Establishing secure connection…Loading editor…Preparing document…

Project Management As-Built Plan

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

Project Management As-Built Plan

Project ID:     Project Name:

Client Name:     Service Provider:

Project Manager:     Site Address:

Report Date:     Revision Number:

Scope of Work — As-Built Description

Describe all work actually performed and its location relative to contract documents. Include references to drawing and specification revisions.

Modifications from Contract/Design Documents

List all material deviations from contract documents and the authority or change order that authorized the change.

Field Change Log

Document individual field changes including date, location, description of change, and authorized by.

Deliverables and Acceptance Criteria

Timeline and Milestones

Scheduled Start Date:     Actual Start Date:     Completion Date:

Budget, Costs and Change Order Process

Materials, Equipment and Test Results

Deviations, Non-Conformances, and Corrective Actions

Attachments and Records

Mark items attached and provide brief description.

Certifications and Declarations

The undersigned hereby certifies that, to the best of their knowledge and based on on-site verification, the information contained in this As-Built Plan, including attached record drawings and test reports, accurately represents the as-installed conditions at the Site as of the Report Date. The undersigned warrants that changes reflected herein were performed under authorized change orders or documented field directives, and that all testing required for acceptance has been performed and recorded.

Confidentiality

All information contained in this As-Built Plan is confidential and proprietary to the Client and Service Provider. Distribution to third parties is permitted only with the written consent of both parties or as required by applicable law. Recipients shall maintain reasonable measures to protect confidential contents.

Governing Law

This As-Built Plan and any dispute arising from it shall be governed by and construed in accordance with the laws of the jurisdiction where the Site is located, without regard to conflict-of-law principles. The parties agree to attempt to resolve disputes in good faith prior to commencing litigation.

Acceptance and Final Acknowledgement

By signing below the Client acknowledges receipt of this As-Built Plan and, subject to the Acceptance Criteria above and any listed qualifications, accepts the deliverables as meeting the contractual requirements identified in this document.

Client:

Service Provider:

By:

By:

Date:

Title:

Date:

Title:

Enter text✕

What a Project Management As-Built Plan Is

A Project Management As-Built Plan documents the final, built condition of a project after construction or major modification. It records actual dimensions, locations, materials, systems, and deviations from design drawings so owners, operators, and future teams have an authoritative record. As-built plans typically include annotated drawings, revision logs, contractor sign-offs, inspection notes, and a distribution list for permits, warranties, and asset registers. This document supports facility operation, maintenance, regulatory compliance, and dispute resolution by showing exactly how the finished work was constructed and accepted by responsible parties.

Why a Clear As-Built Plan Matters for Project Closeout

An accurate as-built plan reduces operational risk, preserves institutional knowledge, and provides evidence of compliance with contract terms and code requirements. ESIGN and UETA permit electronic retention of as-built records when signatures and records meet legal validity tests.

Why a Clear As-Built Plan Matters for Project Closeout

Which Professionals Typically Prepare and Use As-Built Plans

Project owners, general contractors, architects, engineers, and facility managers all rely on as-built plans at closeout and for future asset management.

  • Owner representatives who accept work and need an authoritative record for operations and warranties.
  • Contractors and subcontractors documenting completed work and deviations from design for payment and claims.
  • Design professionals who must reconcile constructed conditions with original drawings.

The document also serves maintenance teams, permitting authorities, and potential buyers who need clear, auditable documentation of the built condition.

Essential Components of a Professional As-Built Plan

A complete as-built plan combines technical drawings, a revision log, approvals, and ancillary records so the final-built condition is fully documented and verifiable.

Annotated Drawings

Final floor plans, elevations, and system schematics annotated to show actual locations, elevations, materials, and field changes with revision stamps and scale references.

Revision Log

Chronological record of changes, who approved them, dates, and references to contract change orders and field directives for auditability.

Field Reports

Inspection and test reports, commissioning records, and nonconformance reports that document functional verification and corrective actions.

Contractor Sign-Offs

Signed acceptance from trade contractors and responsible engineers confirming accuracy of their scoped as-built items and any warranties.

Supporting Media

Photos, georeferenced surveys, sensor logs, and BIM model exports that provide visual and machine-readable evidence of constructed conditions.

Distribution List

List of recipients, file formats delivered, version numbers, and record retention instructions for owners, authorities, and operations teams.

Step-by-Step: Completing the As-Built Plan

Follow these sequential steps to collect, verify, and finalize the as-built record before final acceptance and handover.

  • 01
    Collect Field Data: Gather measurements, photos, and survey files from trades and survey teams.
  • 02
    Update Drawings: Annotate original drawings to reflect actual built conditions and mark revisions.
  • 03
    Review and Verify: Have architects or engineers verify annotations and resolve discrepancies.
  • 04
    Approve and Distribute: Secure sign-offs and deliver final files to owner and operations in agreed formats.

How to Configure an Online As-Built Submission Workflow

Define clear field mappings, reviewer roles, and file-format rules so electronic submissions align with handover requirements.

Field Configuration
Required Metadata Project ID, sheet number, completion date
Reviewer Roles Architect, engineer, owner rep
File Types PDF/A, DWG, GeoTIFF accepted
Acceptance Criteria All deviations documented, sign-offs present

Where to Submit and How Records Are Routed

As-built packages follow a defined routing path from field teams to reviewers, approvers, and the owner for archival and operations handover.

  • Field Upload: Trade submits annotated files to the project folder or portal.
  • Technical Review: Engineers verify dimensions and systems against specs.
  • Owner Acceptance: Owner representative reviews and signs acceptance documents.
  • Archive: Final package stored in records management and CMMS.

Digital Signing and eSubmission Requirements

Use a platform that supports reliable audit trails, multi-file uploads, and access controls for as-built package delivery.

  • Integrations: Salesforce, NetSuite, Procore supported
  • File Formats: PDF, DOCX, DWG accepted
  • Security: TLS in transit, AES-256 at rest

Common Timelines and Deadlines for As-Built Submission

Deadlines vary by contract and permit; specify timing in the contract closeout section and track approval milestones.

Contract Closeout Due:

Typically within 30–90 days after substantial completion

Permit Handover:

Submit to authority per permit condition, often within 30 days

Warranty Start:

Completion date often triggers warranty periods

Record Archive:

Final package stored per owner policy immediately after acceptance

I-9 and HR:

Retain employment records per federal timelines where staff data included

Key Milestones from Construction Finish to Handover

Use this milestone sequence to coordinate reviewers, sign-offs, and archival so closeout proceeds without delay.

01

Substantial Completion

Formal declaration that work is functionally complete and triggers inspection phase.

02

Field Verification

Survey and contractors provide as-built measurements and photos for drawing updates.

03

Documentation Review

Engineers and architects verify drawings and deviations against specs and tests.

04

Final Acceptance

Owner signs acceptance and package moves to archive and operations handover.

Common Mistakes to Avoid When Preparing As-Built Plans

  • Incomplete revision logs that omit who authorized field changes, making it hard to trace decisions during disputes.
  • Low-resolution photos or missing scale references on drawings that prevent later measurement verification by facilities staff.
  • Using inconsistent project names or IDs across files, which leads to duplicate records and lost asset metadata.
  • Delaying final verification until after warranty start, which can obscure responsibility for existing defects and increase claims.

Risks and Consequences of Inaccurate or Late As-Built Documentation

Operational Risk: Unclear records can increase maintenance costs
Permit Violations: Late submissions can trigger enforcement
Warranty Disputes: Missing documentation complicates claims
Financial Exposure: Change orders may be rejected without proof
Safety Hazards: Incorrect layouts risk improper maintenance
Legal Challenge: Inaccurate records may weaken defense in litigation

Real-World Examples of Electronic As-Built Workflows

Examples show how organizations used electronic signing and integrated delivery to finalize as-built records faster and with auditability.

Martin Properties / Tim Martin

Tim Martin, Founder, Martin Properties: I can process and execute all of these documents online with 100% compliance and built-in security. Whether on mobile or working offline, I can get forms back to their necessary parties efficiently.

  • Project managers reduced in-person handoffs.
  • The result: faster closings and a reliable archive for operations and leasing.

Optica Ventures / Brian Fitzgibbons

Brian Fitzgibbons, COO, Optica Ventures LLC: The interface is simple and easy-to-use for our team; more importantly, it is just as easy for our customers.

  • Used for multiple property closeouts.
  • Stakeholders reported fewer questions at handover and clear traceability of field changes across the portfolio.

eSignature Pricing and Feature Comparison for As-Built Workflows

Compare typical starting prices and core features relevant to signing and distributing as-built packages. signNow is listed first per vendor comparison conventions.

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 Yes, 7-day trial Varies by vendor Varies by vendor Varies by vendor Varies by vendor
Bulk Send Yes (premium) Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No

Frequently Asked Questions about Project Management As-Built Plans

Answers to common practical and legal questions about preparing, signing, and storing as-built plans for U.S. projects.


Need help? Contact support

be ready to get more
Join over 28 million airSlate SignNow users