Job close-out requires: final grade verification shots at the specified grid or frequency (as-built vs design, all within tolerance); as-built documentation package generated from field data; punch list with every failing item closed out; equipment retrieved and calibration records updated; and the completed project record archived so it can be retrieved for warranty or dispute purposes years later.
Why Close-Out Documentation Is a Risk Management Task
The job is done when it is paid and closed out — not when the last shovel comes out of the ground. A project without proper close-out documentation is a project where the contractor is still exposed. If the owner calls two years later claiming the subgrade settled, your close-out as-built showing the grade was within tolerance at acceptance is your first line of defense. If you do not have it, the claim is much harder to fight.
Final Grade Verification
Before the final walkthrough with the owner or inspector, conduct a complete final grade verification:
- Check the finished surface at the specified grid (typically 25–50 ft for pavement subgrade).
- Compare every point to the design elevation. Flag any out-of-tolerance points.
- Re-grade and re-verify any failing points before the inspector walks the job.
- Log all final grade shots in Gradelog with design elevation, measured elevation, and deviation.
- Generate the as-built grade verification report from Gradelog and send it to the inspector before the walkthrough.
As-Built Documentation Package
The as-built package for a typical grading or utility project should include:
- Final grade verification table (design vs as-built vs deviation for all required points)
- Compaction test log (all tests with dates, locations, results, and any retest records)
- Invert elevation table for all sewer or utility pipe runs
- Benchmark information (ID, location, datum, and elevation used for all measurements)
- Equipment and instrument records (model, serial number, calibration date)
- Sign-off page with contractor and inspector signatures
Equipment Retrieval and Calibration Update
Log out all equipment from the job in Gradelog. Update calibration records for any instrument due for recalibration. Return rented equipment. Store owned instruments properly for the next job.
Archive the Project Record
Archive all job documentation in a system you can access years later. Gradelog keeps all job records indefinitely — data is never deleted. For critical projects (DOT, municipal utilities), print and file a paper copy as a backup. The statute of limitations for construction defect claims in most states is 4–10 years. Your records need to survive that long.
See also: Creating an As-Built Document: What Inspectors Actually Need and Daily Field Report Best Practices.