Provisional and final handover minutes template
Handover minutes record that the handover committee inspected the works and decided to accept them, with or without notes. This file holds both minutes on two sheets: provisional handover when the works finish, and final handover after the defects period. Free, in Excel, with no sign-up.
Free, with no sign-up and no email · Excel file (xlsx) in Arabic, right-to-left, ready to print
Why handover minutes matter
- Provisional handover starts the defects period, and the contract often ties part of the retention release to it.
- The snag list attached to it fixes what the contractor must repair and by when, so there is no argument later.
- Final handover is not signed while snags are open; after it, the rest of the retention and the guarantee release are considered.
- The minutes back the final certificate: their number and date are written on it.
What is in the file?
- An Excel file with two right-to-left sheets, each set to print on A4 portrait: «استلام ابتدائي» (provisional) and «استلام نهائي» (final).
- On each sheet: the contract and minutes details, then three tables: the handover committee, the works inspected and the snag list.
- A committee decision line with its options, space for the statement, then signature boxes for the chair, the members and the contractor.
- Example lines marked «مثال»: open snags on the provisional sheet, and the same snags fixed on the final one.
How to fill it, step by step
- Start with the «استلام ابتدائي» (provisional) sheet: type the project and contract details, the minutes number and the handover date.
- List the handover committee members with their roles and attendance.
- Record each group of works the committee inspected, with its reference and status.
- Move every note to the snag list with who is responsible and the repair deadline, then pick the committee decision, write the statement and sign.
- After the defects period, open the «استلام نهائي» (final) sheet: type the provisional minutes number and date, and inspect the works again.
- Update the status of every earlier snag; final handover is not signed while a snag is still open.
Column guide: what goes in each column
Handover committee
| Column in the file | What to write |
|---|---|
| مNo. | Line number. |
| الاسمName | The member's name as in the committee formation decision. |
| الجهةParty | Owner, consultant, contractor or another party. |
| الصفة في اللجنةRole on the committee | Chair or member. |
| الحضورAttendance | Present or absent. |
| التوقيعSignature | The member signs next to their name after reading the minutes. |
Works inspected
| Column in the file | What to write |
|---|---|
| مNo. | Line number. |
| البند أو الأعمالItem or works | The group of works inspected, as in the BOQ or by section. |
| الموقعLocation | The floor, the part of the building or the area of the site. |
| المرجعReference | The drawing or specification the works were inspected against. |
| الحالةStatus | Conforming, conforming with notes, or non-conforming. |
| ملاحظاتNotes | What the committee saw, and what moves to the snag list. |
Snag list (repairs required)
| Column in the file | What to write |
|---|---|
| مNo. | Line number. |
| الملاحظةSnag | The defect or missing work, described well enough to re-inspect it. |
| الموقعLocation | Exactly where it is. |
| المسؤول عن الإصلاحResponsible | The contractor or the subcontractor concerned. |
| مهلة الإصلاحRepair deadline | The period or date agreed in the minutes. |
| الحالةStatus | Open or fixed. At final handover every line must read «تم الإصلاح» (fixed). |
An example from the file
At provisional handover the committee inspected three groups of works and recorded two snags:
| Conforming works | Reinforced concrete, plumbing |
|---|---|
| Works with notes | Plaster and paint on the first floor |
| Snag list | Hairline cracks in the stair plaster (14 days), adjust the service door (7 days) |
| Provisional decision | Minor notes |
| At final handover | Both snags fixed; decision: no defects |
Had either snag stayed open, final handover would wait until it was fixed.
Practical notes
- Write each snag so someone else can inspect it: the exact place and the defect, not «fix the finishes».
- Agree a deadline for every snag and write it in the minutes.
- Your contract sets the defects period and how much retention comes back at each handover; write them in the minutes details.
- Keep before and after photos of every snag, filed under the minutes number.
Run the handover chain in Ta3mir
In Ta3mir provisional handover, the snag list and final handover are numbered forms with an approval path, and final handover cannot close before every snag is dealt with.