The project file is the record of what was agreed and what was built. It starts with the proposal and ends with the handover pack. Papers that are not in the file are not part of the contract.
01
Before work starts
The proposal, the accepted scope, the schedule, and the drawings you approve. Permits and insurance certificates sit with them when the work requires them.
- Proposal and acceptance
- Drawings you approved
- Permits
- Insurance
02
While the work is open
Accepted changes, inspection notes, quality reviews, and the safety plan for that site. A photo without a date and an area is not a record.
- Changes
- Inspections
- Quality notes
- Safety plan
03
At handover
The punch list and how each item was closed, warranties or manuals the agreement names, and a short note of what was actually built where it differs from the first drawing.
- Closed punch list
- Manuals and warranties
- As-built note
Who keeps which paper
You receive copies of what the agreement says you keep. The office keeps the project file.
| Paper | You receive | Office file |
|---|---|---|
| Accepted proposal | Yes | Yes |
| Permit, when required | Copy | Yes |
| Accepted changes | Yes | Yes |
| Handover pack | Yes | Yes |
Straight answers
Can I get a copy during the job?
Yes. Ask the project lead for the current scope, the accepted changes, or the latest inspection note.
Are text messages part of the contract?
No. A decision about cost, time, or scope is written into the file. A message can start that writing. It does not replace it.
Send this with the first note
The office replies within one business day. A reply is not a contract. Work starts when you accept the written scope.