What it's for
The walkthrough at the end of a job turns up what's still wrong: a cabinet door that won't close flush, grout missing at a tub. This punch list template gives each item a row, with its location, the trade that owns it, a due date and a status, until someone has checked the fix.
It's for the super or project manager running closeout: start it on the walkthrough, send it on your own letterhead, and update it as items close. Something new the owner asks for on the walkthrough is a change, and it goes on a change order form.
A contract can tie final payment, or the release of retainage, to closing the punch list. Yours decides whether it does; the file only tracks items. See retainage in construction and retainage laws by state.
What's inside
Two sheets, both protected with no password.
Punch list carries your letterhead: a spot marked YOUR LOGO, yellow lines for your company and contact details, and PROJECT, WALK DATE and PREPARED BY. A key reads "Pale yellow cells are yours to fill in" and "All other cells are locked".
Its table has 60 yellow rows under NO., LOCATION, ITEM, TRADE OR ASSIGNED TO, DATE FOUND, DUE, STATUS and NOTES, with filter buttons on the header row. STATUS is a drop-down of Open, In progress, Done and Verified, and the whole row changes with it:
- Done: pale green.
- Verified: pale green and bold.
- Open or In progress, with a DUE earlier than today's date: pale orange. A blank DUE is never flagged.
Below the table, STATUS SUMMARY counts each status, and % verified divides the Verified count by the number of items: the rows with something under ITEM. Those five cells are the only ones that calculate, though % verified sits on a bright yellow band.
The sheet prints on Letter paper, one page wide, with the column headings repeated on every page and page numbers in the footer.
About this template holds three steps, a note on the example rows, the version (v2, 2026-09-24) and links to this page, all our templates and three related ones.
How to fill it in
- Fill in the letterhead, PROJECT, WALK DATE and PREPARED BY, then clear the two example rows or type over them. One left in is counted in the summary.
- Put one item on each row, and number it under NO. yourself. "Touch up paint, reset outlet cover" is two rows: two trades close them at different times.
- Write the LOCATION so someone who wasn't on the walkthrough can walk straight to it: "Second floor, primary bath, tub wall", not "bathroom".
- Under TRADE OR ASSIGNED TO, name the one sub or person who owns the fix.
- Give every item a DUE date: a row without one is never flagged, however long it sits.
- Pick each STATUS from the drop-down; the file refuses anything else. Start every item at Open, so the four counts add up to your items.
- Mark an item In progress when work starts, Done when the trade says it's finished, and Verified once someone other than the trade has checked it.
- The list is closed when every item reads Verified.
The worked example
The file opens on two example rows. Each ITEM starts "Example:", and the About tab says to replace them with your own.
| NO. | LOCATION | ITEM | TRADE OR ASSIGNED TO | DATE FOUND | DUE | STATUS | NOTES |
|---|---|---|---|---|---|---|---|
| 1 | Kitchen | Example: cabinet door misaligned | Carpentry sub | 9/10/2026 | 9/17/2026 | Done | Hinge fixed; closes flush |
| 2 | Primary bath | Example: missing grout at tub | Tile sub | 9/12/2026 | 9/19/2026 | Open | Waiting on tile sub |
Row 1 is Done, so it's pale green whatever its dates say. Row 2 is Open and due 9/19/2026. The rule checks that date against today's each time the file opens, so once it has passed, the row turns pale orange. Mark it Done or Verified and the orange clears.
The status summary computes:
| STATUS SUMMARY | Figure |
|---|---|
| Open | 1 |
| In progress | 0 |
| Done | 1 |
| Verified | 0 |
| % verified | 0.00% |
Frequently asked questions
Does the file calculate anything?
Yes. The four status counts are COUNTIF formulas, and % verified is the Verified count over the number of items. The colors are conditional formatting, and they update as soon as you change a status or a date.
Does it work in Google Sheets or Numbers?
It works in Excel and Google Sheets, and it has no macros. Its formulas and color rules use only COUNTIF, IF, ROUND, ROWS, AND, OR and TODAY. We don't promise Numbers for the color cues, and some file previewers don't draw them.
Can I sort the list or add rows?
Yes, with the sheet still protected. Sort and filter from the header row's buttons. Rows inserted between two rows of the table get the counts, the drop-down and the colors; rows added below it aren't counted. % verified follows the table as it grows or shrinks.
Can I put my logo on it?
Yes. Insert it where the sheet says YOUR LOGO. That row is 36 points tall, so there's room for a logo without dragging the row taller. To remove the YOUR LOGO text, choose Review > Unprotect Sheet (there is no password). When you protect the sheet again, tick Sort, Use AutoFilter, Insert rows and Delete rows so those keep working. Our credit sits below the status summary and in the printed footer.