Handover document template: free handover dossier index and checklist (Excel and PDF)
Deskely Completions team Singapore
At handover, the contractor gives the owner the facility and the documents that prove it was built, tested and certified correctly. That set of documents is the handover dossier, also called the turnover package or completions dossier.
This page gives you a free handover document template in Excel and PDF: an index of 32 document types across eight sections, with status tracking, and a handover checklist for the day itself.
- The dossier is built per system or subsystem, the unit that is handed over.
- It holds certificates, registers, test records, quality records, as-builts and vendor data.
- Agree the index with the owner early, not in the last month.
- Open punch items are handed over too, with owners and dates.
What goes in a handover dossier
| Section | Contents |
|---|---|
| 1. Certificates | MC, RFC, RFSU and handover certificates. |
| 2. Registers | Tag register, ITR register, punch list with open items agreed. |
| 3. Inspection and test records | A and B ITRs, commissioning records, pressure test packs, IR tests, loop checks, calibration and safety valve certificates. |
| 4. Quality records | Material certificates, weld maps and NDT reports, NCRs, coating reports. |
| 5. As-built drawings | P&IDs, isometrics, single line diagrams, cable schedules, hazardous area drawings. |
| 6. Vendor documentation | Datasheets, manuals, FAT and SAT reports, certificates and warranties. |
| 7. Operations and maintenance | Operating procedures, maintenance plan, spares and special tools, training records. |
| 8. Preservation | Preservation records up to the handover date. |
The template
Set each document to Received, Outstanding or N/A and the counts update. The second sheet is the handover checklist: punch agreed, isolations transferred, passwords and back-ups handed over, spares delivered, people trained, warranties agreed and the certificate signed. The certificate itself is in the completion certificate templates.
How to build a handover dossier
- 01Agree the index
Agree with the owner, early in the project, which documents each system dossier must hold and in what format.
- 02Collect as you go
File each certificate, ITR and report against its system as it is signed, not at the end.
- 03Track the gaps
Review the index weekly per system and chase what is outstanding.
- 04Review with the owner
Hand the dossier over for review before the handover date, so comments can be closed in time.
- 05Hand over
Sign the handover certificate with the open items listed and dated.
Dossiers that build themselves
Assembling dossiers by hand, page by page, is one of the most labour-heavy jobs at the end of a project, and the gaps are found late.
Deskely Dossier assembles each subsystem's dossier from the certificates, ITRs, punch items, test packs, vendor documents and as-builts already held against its tags, and flags what is missing before the client review.
The Deskely products for this
Frequently asked questions
What is a handover document?
The set of documents given to the owner at handover that proves the facility was built, tested and certified: certificates, test records, quality records, as-built drawings and vendor documentation.
What is a turnover package?
Another name for the handover dossier: the documents for a system or subsystem handed over from the contractor to the owner.
When should the handover dossier be prepared?
Throughout the project. The index should be agreed early and documents filed as they are signed, not collected at the end.
What is the difference between the handover checklist and the dossier?
The dossier is the documents. The checklist covers what must be true on the day: punch agreed, isolations transferred, spares delivered, people trained.
- In production since 2014
- Thousands of daily users
- On MODEC FPSO projects since 2016