Find out who signs before the last day
Ask at the start of the job who can accept the work. The site contact who makes the tea is often not the person whose signature counts.
Free form template · Hand over & support
Project sign off form template
A customer sign-off form records that the client accepts your finished work: which part, with which snags still open, and who had authority to sign. Fill it in before leaving site.
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- 6
- Sections
- 27
- Fields
- 10
- Field types
integrioForm
Template
Project sign off form
Customer *
Site address *
Date of final inspection *
30/09/2026
Type of acceptance *
FinalPartial
Are any snags still open? *
YesNo
Customer signature *
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What should a project sign off form include?
A project sign off form should state the job and the exact scope being accepted, whether acceptance is partial or final, what was handed over, each outstanding snag with an owner and date, anything the customer rejects and why, and the name, role, signature and date of every signatory, including the engineer.
Last updated . Facts checked on 30 September 2026 against JCT, Practical Completion.
Who uses it
The engineer or project manager completes it with the customer's authorised representative, who reads it and signs.
When
At the final walk-round on completion of a job, or of each phase, floor or system where the work is accepted in parts.
In Integrio
Build it once in the Form Builder (Office User), attach it to projects, and your team fills it in on iOS or Android, offline if needed.
Free template · integrio.app/forms/project-sign-off-form/Project sign off form template
A customer sign-off form records that the client accepts your finished work: which part, with which snags still open, and who had authority to sign. Fill it in before leaving site.
| Project | Site | Completed by | Date |
The template
What's in the project sign off form?
6 sections and 27 fields. Copy them into any format, print this page, or set the form up in Integrio.
1.Project details
- 1.1Text
CustomerRequired
- 1.2Text
Site addressRequired
- 1.3Text
Project nameRequired
- 1.4Text
Order or contract reference
The purchase order or subcontract the work was done under.
- 1.5Date
Date of final inspectionRequired
- 1.6Notes
Attended by
Names and companies of everyone on the walk-round.
- 1.1
2.What is being accepted
Be specific. A signature on a vague scope settles nothing.
- 2.1Choose one
Type of acceptanceRequired
- Final: the whole job
- Partial: named areas or systems only
- 2.2Notes
Areas or systems coveredRequired
e.g. roof arrays A and B; car park chargers 1–12 only. Everything else is excluded.
↳ Shown when Type of acceptance is Partial
- 2.3Choose any
Systems in scope
- Solar PV
- Battery storage
- EV charging
- Electrical
- BMS and controls
- Fire and security
- IoT and sensors
- Data and networks
- Other
- 2.4Notes
Variations completed
Any changes to the original order that are part of this sign-off.
- 2.1
3.Handover given
- 3.1Checklist grid
Handed over to the customer
Check Given To follow N/A System demonstration ○ ○ ○ User training ○ ○ ○ O&M manuals and warranties ○ ○ ○ Test and commissioning results ○ ○ ○ As-built drawings ○ ○ ○ Keys, isolator keys and access fobs ○ ○ ○ Monitoring portal and admin access ○ ○ ○ Licences and subscriptions ○ ○ ○ - 3.2Notes
Items to follow, and by when
↳ Shown when any row is To follow
- 3.1
4.Outstanding items
Record what's still open rather than leaving it to a verbal promise.
- 4.1Yes / No
Are any snags still open?Required
- Yes
- No
- 4.2Notes
Open snags
One line each: snag reference, location, owner, target date.
↳ Shown when “Are any snags still open?” is Yes
- 4.3Photo
Photos of open snags
↳ Shown when “Are any snags still open?” is Yes
- 4.4Yes / No
Customer agrees the open snags are minor and do not stop use
↳ Shown when “Are any snags still open?” is Yes
- Yes
- No
- 4.5Notes
Items the customer does not accept, and why
Written in the customer's words. Leave blank if none.
- 4.1
5.Customer feedback
- 5.1Rating
How would you rate the job overall?
- 5.2Notes
Comments
- 5.1
6.Signatures
- 6.1Text
Customer nameRequired
- 6.2Text
Customer roleRequired
e.g. facilities manager, client project manager.
- 6.3Yes / No
I am authorised to accept this work on the customer's behalfRequired
- Yes
- No
- 6.4Signature
Customer signatureRequired
- 6.5Date
Date signedRequired
- 6.6Text
Engineer or project managerRequired
- 6.7Signature
Engineer signatureRequired
- 6.8Choose any
Further approval needed from
Send the form to them by link if they weren't on site.
- None
- Main contractor
- Consultant
- End client
- Inspector
- 6.1
Project sign off form from Integrio, free to use and adapt. Run it on phones, offline, with photos and signatures: integrio.app · Free 7-day trial, no credit card required.
From the field
How do you get the most from a project sign off form?
Sign off in parts when the job is in parts
If three sites are live and one charger bay isn't finished, raise a partial sign-off for the three. Waiting for one form for the whole job holds up everything.
Get refusals in writing
If the customer won't sign, ask them to list what they don't accept on the form. A written list can be snagged and closed; a shrug can't.
Attach photos of what's left open
An open snag with a photo and a date is an agreed item. The same snag with no photo becomes a dispute about what it looked like on the day.
Is this project sign off form template free?
+
Yes. Use the fields on this page however you like: print them, put them in a document or spreadsheet, or set them up in Integrio, where the customer signs on the engineer's phone and the form is stored with the project.
Is a signature on a phone or tablet valid?
+
Generally, yes. The Law Commission concluded in 2019 that an electronic signature can be used to execute a document where the signer intends to authenticate it and any formalities for that document are met, and UK eIDAS says an electronic signature cannot be refused legal effect just because it is electronic. This is not legal advice.
Sources: Law Commission, Electronic execution of documents (2019), UK eIDAS Regulation, Article 25
Does the customer's signature mean practical completion?
+
Not necessarily. Under JCT main contracts, practical completion is certified by the contract administrator (SBC) or stated by the employer (DB). Your customer sign-off records their acceptance of your work, and sits alongside whatever your contract says about completion.
Source: JCT, Practical Completion
Can the customer sign with snags still open?
+
Usually, if everyone agrees what's outstanding. In Mears v Costplan the Court of Appeal held that trifling patent defects do not prevent practical completion, while defects that are more than trifling do. List each open snag on the form with an owner and date, and have the customer confirm they are minor.
Source: Mears v Costplan [2019] EWCA Civ 502 (Gatehouse Chambers summary)
How do I use this template in Integrio?
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Integrio's sign-off process includes a default form with a rating, comments and digital signature, and filling in forms in the mobile app, offline included, is on the Field Service User plan at £15 per user per month. To build this exact form, with its conditional questions, use the Form Builder on the Office User plan at £65. Approvers who weren't on site can complete it by link, without a login.
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