Punch List Workflow
Welcome to the Punch List Workflow SOP Template Library for Residential Storm Damage Restoration Roofing. Access free, expertly crafted Standard Operating Procedures to manage the punch list phase of your projects. Our templates help you identify and address outstanding issues efficiently, ensuring that all tasks are completed to satisfaction. Download our templates today to streamline your punch list process and deliver flawless results.
Compile a list of outstanding roofing items and deficiencies
Step 1: Review Final Inspection Findings and Client Feedback
• Review the final inspection findings and any feedback provided by the client, identifying all outstanding roofing items and deficiencies that need to be addressed
• Organize the findings into a clear list
Step 2: Prioritize Outstanding Items Based on Criticality
• Prioritize the outstanding items based on their criticality and potential impact on the project’s final completion
• Confirm that critical tasks are clearly marked for immediate attention
Step 3: Assign Responsibilities for Each Outstanding Item
• Assign responsibilities for each outstanding item to the appropriate team members or subcontractors
• Confirm that each assignee understands their responsibilities and timelines
Step 4: Develop Action Plan for Addressing Deficiencies
• Develop an action plan for addressing each deficiency, including specific tasks, materials needed, and deadlines
• Communicate the plan to all relevant team members
Step 5: Communicate Outstanding Items List to Client for Review
• Communicate the list of outstanding items and deficiencies to the client for review, confirming their acknowledgment of the planned corrective actions
• Address any client concerns or requests for adjustments
Step 6: Monitor Progress on Addressing Outstanding Items
• Monitor progress on addressing the outstanding items, confirming that each task is completed on schedule and to the required quality standards
• Provide updates to the project manager and client
Step 7: Document Completion of Outstanding Items in Project Records
• Document the completion of each outstanding item in the project records, including photos, inspection notes, and client sign-off
• Confirm that all records are updated and accurate
Schedule and conduct a walkthrough with the client and project manager
Step 1: Schedule Walkthrough with Client and Project Manager
• Schedule a walkthrough of the completed roofing work with the client and project manager, confirming the date and time
• Ensure that key team members are available for the walkthrough
Step 2: Prepare Walkthrough Agenda and Key Discussion Points
• Prepare a walkthrough agenda, focusing on key discussion points such as completed work, quality checks, and client satisfaction
• Include any outstanding items or final questions
Step 3: Conduct Walkthrough and Review Completed Roofing Work
• Conduct the walkthrough with the client and project manager, reviewing the completed roofing work and addressing any remaining concerns
• Highlight key accomplishments and quality features
Step 4: Confirm Client Satisfaction with Completed Work
• Confirm the client’s satisfaction with the completed roofing work, asking for their feedback on quality, safety, and overall experience
• Address any final questions or requests
Step 5: Document Walkthrough Findings and Client Feedback
• Document the walkthrough findings and client feedback in the project records, noting any final items that need to be addressed
• Include client comments and acknowledgment of satisfaction
Step 6: Schedule Follow-Up Actions or Final Adjustments as Needed
• Schedule any follow-up actions or final adjustments needed to address client feedback, confirming responsibilities and timelines with the project team
• Communicate the follow-up plan to the client
Step 7: Update Project Status to “Walkthrough Complete” in CRM
• Update the project status to “Walkthrough Complete” in the CRM, noting the date of the walkthrough and any final adjustments made
• Notify all relevant team members of the status update
Identify and document all punch list items specific to roofing
Step 1: Conduct Walkthrough to Identify Punch List Items
• Conduct a thorough walkthrough of the completed roofing work with the project team, focusing on areas that require touch-ups or adjustments
• Take detailed notes and photos of any items identified
Step 2: Review Client Feedback and Inspection Reports
• Review client feedback and previous inspection reports to identify any outstanding issues or items that need to be addressed
• Verify that all identified issues are documented accurately
Step 3: Organize Punch List Items by Category
• Organize the identified punch list items by category, such as structural repairs, cosmetic touch-ups, and safety adjustments
• Assign a unique identifier or reference number to each item
Step 4: Document Punch List Items in Project Records
• Document all punch list items in the project records, including descriptions, photos, and specific areas where corrections are needed
• Confirm that the punch list is accessible to the entire project team
Step 5: Communicate Punch List to Project Team for Review
• Communicate the completed punch list to the project team for review, confirming that all identified items are clearly understood
• Address any questions or concerns raised by the team
Step 6: Verify Completeness of Punch List with Project Manager
• Verify the completeness of the punch list with the project manager, ensuring that all critical items are included
• Make any necessary updates or corrections based on their feedback
Step 7: Confirm Client’s Acknowledgment of Punch List Items
• Confirm the client’s acknowledgment of the punch list items, providing them with a copy for reference
• Document their acknowledgment in the project records
Prioritize and assign tasks to the roofing crew or subcontractors
Step 1: Review Punch List Items and Categorize by Priority
• Review the punch list items and categorize them based on priority levels, such as critical repairs, quality improvements, or cosmetic adjustments
• Confirm that high-priority items are clearly marked
Step 2: Identify Crew Members or Subcontractors for Each Task
• Identify specific crew members or subcontractors responsible for completing each punch list task, considering their expertise and availability
• Assign backup resources if necessary
Step 3: Develop a Task Assignment Plan and Timeline
• Develop a task assignment plan that outlines specific responsibilities, timelines, and required materials for each punch list item
• Confirm that all tasks are scheduled in alignment with project deadlines
Step 4: Communicate Task Assignments to Crew and Subcontractors
• Communicate the task assignments and timelines to the roofing crew and subcontractors, confirming that everyone understands their responsibilities
• Provide access to the punch list for reference
Step 5: Monitor Progress on Punch List Task Completion
• Monitor the progress of the roofing crew and subcontractors as they complete each punch list task
• Provide support or guidance as needed to ensure tasks are completed on schedule
Step 6: Verify Completion of High-Priority Punch List Items
• Verify the completion of high-priority punch list items, conducting inspections to confirm quality and compliance with project standards
• Document any follow-up actions needed
Step 7: Update Task Status in Project Records
• Update the status of each punch list task in the project records, noting the completion date and responsible crew members
• Communicate progress updates to the project manager and client
Order any additional materials or equipment needed to complete punch list items
Step 1: Review Punch List Items for Material and Equipment Needs
• Review the punch list items to identify any additional materials or equipment needed for task completion
• Confirm that all high-priority items are accounted for in the order plan
Step 2: Verify Material Specifications and Quantities
• Verify the specifications and quantities of the materials needed, ensuring they match the requirements for each punch list item
• Confirm that any special-order items are identified
Step 3: Contact Suppliers for Material Availability and Lead Times
• Contact suppliers to confirm the availability and lead times of the required materials and equipment
• Discuss any potential delays or alternatives if necessary
Step 4: Prepare and Submit Purchase Orders
• Prepare and submit purchase orders for the additional materials and equipment, ensuring that all details are accurate and approved
• Obtain confirmation of receipt from the supplier
Step 5: Communicate Material Order Status to Project Team
• Communicate the status of material orders to the project team, confirming expected delivery dates and any special instructions for handling
• Update the project schedule based on delivery timelines
Step 6: Track and Verify Material Deliveries
• Track the delivery of additional materials and equipment, verifying that all items are received in good condition and match the purchase order
• Report any discrepancies immediately
Step 7: Document Material Orders and Delivery Details in Project Records
• Document all material orders and delivery details in the project records, including receipts, inspection reports, and communication with suppliers
• Confirm readiness for punch list task completion
Perform necessary roofing repairs and adjustments
Step 1: Review Assigned Punch List Tasks and Prepare Work Plan
• Review the assigned punch list tasks with the roofing crew or subcontractors, preparing a detailed work plan for each task
• Confirm that all necessary materials and equipment are available on-site
Step 2: Establish Safety Protocols for Repairs and Adjustments
• Establish safety protocols for the repair and adjustment tasks, including fall protection, equipment handling, and material transport guidelines
• Brief the crew on these protocols before starting work
Step 3: Perform Repairs and Adjustments According to Specifications
• Perform the assigned repairs and adjustments according to the project specifications and client requirements
• Use approved materials and techniques to ensure quality and durability
Step 4: Inspect Completed Repairs for Quality and Compliance
• Inspect the completed repairs for quality and compliance with project standards, checking for alignment, finish, and structural integrity
• Document any issues that need further correction
Step 5: Address Any Issues Identified During Inspection
• Address any issues identified during the inspection, making necessary adjustments or corrections to meet project standards
• Verify that all corrections are properly documented
Step 6: Conduct a Final Quality Check of Repaired Areas
• Conduct a final quality check of all repaired and adjusted areas, ensuring that the work meets the specified standards and client expectations
• Use a checklist to verify that no issues are overlooked
Step 7: Communicate Repair Completion to Project Team and Client
• Communicate the completion of the roofing repairs and adjustments to the project team and client, providing an update on the work performed and the final inspection results
• Address any remaining client concerns
Step 8: Document Repairs and Adjustments in Project Records
• Document the repairs and adjustments in the project records, including before-and-after photos, inspection results, and client feedback
• Confirm that all records are accurate and accessible for review
Step 9: Confirm Readiness for Final Client Walkthrough
• Confirm readiness for the final client walkthrough with the project team, verifying that all repairs and adjustments are completed and documented
• Communicate the next steps to all stakeholders
Coordinate with the insurance adjuster for inspection and approval of completed punch list items
Step 1: Schedule Inspection with Insurance Adjuster
• Schedule an inspection with the insurance adjuster to review the completed punch list items, confirming the date, time, and key areas to be inspected
• Communicate the inspection schedule to the project team
Step 2: Prepare Documentation and Reports for Inspection
• Prepare documentation and reports for the inspection, including punch list details, photos of completed work, and inspection results
• Organize these materials for easy reference during the inspection
Step 3: Conduct Walkthrough with Insurance Adjuster
• Conduct a walkthrough of the completed work with the insurance adjuster, explaining key areas addressed on the punch list and the corrective actions taken
• Address any questions or concerns raised by the adjuster
Step 4: Review Adjuster’s Feedback and Recommendations
• Review the feedback and recommendations provided by the insurance adjuster, noting any additional corrections or improvements needed to secure approval
• Confirm that all feedback is documented accurately
Step 5: Implement Adjuster’s Recommendations as Required
• Implement the adjuster’s recommendations as required, making any additional corrections or improvements to the roofing work
• Verify that all changes are documented and communicated to the project team
Step 6: Obtain Adjuster’s Final Approval and Sign-Off
• Obtain the insurance adjuster’s final approval and sign-off for the completed punch list items, confirming that all requirements are met
• Document their sign-off in the project records
Step 7: Communicate Adjuster’s Approval to Client and Project Team
• Communicate the insurance adjuster’s approval to the client and project team, providing an update on the status of the completed punch list items
• Confirm that all stakeholders are aware of the next steps
Conduct follow-up inspections to ensure all punch list items are addressed
Step 1: Schedule Follow-Up Inspections with Project Team
• Schedule follow-up inspections with the project team to verify that all punch list items have been addressed
• Confirm the date and time of the inspections with key team members
Step 2: Review Completed Punch List Items and Inspection Checklist
• Review the completed punch list items and prepare an inspection checklist to confirm that all tasks have been addressed according to project specifications
• Include key areas for review based on previous feedback
Step 3: Conduct Visual Inspection of Completed Work
• Conduct a visual inspection of the completed work, focusing on the items listed on the punch list
• Use notes and photos to document any issues that still need attention
Step 4: Verify Compliance with Project Specifications and Client Requirements
• Verify that all completed punch list items comply with the project specifications and client requirements
• Confirm that any remaining issues are addressed promptly
Step 5: Communicate Findings to Project Team and Assign Action Items
• Communicate the findings of the follow-up inspection to the project team, assigning any necessary action items to address remaining issues
• Confirm that all tasks are completed promptly
Step 6: Reinspect Corrected Items to Confirm Completion
• Reinspect any corrected items to confirm that they are completed according to quality standards
• Update the inspection checklist with the final results
Step 7: Document Follow-Up Inspections in Project Records
• Document the results of the follow-up inspections in the project records, including photos, notes, and action items
• Confirm that all records are accurate and accessible
Update client and insurance adjuster on progress and obtain approval for completed items
Step 1: Prepare Progress Report for Client and Insurance Adjuster
• Prepare a progress report for the client and insurance adjuster, summarizing the completed punch list items, any remaining issues, and the next steps
• Include key details such as photos and inspection results
Step 2: Schedule Meeting or Call with Client and Adjuster
• Schedule a meeting or call with the client and insurance adjuster to review the progress report and obtain their approval for completed items
• Confirm the date, time, and agenda with all parties
Step 3: Present Progress Report and Address Questions or Concerns
• Present the progress report to the client and insurance adjuster, reviewing key accomplishments and addressing any questions or concerns
• Provide additional details as needed to clarify the status
Step 4: Confirm Client and Adjuster’s Acknowledgment of Completed Items
• Confirm the client and adjuster’s acknowledgment of the completed items, obtaining their verbal or written approval if required
• Document their acknowledgment in the project records
Step 5: Communicate Next Steps and Timeline for Final Walkthrough
• Communicate the next steps and timeline for the final walkthrough, ensuring that the client and adjuster are aware of key milestones
• Confirm their availability for the walkthrough
Step 6: Update Project Status to “Pending Final Walkthrough” in CRM
• Update the project status to “Pending Final Walkthrough” in the CRM, noting the date of client and adjuster acknowledgment
• Notify all relevant team members of the status update
Step 7: Document Client and Adjuster’s Approval in Project Records
• Document the client and adjuster’s approval in the project records, including meeting minutes, key decisions, and any follow-up actions required
• Confirm that all records are complete and accurate
Document completion of punch list items and obtain client and insurance adjuster sign-off
Step 1: Prepare Final Punch List Report for Client and Adjuster
• Prepare a final punch list report for the client and insurance adjuster, detailing all completed items, corrective actions taken, and final inspection results
• Format the report clearly for review
Step 2: Schedule Sign-Off Meeting with Client and Adjuster
• Schedule a sign-off meeting with the client and insurance adjuster to review the final punch list report and obtain their approval
• Confirm the meeting date, time, and agenda with all parties
Step 3: Present Final Punch List Report and Confirm Completion
• Present the final punch list report to the client and adjuster, confirming that all listed items have been addressed satisfactorily
• Provide supporting documentation as needed
Step 4: Obtain Client and Adjuster’s Sign-Off on Final Punch List Report
• Obtain the client and adjuster’s sign-off on the final punch list report, confirming their satisfaction with the completed work
• Document their signatures or written approvals in the project records
Step 5: Update Project Status to “Punch List Complete” in CRM
• Update the project status to “Punch List Complete” in the CRM, noting the date of client and adjuster sign-off
• Notify all relevant team members of the status update
Step 6: Communicate Completion Status to Project Team and Client
• Communicate the completion status to the project team and client, confirming that all punch list items are addressed and approved
• Outline the next steps for the final walkthrough
Step 7: Document Final Punch List Sign-Off in Project Records
• Document the final punch list sign-off in the project records, including meeting minutes, client and adjuster feedback, and any follow-up actions
• Confirm that all records are accurate and accessible
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