Contractor Punch List Tips

Alright, let’s talk punch lists - the unsung hero (or nightmare) of a contractor’s life.

Those who have been in the game long enough to know: a bad punch list can destroy your profit on a job, eat up your crew’s time, and tick off the client. A good punch list? That’s how you finish strong, get paid in full, and earn the referral.

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What’s a Punch List 

Forget the textbook definition - in the field, a punch list is basically your "closeout truth serum."

It’s everything that’s not done, not right, or needs adjusting before the client signs off and you collect that last check. It covers:

• Repairs or corrections
  
  
• Small details that were overlooked
  
  
• Work that needs to be cleaned, touched up, or polished
  
  
• Warranty or inspection items

In the contracting industry, an effective punch list is used to document:

• Safety or compliance issues that need to be addressed
• Unfinished work that needs to be completed before the project can close
• Defects or quality issues 
• Minor repairs
• Final touches 
  
  

How to Use Punch Lists in Your Company

Here’s how to run them:

1. Two-Phase Punch List Process
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- Internal Punch Walk: Before the client sees anything, make sure that you (or your project manager) walk the site with a foreman and list everything. No mercy, no “oh, the client won’t notice.” They will notice.

- Client Punch Walk: We schedule a walk-through with the homeowner or GC and go through their list. This keeps control in your hands because you’ve already handled 90% of it before they even show up.

2. Digital Tracking‍

Use a shared punch list doc with photos. Every item has:

1. Item description
2. Location (room, wall, etc.)
3. Assigned crew or team member
4. Due date
   
   

3. Set Expectations in the Contract‍

The contract states the process:
“One final punch list will be completed within X days of substantial completion. All items must be submitted in writing. Anything after that is warranty work, not punch list.”
This stops clients from adding new “wish list” items two months later.

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Bonus Tips

Group Punchlist items by Location – Easier to work through without bouncing around the site.

Be Descriptive but Concise – “Paint touch-up on SE corner of living room wall, color ‘White Dove’” is better than “touch up paint.”

Assign to People, Not Just The Crew – Accountability matters.

On bigger jobs, a project manager can mark punch list items with blue painter’s tape - easy for the crew to find. And remove the tape only after he verifies the work is done, not when the guy who fixed it says “it’s done.”

Having pre-made templates helps a ton, when repetitive items need to be checked, so make sure to have them in advance and simply create copies for each new job site.

MotionOps helps you simplify the punch list process with customizable and reusable checklists to stay organized, well-informed, impress customers, and make sure you don’t miss a thing.

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