We build the binder. Retainage gets released.
$750 per project, or included in Full Office and Enterprise
Send what you have. Get the finished document.
You send
- The Division 01 closeout section and the owner's closeout checklist, where one was issued
- The submittal register with the approved product data and shop drawings
- The super's marked-up set, the RFI log and the change order log for the as-builts
- Each sub's contact for warranty letters, O&M data and attic stock, or the letters if you have them
- The last certified G702, the G704 and the current retainage balance
- Every permit number on the job, the subs' trade permits too, and the list of open inspections
You get
- O&M manuals indexed by spec section, with warranty letters and start dates, bound and as a PDF
- As-built set with field changes, RFIs and change orders marked
- Attic stock and spare parts log, training records and owner sign-off sheets
- Final G702/G703 showing retainage as the amount due, with the G706 affidavit, final waivers and the G707 consent of surety
- Final inspection requests on every permit, tracked to the certificate of occupancy or final sign-off
- A digital turnover folder and a closeout log with ball-in-court on every open item
4 steps, one of them a person.
- Step 1
You send the spec and the subs
The Division 01 closeout section, the submittal register and each sub's contact. We chase the rest.
- Step 2
Agents build the binder
Product data, warranties and O&M are sorted by spec section against the closeout list. The final G703 rolls forward with retainage as the amount due.
- Step 3A person checks this
A person checks every section
Warranty start dates, as-built marks and waiver amounts are checked against the contract before the package leaves.
- Step 4
You sign, we deliver
The binder and the turnover folder go to the owner. We submit the final application and log the date retainage is due.
The forms, the agencies, the deadlines.
- Division 01, Section 01 77 00
- The closeout section lists what the owner gets: O&M, warranties, record drawings, attic stock, training. The architect recommends final payment only when the list is complete. We build the binder against it, item by item.
- AIA G704, substantial completion
- The G704 sets the date of substantial completion, with the punch list attached. Under the A201, warranties run from that date unless the G704 says otherwise, so every warranty letter in the binder carries it.
- AIA G702 final application, G706, G707
- The final application bills the contract sum in full and shows retainage as the amount due. It goes in with the G706 affidavit, the G706A release where the owner asks for one, the final waivers and, on bonded work, the G707 consent of surety. You sign the G702, in front of a notary if the owner requires it.
- Retainage release
- The contract and your state's rule set when retainage is released, and the rules differ from state to state. Where both allow it, the request goes in with the G704, not after the last punch item. We log the date it is due.
- Final lien waivers
- The final waiver from you and each sub is conditional until the retainage check clears. The unconditional final waiver goes out after the funds land. Where your state prescribes statutory waiver forms, those are the forms used.
- Building department sign-off
- Every permit on the job, the subs' trade permits included, closes with a final inspection. The job ends with a certificate of occupancy or a final sign-off. The binder lists every permit and its sign-off date, so every permit on the job reads closed.
Notes from the desk
Notes from the closeout desk
Most closeout packages get sent back for one of four reasons. The O&M binder is a stack of cut sheets with no index by spec section. A warranty letter names the wrong start date, or none. The as-builts are the bid set with nothing marked. A sub's final waiver is missing, so the owner's lender holds the check.
We build the binder against Section 01 77 00, item by item. The closeout log carries ball-in-court on every open item. A sub who owes a warranty letter is asked in writing the week the G704 is signed. Not the week the owner asks.
Warranty start dates
Under the A201, warranties run from Substantial Completion, not from the day the sub finished. A roofer who finished in March, on a job accepted in August, owes a warranty from August. Every letter in the binder carries the date on the G704. Where a manufacturer warranty needs registration, we file it against that date and keep the confirmation. The one-year correction period under A201 §12.2 runs from the same date. We put the end date on the calendar and in the turnover folder.
Retainage
The contract and your state's rule set when retainage is released, and the rules differ from state to state. Where they allow it, we send the final application with the G704, not after the last punch item closes. The owner can still hold the value of open punch items. The G703 lists them, so the held amount is a number, not an argument. Read the contract for the certificate of occupancy clause. Where the CO is a condition of final payment, the final inspection schedule is the money schedule.
When the owner will not release
Send us the last certified application, the G704 and any letter from the owner. The contract, and your state's prompt payment law where one applies, say whether the owner owes written reasons for holding it and whether late payment earns interest. Federal jobs follow the Prompt Payment Act. We draft the demand letter for your signature and note any interest on it. Notice and lien deadlines come from state law, and missing one can cost lien rights. We mark the lien deadline the day the retainage goes past due. On a bonded job we pull the payment bond and mark its notice window too.
On the page, like everything else.
One-off
$750
per project
Up to 1 a month on Full Office, no limit on Enterprise.
Asked on the first call.
The job ended last year and the retainage is still out. Can you start there?
Yes. We pull the last certified G702, build the final application and the waivers, and send the request. Your state's lien deadline may have passed; the request goes in either way.
The subs never sent their warranties. Do you chase them?
Yes. Each sub gets a letter with the spec section, the start date and the format. The closeout log shows who still owes what.
Do you draw the as-builts?
We compile them. The super's marked-up set, the RFIs and the change orders go onto one record set. Where the spec calls for CAD record drawings, your architect or drafter issues them; we bind them.
Who signs the final pay app and the waivers?
You do, in front of a notary for the G702 if the owner requires it. The surety signs the G707. We prepare all of it and check it; nothing leaves under our name.
Usually handed over together.
Pay applications
G702 and G703 built from your SOV, waivers attached, in by the cutoff every month.
RFIs and submittals
RFIs drafted, submittal registers built from the spec, every review chased to a stamp.
Permit paperwork
Permit filings and renewals prepared, checked by a person, chased to the permit.
Hand this one over.
Tell us about the job. Shahzeb calls within 12 hours. You get the first finished document in 2–7 days.
Prefer the phone? Call (718) 213-0230, Mon–Fri, 7:00 am – 5:00 pm ET.