By Ryan Kramer, founder of Wisegrid. Last updated October 2026.
A punch list is a list of work that still does not meet the contract near the end of a construction project: items to finish, fix or replace. It is made during a walk-through when the building is nearly done, and the contractor must clear it before the job is formally complete and the last payment is released.
Every job has one. The difference between a two-week closeout and a two-month closeout is usually how the list is written and tracked, not how long it is. This guide covers who makes the list, who pays for each item, the ten fields to track and a worked example.
Key takeaways
– The punch list is made at a walk-through when the building is nearly done. On AIA contracts, the contractor writes the first list and the architect then inspects.
– The trade that did the work fixes it at its own cost. Changes the owner asks for are change orders, not punch list items.
– Track ten fields per item. Number, location, trade, description, photo, responsible company, date added, due date, status and who checked it.
– Walk each area as soon as it is finished. Rolling walk-throughs keep the final list short.
What is a punch list in construction?
When a building is close enough to done that the owner could use it, the project reaches “substantial completion.” At that point the team walks the space and lists everything that is unfinished, damaged or not built to the drawings. A scuffed wall, a door that won’t latch, a missing cover plate and a test report that never arrived all go on the list.
Under the American Institute of Architects (AIA) A201 General Conditions, the contractor prepares a full list of items to complete or correct when it believes the work is substantially complete. The architect then inspects. Other contracts use different wording, but the order of steps is the same.
What is the difference between a punch list and a checklist?
A checklist is written before the work, so the crew knows what to check while installing. A punch list is written after, to record what did not come out right. Good checklists during the job mean a short punch list at the end. Our field guide to inspecting construction work covers the checks to run at each stage.
Who creates the punch list, and who pays?
| Situation | Who pays |
|---|---|
| Work not built to the contract | The subcontractor who did the work |
| Damage caused by another trade | The trade that caused it, through a back-charge |
| Something new the owner asks for | The owner, as a change order |
| Missing warranties or test reports | The responsible subcontractor |
The superintendent usually walks first and builds the contractor’s list. The architect and the owner’s representative add items during their inspection.
What should a punch list track?
Ten fields are enough. Two matter most: a description specific enough to fix without a phone call, and who checked it, because only checked items count as closed. A photo ends most disputes, and a company name works better than “the painter.”
| Field | Example |
|---|---|
| Item number | P-014 |
| Location | Level 2, Room 214, north wall |
| Trade | Painting |
| Description | Touch up scuffs in 3 places, 1 foot above the baseboard |
| Photo | A link or attachment |
| Responsible company | Coastline Painting |
| Date added | Oct 6 |
| Due date | Oct 10 |
| Status | Open, Ready for review, Closed or Disputed |
| Checked by | J. Alvarez |
Punch list example
Part of the punch list for a 2,800-square-foot restaurant fit-out, one week after the first walk-through. The two bold rows need a decision this week.
| Item | Responsible | Due | Status |
|---|---|---|---|
| P-001 Dining room wall scuffs | Coastline Painting | Oct 10 | Closed |
| P-002 Kitchen sink leak | Delta Plumbing | Oct 8 | Closed |
| P-003 Restroom door slams | Northside Doors | Oct 10 | Ready for review |
| P-004 Chipped bar front | Oak & Iron Millwork | Oct 13 | Open |
| P-005 Patio lights out | Bright Electric | Oct 9 | Open |
| P-006 Hood air balance report | Polar Mechanical | Oct 14 | Open |
| P-007 Entry floor strip loose | Mesa Tile | Oct 10 | Disputed |
What this list tells the superintendent:
- P-006 is a missing document, not physical work. Missing closeout documents hold up final payment as often as bad paint does.
- P-007 is disputed. The flooring company says the door installer damaged the strip. That becomes a back-charge conversation, not a later due date.
How to close a punch list fast
- Run rolling walk-throughs. Walk each area as soon as its trades finish, weeks before the final walk.
- One item, one row. Never write “fix paint throughout.”
- Attach a photo and an exact location to every item.
- Assign a company and a due date on the day the item is added.
- Let subcontractors mark items “Ready for review.” Only the general contractor marks them “Closed,” after checking.
- Walk again every week and send each subcontractor only its own open items.
- Keep owner changes out. Log them in the change order log so they do not hold up closeout.
Common punch list mistakes
- Waiting for one big final walk. The list reaches 300 items and the last trades have already left the site.
- Vague items. “Fix door” means a return trip and a phone call.
- A PDF emailed around. By the second week there are four versions.
- Closing items on the subcontractor’s word. Check them, or the architect will reopen them.
- Forgetting paperwork. Warranties, operation and maintenance manuals and test reports belong on the list.
Closeout is also when the last payment depends on paperwork. The schedule of values guide shows how a small closeout line keeps that payment tied to a clean finish.
From spreadsheet to shared punch list
A punch list in a spreadsheet is fine for one small job. It gets hard when eight subcontractors need to see their items, photos live on someone’s phone, and the owner asks every day how many items are left.
In Wisegrid, the punch list is a sheet with the same ten fields. Subcontractors get free view-only access to their own items, a summary shows open items by trade and by area, and a status change updates the owner’s report without anyone sending it. The construction project dashboard pulls the open count in automatically, and the submittal log works the same way earlier in the job.
FAQ
Who prepares a punch list?
The general contractor’s superintendent or project manager prepares the first list. The architect and the owner’s representative add items during their inspection.
Who pays for punch list items?
The subcontractor responsible for the work, because the item did not meet the contract. Changes the owner asks for are change orders and are paid separately. Damage caused by another trade is charged back to that trade.
What is another name for a punch list?
“Snag list” is common in the United Kingdom and Ireland. Some teams say “deficiency list” or “completion list.”
Can final payment be held because of punch list items?
Often, yes. Many contracts let the owner hold back money, usually through retainage, until punch list items and closeout documents are complete. Check your contract for the exact terms.
How long should a punch list take?
There is no standard length, but a well-run list closes in days or a few weeks, not months. Some contracts set a deadline. Rolling walk-throughs are the biggest help.
Sources
- AIA A201–2017, General Conditions of the Contract for Construction
- AIA Contract Documents: Administering the contract for construction
Close out without the email chain
Run the punch list in Wisegrid and let subcontractors see their own items for free. Keep owner changes in the change order log, track cost on the job costing template, and watch the open count on the construction project dashboard.
Start free → · Construction project dashboard → · Inspection field guide →
About the author Ryan Kramer is the founder of Wisegrid, a higher-capacity work management grid built around a 1,000,000-cell-per-sheet limit, date-triggered automations with run history, and cross-sheet reporting. He writes about the project management documents teams actually keep updated. More from Ryan →