name, recording number (if recorded), and date of record/filing.

Signature block

Printed name, title, date, and signature for the authorized signatory; notarization if state/local law requires.

Required data elements at a glance

Project address: Street, city, state, ZIP
Completion date: MM/DD/YYYY
Owner name: Full legal entity name
Contractor name: Full legal entity name
Recording office: County recorder name
Signature: Authorized signatory

Step-by-step: preparing and issuing a Notice of Completion

Follow this sequence to prepare, sign, and distribute a Notice of Completion so it achieves the intended legal effect and minimizes downstream disputes.

  • 01
    Prepare: Complete fields: project, parties, scope, date.
  • 02
    Authorize: Confirm owner or contractor authorization to file.
  • 03
    File or record: Submit to county recorder or other required office.
  • 04
    Distribute: Deliver copies to contractor, subcontractors, suppliers.

Configuring an online Notice of Completion workflow

When automating the Notice, configure fields, signer roles, and delivery steps to match your legal and operational requirements.

Field Configuration
Project Details Required text fields; set validation for address formats
Completion Date Date picker MM/DD/YYYY; set required
Signer Role Owner or Contractor; designate authorized signer
Post-Signing Actions Auto-send to recorder and distribute copies

Where to file and how circulation typically works

Filing and distribution depend on local recording rules; use consistent routing to ensure notice reaches all affected parties promptly.

  • Record at County: File with county recorder when required
  • Send to Contractor: Deliver copy to prime contractor
  • Notify Subcontractors: Provide copies to known subcontractors
  • Retain Records: Keep certified copy for file

Digital signing and system requirements

Use an eSignature platform that supports PDF, DOCX, audit trails, and integration with systems used for recording or distribution.

  • File formats: PDF, DOCX, or image
  • Authentication: Email, SMS, or stronger
  • Integrations: Recorder or cloud storage

Timelines and practical filing expectations

Timing matters because many state lien statutes use the completion date to compute claim windows; act promptly and verify local deadlines.

Immediate filing recommended:

Record or distribute as soon as substantial completion occurs

Lien deadlines vary:

Typical claimant windows often fall between 30 and 90 days

Contractor notice periods:

Some states shorten subcontractor claim periods upon notice

Recorder processing:

Allow county processing time for recorded instruments

Document retention:

Keep filed and distributed copies indefinitely

Key milestones from completion to recordkeeping

Follow these sequential milestones to ensure legal preservation of rights and accurate project closeout records.

01

Substantial Completion

Determine the date when work meets contract-defined completion

02

Prepare Notice

Draft notice with accurate project and party data

03

Record or File

Submit to recorder or required office promptly

04

Distribute Copies

Deliver to contractor, subcontractors, suppliers, and lender

Common mistakes to avoid when preparing the Notice of Completion

  • Using inconsistent project names that prevent matching to contract records and searches.
  • Entering an incorrect completion date that alters or forfeits lien filing windows.
  • Failing to record where recording is required, leaving parties unaware of shortened claim periods.
  • Not delivering notice copies to subcontractors and suppliers who rely on the date for their claims.

Risks and consequences of errors or omissions

Loss of lien rights: Potential forfeiture of mechanic's lien claims
Delayed payment: Payment disputes and delayed final invoicing
Recording rejection: County may refuse defective filings
Increased disputes: Contractor-subcontractor litigation
Administrative fines: Local fees for corrections or re-recording
Reputational risk: Loss of trust among project stakeholders

Real-world examples of Notices of Completion in use

These examples illustrate how Notices of Completion are used to manage lien risk and close project accounting.

Martin Properties

The owner recorded a Notice of Completion after final inspection to start the warranty clock.

  • The developer then circulated copies to subcontractors.
  • This clarified payment schedule and reduced late-claim disputes during the property handover and financing closeout.

BIS

The general contractor prepared and notarized the notice to document substantial completion.

  • The GC distributed certified copies to suppliers.
  • Early distribution allowed suppliers to reconcile final payments and prevented multiple duplicate lien filings.

Typical eSignature vendor pricing and capabilities for Notices of Completion

Compare starting prices and common capabilities across providers. Choose an option that meets recorder and industry requirements for secure signed PDFs and audit trails.

signNow DocuSign Adobe Sign PandaDoc HelloSign
Starting Price $8/user/mo $15/user/mo $14/user/mo $19/user/mo $15/user/mo
Free Trial 7-day trial Varies Varies Varies Varies
Bulk Send Yes Yes Yes Yes Varies
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No

Frequently asked questions about Notices of Completion

Answers to common questions about preparing, filing, and relying on a Notice of Completion in U.S. construction and real estate contexts.


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