Closeout Workflow
Welcome to the Closeout Workflow SOP Template Library for Roof Repair (Residential). Access free, expertly crafted Standard Operating Procedures for the closeout phase of your projects. Our templates cover final inspections, documentation, and client handover, ensuring a smooth and thorough project completion. Download our templates today to streamline your closeout process and leave a lasting positive impression.
Notify client that roofing repair work is substantially complete
Step 1: Confirm Substantial Completion with Project Manager
• Confirm substantial completion of the roofing repair work with the project manager and quality control team
• Verify that all key tasks have been completed and inspected
Step 2: Prepare Substantial Completion Report
• Prepare a substantial completion report detailing the completed work, key milestones, and any outstanding items
• Include photos and documentation as needed
Step 3: Schedule Client Notification Call or Meeting
• Schedule a call or meeting with the client to notify them of the substantial completion of the roofing work
• Confirm the client’s availability and preferred communication method
Step 4: Notify Client of Substantial Completion
• Notify the client of the substantial completion of the roofing work, reviewing key details from the substantial completion report
• Address any initial questions or concerns from the client
Step 5: Confirm Client’s Next Steps
• Confirm the client’s next steps, such as reviewing the substantial completion report or preparing for the final walkthrough
• Set expectations for the remaining tasks and timeline
Step 6: Document Client Notification in CRM
• Document the client notification and key discussion points in the CRM
• Record any follow-up actions or additional requests from the client
Step 7: Prepare for Final Walkthrough with Client
• Prepare for the final walkthrough with the client by reviewing the substantial completion report and outstanding items
• Confirm the walkthrough date and time with the project manager
Schedule final walkthrough with the client and project manager
Step 1: Review Project Milestones and Completion Status
• Review all project milestones and the current completion status with the project manager
• Confirm that all critical tasks are complete or near completion
Step 2: Propose Walkthrough Dates to Client
• Contact the client to propose several dates and times for the final walkthrough
• Offer flexible options to accommodate the client’s schedule
Step 3: Confirm Walkthrough Date and Time
• Confirm the walkthrough date and time with the client and project manager
• Send a calendar invitation or written confirmation to all parties
Step 4: Prepare Final Walkthrough Checklist
• Prepare a final walkthrough checklist, including key areas to review and confirm during the walkthrough
• Focus on addressing any outstanding issues or client concerns
Step 5: Communicate Walkthrough Agenda to Client
• Communicate the walkthrough agenda to the client, including the key topics and areas to be reviewed
• Address any specific client requests for the walkthrough
Step 6: Prepare Project Documents for Walkthrough
• Prepare all necessary project documents for the walkthrough, such as the substantial completion report, final inspection notes, and punch list
• Ensure all documents are organized and ready for presentation
Step 7: Confirm Walkthrough Attendance and Responsibilities
• Confirm the attendance of all key personnel, including the project manager, roofing crew lead, and any subcontractors
• Clarify responsibilities and discussion points for each attendee
Conduct final inspection to ensure all roofing work is completed to client's satisfaction
Step 1: Schedule the Final Client Inspection
• Schedule a final inspection with the client and project manager to review all completed roofing work
• Confirm the date, time, and meeting location with the client and relevant team members
Step 2: Review Project Scope and Client Requirements
• Review the original project scope and the client’s specific requirements or preferences
• Ensure that the final inspection checklist aligns with these requirements
Step 3: Walk Through All Key Roofing Areas with Client
• Walk through all key roofing areas with the client, reviewing completed work, material installation, and finishing details
• Use the checklist to systematically assess each aspect of the roofing work
Step 4: Verify Client Satisfaction with Roofing Components
• Verify that the client is satisfied with critical roofing components, such as the shingles, flashing, ventilation systems, and drainage
• Confirm that all components are properly installed and finished
Step 5: Identify and Address Any Concerns Raised by Client
• Ask the client if they have any concerns or areas they want re-examined
• Take detailed notes on any issues and develop a plan to address them promptly
Step 6: Document the Final Inspection
• Document the results of the final inspection, including client feedback, identified issues, and proposed solutions
• Obtain the client’s acknowledgment or signature if required
Step 7: Confirm Approval to Proceed to Project Closeout
• Confirm the client’s approval to proceed to project closeout based on the inspection results
• Communicate the approval to the project team and update the project status
Address any last-minute concerns or issues raised by the client
Step 1: Schedule a Follow-Up Meeting if Necessary
• If the client has additional concerns or requests, schedule a follow-up meeting to discuss them in detail
• Confirm the client’s availability and preferred meeting format
Step 2: Review Client Concerns in Advance
• Review any concerns or issues raised by the client in advance of the meeting
• Prepare clear responses and possible solutions to address each concern
Step 3: Discuss Concerns and Identify Solutions
• Discuss each concern with the client, listening actively and taking detailed notes
• Identify potential solutions or next steps for each issue raised
Step 4: Provide Clear Timelines for Resolution
• Provide the client with clear timelines for resolving any outstanding issues
• Confirm the client’s understanding and agreement with the proposed timelines
Step 5: Implement Agreed Solutions Promptly
• Implement the agreed-upon solutions as quickly and efficiently as possible
• Confirm that all corrective actions are in line with project quality standards
Step 6: Communicate Progress and Completion to Client
• Communicate the progress and completion of corrective actions to the client
• Provide updates as necessary and confirm that the client is satisfied with the resolution
Step 7: Document Client Concerns and Resolutions
• Document all client concerns, proposed solutions, and final resolutions in the project records
• Update the CRM with relevant notes and details
Complete all remaining documentation and paperwork for roofing work
Step 1: Review Project Documentation Requirements
• Review the project documentation requirements, including contracts, permits, inspection reports, and change orders
• Confirm that all required documents are accounted for
Step 2: Gather All Project Documents
• Gather all necessary project documents, such as permits, inspection records, material receipts, and labor logs
• Ensure that each document is properly labeled and organized
Step 3: Complete Final Reports and Certifications
• Complete all final reports and certifications required for project closure, such as substantial completion reports and warranty documentation
• Ensure all reports are accurate and signed by the appropriate personnel
Step 4: Review Documentation for Accuracy and Completeness
• Review all gathered documents and final reports for accuracy and completeness
• Address any discrepancies or missing information promptly
Step 5: Obtain Necessary Signatures and Approvals
• Obtain all necessary signatures and approvals from relevant authorities, team members, and clients
• Confirm that all documents have been reviewed and approved as required
Step 6: Compile the Final Project Document Package
• Compile all finalized documents into a comprehensive project document package
• Organize the package for easy access and reference by authorized personnel
Step 7: Store and Backup Project Documents
• Store the final project document package in a secure location, both digitally and physically
• Create backup copies to ensure the security and availability of critical information
Ensure all warranties and manuals related to roofing are compiled and provided to the client
Step 1: Gather All Warranty Documents and Manuals
• Gather all warranty documents and installation manuals for materials, equipment, and installed components
• Confirm that each document is current and relevant to the completed work
Step 2: Review Warranty Terms and Coverage
• Review the terms and coverage of all warranties to confirm that they align with the client’s contract and project scope
• Identify any exceptions or conditions that the client should be aware of
Step 3: Prepare Warranty Information Packet
• Prepare a comprehensive warranty information packet for the client, including all gathered documents and a summary of warranty terms
• Include contact information for warranty claims or service requests
Step 4: Organize Manuals by Product Category
• Organize all installation and maintenance manuals by product category for easy reference
• Clearly label each manual and confirm that it is up-to-date
Step 5: Verify Completeness of Information Packet
• Verify that the warranty information packet is complete and accurate
• Confirm that all necessary documents and manuals are included
Step 6: Deliver the Information Packet to the Client
• Deliver the warranty information packet and manuals to the client via their preferred method (digital or physical)
• Confirm receipt and offer to review the contents with the client
Step 7: Document the Delivery of Warranties and Manuals
• Document the delivery of warranties and manuals in the project records
• Record the date of delivery and the client’s acknowledgment in the CRM
Obtain final approvals and sign-offs from relevant authorities for roofing work
Step 1: Review Project Completion Requirements with Authorities
• Review the project completion requirements with relevant authorities, such as building inspectors or regulatory agencies
• Confirm that all permits and inspection records are up-to-date
Step 2: Schedule Final Inspections with Authorities
• Schedule final inspections with the relevant authorities based on their availability and requirements
• Confirm the date, time, and necessary documentation for each inspection
Step 3: Prepare and Submit Final Documentation
• Prepare and submit all necessary documentation to authorities for review and approval
• Include permits, inspection reports, certifications, and any other required documents
Step 4: Attend Final Inspections
• Attend the final inspections conducted by relevant authorities
• Be prepared to answer questions, provide additional documentation, or make adjustments as requested
Step 5: Address Any Issues Identified by Authorities
• Address any issues or deficiencies identified by authorities during the final inspections
• Implement corrective actions promptly and schedule a re-inspection if required
Step 6: Obtain Final Sign-Offs and Approvals
• Obtain final sign-offs and approvals from all relevant authorities to confirm project completion
• Ensure that all required signatures and documents are collected
Step 7: Document Final Approvals in Project Records
• Document all final approvals and sign-offs in the project records
• Store the approved documents in a secure location for future reference
Remove all roofing equipment and clean up the site
Step 1: Develop an Equipment Removal Plan
• Develop a plan for removing all roofing equipment from the site, including a timeline and list of items to be removed
• Assign responsibilities for equipment removal to specific team members
Step 2: Dismantle and Organize Equipment
• Dismantle and organize all roofing equipment, such as scaffolding, ladders, and machinery
• Ensure that all tools and equipment are properly cleaned and inspected for damage
Step 3: Confirm Equipment Inventory
• Confirm the inventory of all equipment being removed from the site
• Record any missing or damaged items and report them to the project manager
Step 4: Transport Equipment to Designated Storage Areas
• Transport the dismantled equipment to designated storage areas or vehicles
• Confirm that all equipment is securely loaded and properly transported
Step 5: Clean and Restore the Site
• Clean and restore the site to its original condition, removing all remaining debris and materials
• Confirm that all work zones and access areas are clear and safe
Step 6: Inspect Site for Final Cleanup Approval
• Inspect the site with the project manager or site supervisor to confirm that all equipment and waste have been removed
• Obtain approval for final cleanup completion
Step 7: Document Equipment Removal and Site Cleanup
• Document the removal of all equipment and the completion of site cleanup in the project records
• Record any issues or items requiring follow-up action
Perform a final safety check and remove all safety equipment
Step 1: Schedule the Final Safety Check
• Schedule a final safety check with the safety officer or project manager to ensure all safety measures have been followed
• Confirm the date, time, and personnel responsible for the check
Step 2: Inspect Safety Barriers and Signs
• Inspect all safety barriers, signs, and equipment to confirm that they are in place and in good condition
• Identify and document any remaining hazards or safety concerns
Step 3: Remove Safety Barriers and Equipment
• Remove all safety barriers, guardrails, and signs from the site
• Dismantle and clean all safety equipment before transporting it off-site
Step 4: Conduct Final Hazard Sweep
• Conduct a final sweep of the site to check for hazards such as sharp objects, loose debris, or unstable areas
• Address and resolve any identified issues immediately
Step 5: Confirm Site Safety with the Project Manager
• Confirm with the project manager that the site is safe and ready for turnover
• Obtain the project manager’s approval to proceed with site closure activities
Step 6: Record Final Safety Check in Project Records
• Record the final safety check results and any identified issues in the project records
• Document the removal of safety equipment and completion of safety-related tasks
Step 7: Prepare Site for Client Walkthrough or Turnover
• Prepare the site for the client walkthrough or turnover by ensuring all safety measures have been addressed
• Confirm that the site is clean, organized, and safe for client access
Conduct a project debrief with the roofing team to review successes and areas for improvement
Step 1: Schedule a Project Debrief Meeting
• Schedule a project debrief meeting with the roofing team, including the project manager, crew leads, and relevant stakeholders
• Confirm the date, time, and meeting agenda
Step 2: Prepare Project Performance Metrics
• Prepare project performance metrics, such as timelines, budgets, quality control results, and safety incidents
• Use these metrics to identify key successes and challenges
Step 3: Review Project Highlights and Successes
• Review the highlights and successes of the project with the roofing team
• Acknowledge team members for their contributions and celebrate key achievements
Step 4: Discuss Challenges and Areas for Improvement
• Discuss the challenges encountered during the project and identify areas for improvement
• Encourage team members to provide feedback and suggestions
Step 5: Develop Action Items for Future Projects
• Develop action items for future projects based on lessons learned during the debrief
• Assign responsibilities for addressing each action item to the appropriate team members
Step 6: Document Key Takeaways and Decisions
• Document the key takeaways and decisions from the debrief meeting in a project summary report
• Share the report with the project manager and relevant stakeholders
Step 7: Communicate Action Items to the Team
• Communicate the identified action items and next steps to the entire roofing team
• Confirm that everyone understands their responsibilities and follow-up tasks
Archive all project documents and records related to roofing work
Step 1: Gather All Project Documents and Records
• Gather all project documents and records, including contracts, permits, inspection reports, and meeting notes
• Confirm that each document is properly labeled and organized
Step 2: Review Documents for Completeness
• Review all gathered documents for completeness and accuracy
• Address any missing information or discrepancies promptly
Step 3: Digitize and Organize Physical Documents
• Digitize all physical documents to create digital copies for long-term storage
• Organize the digital copies in a secure project management system or document storage platform
Step 4: Create a Project Archive Folder
• Create a project archive folder containing all relevant documents, records, and reports
• Ensure that the folder is clearly labeled and easily accessible for future reference
Step 5: Store Project Documents in Secure Locations
• Store the physical and digital project documents in secure locations
• Confirm that only authorized personnel have access to the archived documents
Step 6: Backup Digital Documents for Security
• Create backup copies of all digital project documents to ensure data security and availability
• Store backup copies in a separate secure location
Step 7: Review and Confirm Archive Completeness
• Review the archived documents and confirm their completeness with the project manager
• Update the project records to indicate that the archiving process is complete
Ensure all financials are settled and final invoices for roofing work are sent to the client
Step 1: Review Final Financial Summary
• Review the final financial summary of the roofing project, including labor costs, material expenses, and any additional charges
• Confirm that all expenses are accounted for accurately
Step 2: Prepare Final Invoice for Client
• Prepare the final invoice for the client, including a detailed breakdown of costs, payments received, and any remaining balance
• Confirm that the invoice aligns with the project contract terms
Step 3: Review Invoice with Project Manager
• Review the final invoice with the project manager to confirm its accuracy
• Address any discrepancies or questions before sending the invoice to the client
Step 4: Send Final Invoice to Client
• Send the final invoice to the client via their preferred method (email or physical copy)
• Include instructions for payment and any relevant terms or deadlines
Step 5: Follow Up on Payment if Necessary
• Follow up with the client if payment is not received by the specified due date
• Confirm the client’s receipt of the invoice and offer assistance if needed
Step 6: Confirm Payment Receipt and Update Records
• Confirm receipt of the final payment from the client and update the project financial records accordingly
• Issue a receipt or acknowledgment to the client
Step 7: Review Financial Records for Accuracy and Completion
• Review the final financial records for accuracy and completeness
• Confirm that all payments, expenses, and invoices are properly recorded and filed
Prepare and submit final invoice and closeout documents to the client
Step 1: Review Project Closeout Checklist
• Review the project closeout checklist to ensure all required tasks, documents, and deliverables are complete
• Confirm that all necessary approvals and sign-offs have been obtained
Step 2: Prepare the Final Invoice
• Prepare the final invoice for the client, including a detailed breakdown of costs, payments received, and any remaining balance
• Confirm that the invoice aligns with the project contract terms and final financial summary
Step 3: Compile Closeout Documents
• Compile all closeout documents, such as warranties, maintenance manuals, inspection reports, and completion certificates
• Confirm that all documents are complete and organized
Step 4: Create a Final Invoice and Document Package
• Create a final invoice and document package, clearly labeling each section for easy reference
• Include all relevant contact information for follow-up questions
Step 5: Review and Approve the Final Package
• Review the final package with the project manager and confirm that all necessary documents are included
• Obtain the project manager’s approval before submission
Step 6: Submit Final Invoice and Documents to Client
• Submit the final invoice and closeout documents to the client via their preferred method (email, physical copy, or secure portal)
• Confirm that the client has received the documents and understands the contents
Step 7: Document the Submission in Project Records
• Document the submission of the final invoice and closeout documents in the project records
• Record the date and method of submission, along with any client feedback or questions
Enter Final Payment Received Date in Subtrak
Step 1: Verify Payment Receipt
• Verify the receipt of the final payment from the client by checking the payment records and bank transactions
• Confirm that the payment amount matches the final invoice balance
Step 2: Update Payment Status in Subtrak
• Log in to the Subtrak system and locate the specific project entry
• Update the payment status to “Final Payment Received” or equivalent
Step 3: Enter the Final Payment Date
• Enter the date of the final payment received in the Subtrak system, ensuring accuracy and consistency with other financial records
• Double-check that the entered date matches the payment confirmation
Step 4: Confirm Payment Entry with Project Manager
• Confirm the payment entry and status update with the project manager or finance team
• Address any discrepancies or questions related to the final payment
Step 5: Record Payment Entry in Project Records
• Record the payment entry and Subtrak update in the project records, including the final payment date and amount
• Update the CRM or project management system accordingly
Step 6: Archive Financial Records
• Archive the final payment records and Subtrak entries for the project in a secure location
• Ensure that backup copies of all financial records are created and stored
Step 7: Confirm Project Financial Closeout
• Confirm the project financial closeout with the project manager and finance team
• Document the financial closeout status in the project summary report
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