Read the completion requirements in the actual contract. [1] [2]
Establish who decides and against what criteria
Contracts deal with practical completion differently. JCT explains that some forms leave the assessment to the relevant contract role, while others define particular completion requirements. Do not substitute the builder’s departure, the final invoice or your moving back in for the contract’s formal procedure. [1]
Ask the appointed adviser to identify the applicable criteria, the person authorised to certify or confirm completion, and the required evidence. Agree a pre-completion inspection rather than making the decision under pressure on the intended moving day.
Separate minor snags from substantial unfinished work
RICS’s discussion of practical completion explains why the nature and significance of an outstanding item matter. A list headed “snags” does not itself prove that every item is minor or that completion should be certified. Serious defects or work that prevents the intended use require a different assessment from small finishing items. [3]
Use a schedule with an item number, room or location, description, photograph and required action. Ask for an agreed completion date and responsible person for each item. Describe what is wrong rather than relying on labels such as “poor finish” that the parties may interpret differently.
Check documents, tests and statutory records
Building-control completion is a separate process under the relevant approval route. Confirm what remains outstanding with the council or registered building control approver. A contractual completion statement should not be represented as that body’s certificate. [2]
The handover documentation should reflect the installed work, with the relevant operating information and test records. Ask for a document register showing what has been provided, what is not applicable and what is still to follow. Avoid treating an unlabelled folder of supplier literature as proof that the actual installations have been tested. [4]
Understand the financial consequences
Practical completion can trigger contractual changes to payments and the defects procedure. Retention release depends on the agreed contract, rather than on a universal percentage or the mere passage of a date. Check those provisions before authorising payment. [5] [6]
Record access arrangements for the remaining work and the process for reporting defects after handover. The defects period is not a statement that every legal responsibility ends when it expires. [6]
Where there is disagreement over whether practical completion has been achieved, obtain advice on the contract before signing a certificate, taking partial possession or making a disputed deduction. Keep the physical condition of the works, regulatory status and contractual payment decision clearly recorded as separate questions.