ITP Handover Dossier and Construction Quality Evidence Index

Agree the boundary and required record list

Identify the trade, area, system, element or chainage/lot being transferred and the recipient. Use the contract, QMP, ITP, drawing schedule and closeout instructions to list what must be supplied. Separate documents needed for this handover from records belonging to an adjoining trade or a later commissioning stage.

Depending on the adopted project requirements, the list may include the controlled ITP, completed inspection records, supplier certificates, original test reports, release notices, NCR dispositions, as-built drawings, product information and O&M material. Do not label every category mandatory for every package.

Use the live register to assemble the final index

The live ITP register follows changing documents and inspection events while work proceeds. The handover index is a dated submission view for one recipient and scope. Reuse the same record IDs and evidence locations, record the submission revision, and preserve later changes as another issue rather than silently changing what was transmitted.

In the blank register, use the event log for repeated inspection/report entries and the issues and handover sheet for outstanding items and the submission decision. Create a project-specific cover/index from the agreed required list. The register is an index; it does not store the original photographs, laboratory reports or authority responses.

Make each item retrievable

Reconcile planned checks with actual evidence

For each applicable ITP row, identify the relevant inspections and lots, locate the original evidence and confirm that it covers the specified area or system. A record labelled complete is insufficient if its laboratory report belongs to a different sample or its drawing revision is superseded.

Keep document status, actual inspection result, contractual release and handover acceptance separate. A passing test does not automatically close an NCR or release another point. A dossier sent for review is not an accepted handover; retain the recipient response and any required resubmission.

Show outstanding items and permitted exceptions

List missing reports, unresolved results, incomplete as-builts and NCRs with the affected work, owner, next action and evidence reference. Distinguish work awaiting a decision from an exception specifically accepted by the authorised recipient. Do not make an exception appear approved by entering a due date or marking a checklist tick.

If the project permits staged handover, define the transferred boundary, outstanding dependencies and the authorised conditions. Keep the instruction with the index. Update the register and issue a new submission when later evidence arrives.

Check the links before transmitting

Confirm filenames, revisions, package IDs and access permissions through the project document-control route. Include a concise transmittal identifying scope, purpose, attachments and known open items. Follow the project retention and privacy procedure for records and personal information.

ITP drafting provides the plan and matching blank records. Original field results, test reports, statutory certificates and the recipient’s acceptance must come from the parties performing and authorising those activities; an unpopulated public download cannot supply that evidence.

Fictional staged handover with a pending report

Illustrative record identifiers only. No result, release or acceptance is represented.

1. Index the fictional pipe package by floor and zone, with its ITP revision and the inspection record IDs for that boundary.
2. Link the original test report required by the project. If it has not arrived, keep its index entry pending and name the affected event and responsible route.
3. Add the separate release reference only after the project authority provides it; do not copy the inspector name into the release field.
4. If staged submission is permitted, include the authorised conditions and the pending item in the transmittal, then issue an updated index when the report arrives.