Substantial completion is the most important date on a job after the start date. It’s when the work is done enough for the owner to use it for what it was built for. It starts most warranties, usually releases most of the retainage, and moves responsibility for the building from the contractor to the owner. So it’s worth doing properly.
What the certificate records
On AIA jobs it’s the G704 Certificate of Substantial Completion. Whatever form you use, it should record:
- The date of substantial completion. Warranties start on this date unless the contract says otherwise.
- The punch list, attached, with the time allowed to finish it.
- Who’s responsible from now on for security, maintenance, heat, utilities and insurance, and the date the owner moves in.
- Signatures: issued by the architect (or owner), accepted by the contractor and the owner.
The checklist
Before the walkthrough
- Your own punch list done first, so the owner’s walk finds little.
- Final inspections passed and the certificate of occupancy issued, if the job needs one.
- Systems tested and running: HVAC, plumbing, electrical, fire and life safety.
At the walkthrough
- Walk it together, room by room, and agree each punch item in writing with a location and a photo.
- Agree the date substantial completion took effect, and sign the certificate.
After it
- Bill the retainage release the contract ties to substantial completion.
- Work the punch list to an agreed date, and get each item signed off.
- Hand over closeout papers: warranties, manuals, as-builts, keys, attic stock and final lien waivers.
- Bill the final payment and the rest of the retainage at closeout.
After closeout
Under AIA’s A201 general conditions, the contractor has a one-year correction period from substantial completion: work found not to meet the contract in that year has to be put right. It’s separate from, and doesn’t shorten, any longer warranties or the time the law allows for claims.
This is practical guidance, not legal advice. Your contract defines substantial completion and what follows from it.