What it's for
The last weeks of a job are when small items go missing: the O&M manuals, the warranties, the keys. This construction project closeout checklist puts every item in one list with a person, a due date and a status, so the project manager can see what's left and who has it.
It's an internal working list for the project manager, superintendent or office manager. It has no logo area or company lines, so it isn't set up to send to the owner. Start it as the job nears substantial completion.
The items are prompts, not a complete list and not a statement of what your contract or the law requires. Add your own on the blank lines. Whether a waiver, a consent of surety or a release of retainage applies to your job is not something the file decides. For the money side, see the retainage calculator and the guide to retainage in construction.
What's inside
Two sheets, both protected with no password: Closeout and About this template. Pale yellow cells are yours to fill in, and every other cell is locked.
Closeout is a landscape sheet titled CLOSEOUT CHECKLIST. Top to bottom:
- PROJECT, JOB NO., SUBSTANTIAL COMPLETION and OWNER.
- The table, under NO., ITEM, RESPONSIBLE, DUE, DATE DONE, STATUS and NOTES. STATUS is a drop-down of Not started, In progress, Done and N/A. The six sections, with their items numbered 1 to 25, are PUNCH LIST AND INSPECTIONS (4 items), DOCUMENTS FOR THE OWNER (5), SYSTEMS AND TRAINING (3), FINANCIAL (6), SITE (4) and PROJECT RECORDS (3). OTHER ITEMS adds four blank lines, numbered 26 to 29.
- SUMMARY: the count of items at each status, then "Done, of items with a status (N/A left out)". These five cells are the only formulas.
The rows down through the header are frozen, so it stays in view as you scroll. Nothing sorts, because the sections are the order. It prints on Letter paper in landscape, one page wide and two pages long, with a page break before SITE and the header row repeated on page 2.
About this template holds three steps, the example note, a method note, the version, the license and links.
How to fill it in
- Fill in PROJECT, JOB NO., OWNER and SUBSTANTIAL COMPLETION. Clear the example first.
- For each item, name who has it under RESPONSIBLE and give it a DUE date.
- Pick a STATUS for every item, starting each at Not started. An item with no status isn't counted, so the share would read high.
- When an item is finished, enter the DATE DONE and change its status to Done. Use NOTES for what's still open.
- Pick N/A for an item the job doesn't have, such as the consent of surety on a job that isn't bonded. N/A items are left out of the share.
- Type your own items on the four blank lines under OTHER ITEMS. To change a printed item, choose Review > Unprotect Sheet (there is no password), edit it, then protect the sheet again.
- Read the summary. The share is Done divided by Not started plus In progress plus Done, rounded to four decimals and shown as a percent. It stays blank until an item has a status.
Related forms: the punch list template tracks punch list items, and the quality control checklist is for inspecting work as it goes in. "Final pay application submitted" is an item you prepare on the pay application template.
The worked example
The file opens on two rows, and the NOTES text starts with "Example:". Clear them before you use the sheet.
| NO. | ITEM | RESPONSIBLE | DATE DONE | STATUS | NOTES |
|---|---|---|---|---|---|
| 1 | Punch list walked with the owner | Superintendent | 9/28/2026 | Done | |
| 2 | Punch list items completed and verified | In progress | Example: two doors still need hardware |
The summary then reads:
| SUMMARY | Figure |
|---|---|
| Not started | 0 |
| In progress | 1 |
| Done | 1 |
| N/A | 0 |
| Done, of items with a status (N/A left out) | 50.00% |
The other printed items have no status yet, so they aren't in the share. Set each to Not started and they count against it.
Frequently asked questions
Does it calculate anything?
Yes. Four counts, one per status, and the share done. Each count is a COUNTIF over the STATUS column. The share is Done over the items that have a status, with N/A left out.
Does it work in Google Sheets or Numbers?
Both open .xlsx files. This one has no macros, and its formulas use only COUNTIF, IF and ROUND. The drop-down is a standard list validation.
Why does the share read 50.00% when most items are untouched?
Items with no status aren't counted. The example has one Done and one In progress, so the share is 1 of 2. Give every item a status and the share reflects the whole list.
Can I add items?
Yes, on the four blank lines under OTHER ITEMS, numbered 26 to 29. The summary counts them. To change a printed item, unprotect the sheet (there is no password), edit it, then protect the sheet again.
Does it say what a closeout must include?
No. The 25 items are prompts, and the file does not decide what your job needs.