Guide and FAQ
After filling in the form, read the notes below — important warnings and frequently asked questions are here.
Who is it for?
Suited to the contractor delivering the finished work and the client accepting it at the end of a construction, renovation, installation, or service job. Especially useful for parties who want to say "it was delivered, but the following items remain open" even when deficiencies exist. Use a separate custody-handover record for equipment, and the progress-payment record for a list of extra-work amounts.
Things to watch for
- Don't write "accepted without defect" while ignoring a visible deficiency; objecting later becomes difficult.
- Don't gloss over the deficiency list with general statements; give a room, item, or photo reference.
- For conditional acceptance, write the remediation period and who will do it; leaving the period blank makes follow-up harder.
- This record doesn't substitute for a general release or a full waiver of rights; don't add language like that.
- Write the delivery date to match the actual key/handover day; a backdated entry weakens the evidence.
When is a delivery-acceptance record drawn up?
It's drawn up when the work is actually finished and the key, space, or output is delivered. Backing it up with photos and video has become standard practice, especially in construction and renovation.
Full acceptance, conditional acceptance, and delivery with reservation produce different outcomes. If you see a defect, don't sign without writing the reservation.
The record doesn't cancel the invoice or the contract; it only documents the situation at that moment. It's a strong basis in disputes over payment deductions or deposit refunds.
How should deficiencies and reservations be written?
Make each deficiency a separate item: what's missing, where, and when it will be fixed. A phrase like "a few minor things remain" doesn't work in practice.
Once the remediation period ends, a re-inspection and a second record can be considered. Referring back to the first record keeps the file coherent.
If the client is tying payment to the deficiency, note that too. If the contractor says "these items are out of scope," write that too; avoid contradictory signed statements.
Signing and record keeping
Both parties, or their authorized representatives, must sign. An unauthorized person's signature can become a point of dispute later.
Back up the copies with PDF or photos. Papers getting lost in job-site dust is a common occurrence.
On large jobs, a technical expert report can be appended to the record. On small renovations, a short photo-backed record is often sufficient.
Usage notes
- Describe the delivered work concretely and measurably.
- If there's a deficiency, write the remediation period in the reservation statement.
- Fill in the reservation note completely for conditional acceptance or reservation.
- Take photos or video at the moment of delivery and keep them with the record.
- Sign two copies; confirm the authorized signatories.
Legal information
Frequently asked questions
Related templates
Related guides
- Work Delivery & Acceptance Minutes: When and How to Draft OneUsing a delivery-and-acceptance minutes document in renovation, service and project work to clarify the defect list, payment and warranty process.
- What Is a Custody/Handover Record For, and When Is It Used?A guide to proving custody of company equipment, devices and documents with a handover record, and clarifying return conditions and liability limits.
- Service Agreement vs. Employment Contract: What Are the Differences?The distinction between freelance/service engagements and dependent employment, contract clauses, and points commonly confused in practice.
- 8 Points to Watch in a Renovation ContractA practical guide to clarifying scope, duration, payment plan, materials, additional work and delivery-acceptance clauses in renovation jobs.
This is a general-purpose template and does not constitute legal advice.