Architecture Punch Lists

As an architect, what do you need to know and pay attention to when it comes to the punch list and the punch list process?

In this article, we address the basics of the punch list process, along with tips from experienced architects, what they wish they had known about punch lists and how modern technology is making architecture punch lists more efficient.

Getting to the end of a building project is a big deal and one critical element to closing out a project is completing the punch list (or snag list as it is referred to in some countries).

Simply put, a punch list helps organize and track the end-of-project to-do items that might go unnoticed or undone. The objective of the punch list is to prepare and submit a comprehensive list of items to be completed or corrected before final payment.

The punch list should show all parties which defects need fixing, by whom, and when to comply with the contract.

For the project architect, the punch list is also a tool to ensure the building project conforms to the project drawings and prescribed specifications. Whether your punch list is digital or paper-based, creating and completing an accurate punch list is vital to delivering a successful project.

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Multiple stakeholders are involved in the punch list process, including project owners, general contractors, subcontractors, and architects. Each stakeholder has a role to play in the punch list process. Ultimately, completion of the punch list is the contractor's responsibility. Still, for the architect, the punch list focus is to ensure the project was built in alignment with the design and specifications and identify any areas of non-conformance.

Generally, the architect will conduct walkthroughs of the project multiple times throughout the construction phase, especially at key milestones, to ensure the prescribed design and specifications have been completed. Conducting site inspections and walkthroughs throughout the project is important to spot deviations from the drawings early in the process to minimize costly rework and delays.

Field Reports: A valuable tool for Architects

Architects can use field reports to make the final punch list process less painful and prevent unwelcome surprises at the project's end.

Field reports are a valuable tool used by architects to deliver a clear and consistent project overview to all stakeholders of the project status, planning, agreements made, and actions required. Field reports coupled with the punch list are crucial to executing a smooth-running construction project and help mitigate misunderstandings, costly mistakes and delays.

Project Walk Throughs And Creating Punch Lists

As the architect conducts project walkthroughs, they look to confirm the project is being constructed per the construction documents and contract specifications.

Any incomplete or non-conforming work is documented to create the punch list. The architect then shares their list with the general contractor, for example, in the format of a field report. The benefit of regular inspections and intermediate "mini punch lists" throughout the project ensures expectations are continuously aligned, helping avoid surprises at the end of the project.

The process of conducting regular walkthroughs and punching is also a form of quality management throughout the project rather than something addressed only at the end.

Once construction is complete, the architect will do a final walkthrough with the key project stakeholders and develop a punch list. The punch list notes any remaining items that still need to be completed. After these items are addressed, the project is officially complete.

The architect also plays an essential role in reviewing the punch list to approve final payments to the general contractor. The punch list is a good "checks and balances" between all project stakeholders to ensure the project has been built per design and everything has been completed satisfactorily.

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Here are ten tips to help you efficiently work through the punch list process.

1. Inspect the site regularly and participate in the punch list walkthrough to ensure everything is as designed and specified in the drawings. That way, you can make fixes as issues arise instead of waiting until the end to create a massive punch list.
2. Have clear contract documents with the exact specifications of what needs to get built. This step alone can save you from a lot of rework down the line and lengthy punch lists.
3. Get the project's specifications into the hands of the trades personnel doing the work. Often, people only know one way of executing when installing a building material. Suppose that way is different from the specification. In that case, this will cause rework, add punch list items and lead to potential project setbacks.
4. Discuss with the general contractor activities that are prone to mistakes or have unique specifications, so the subcontractors are alerted and can pay closer attention to them as they are executed to minimize punch list items.
5. Architects should only develop a punch list once the contractor says they are ready. Otherwise, there will be extra work documenting things that the contractor most likely already knows need to be completed.
6. Discuss with the general contractor the idea of having a Rolling Punch List. Instead of waiting until the end of the project to start a punch list, add potential tasks as the project progresses and incorporate them into your inspection and field reports. Using this running list sets project standards so you can improve accountability across the team.
7. Use photos to document and communicate what work is considered unsatisfactory. Linking photos to your field reports and punch list helps alleviate miscommunications and expedites corrections. Photos of the problem to be corrected and its exact location allows the subcontractor to have the right tools, equipment and materials to fix the problem, saving time and resources.
8. When closing out punch lists, have images of the issue before repair so you can easily see if repairs were completed as expected. Before and after pictures are valuable documentation.
9. Both contractor and architect should walk the project together as the punch list is being developed, so all agree with list items and minimize questions after the punch list is issued.
10. Use digital field reports and punch lists to streamline and reduce the time-consuming processes of compiling handwritten notes, downloading pictures and writing reports. Using outdated pen and paper leads to many inefficiencies and errors and hinders collaboration among stakeholders. Mobile cloud-based tools enable real-time conversations and immediate updates that keep everyone informed for maximum visibility as the project progresses.

The digital punch list is a game changer for architects and eliminates the inefficiencies of paper lists. Completing all items on the punch list can be tedious, but with easy-to-use punch list software such as Deltek ArchiSnapper, architects and engineers can make tasks like punch lists easier and faster with unparalleled efficiencies.

Benefits of Deltek ArchiSnapper:

• Easy-to-use field app that automates manual field processes by simply snapping a photo, recording observations and digitally annotating drawings or photos
• Produce company-branded reports in seconds, saving time with concise information with text and photo documentation perfectly aligned
• A field app built for architects and engineers that focuses on what matters most to A&E firms, making project collaboration easy and effective
• No more pen and paper, Word or Excel. Just one easy-to-use punch list app to document and manage your punch list and field reports to on-time completion, helping your team be more effective in getting more work done.

Try Deltek ArchiSnapper for Free

Join 10,000+ architects, engineers and contractors who use Deltek ArchiSnapper for fast field reports and efficient punch lists.

Start a free 14-day trial