When you need it
Use this record when an employer or another authorized party transfers possession of all or part of a construction site, especially where boundaries, existing conditions, or shared access require explicit agreement.
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Site Handover and Possession Record
Record the area handed over for construction, its condition, access, constraints and responsibilities.
How to use this templateThis Word template contains prepared headings, tables, project fields and completion notes. Add your information, review the completed document and remove the notes before issue.
The form prepares a separate brief; it does not fill the Word or Excel file.
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Learning
How to use this template
What it helps you decide
It establishes what area and physical information were actually transferred, in what condition, and with which reservations, supporting mobilization decisions and later assessment of access constraints or pre-existing conditions.
How to complete it
- Record Parties and handover event with the actual transfer date, then define Area and boundaries handed over using the relevant signed plan.
- Inspect Condition and services, reference photographs, and list documents, keys, permits, and other physical items actually transferred to the receiving party.
- Record Reservations and responsibilities, obtain qualified transfer and receipt where necessary, and state the contractual effect without assuming authorization for every activity.
Who prepares and reviews it
Client and contractor site representatives normally prepare the record together, supported by survey, utilities, safety, and property specialists as relevant. Transfer and receipt are signed only by roles authorized under project arrangements.
A mistake to avoid
Signing for full possession when the attached plan excludes essential access areas hides a constraint that can immediately affect mobilization and sequencing.
Illustrative example
Illustrative example: a hospital extension receives only its northern work area because an ambulance route remains operational. The possession record attaches a marked plan, records shared utility access and existing pavement damage, and identifies restrictions. The contractor mobilizes within the transferred boundary and revises delivery routing.
Document contents
- Parties and handover event
- Area and boundaries handed over
- Condition and services
- Documents and physical items transferred
- Reservations and responsibilities
- Handover and receipt
- Contractual effect and attachments
Required inputs
- Project name, location, company, document number and revision
- Actual project scope, source records and responsible roles
Practical tools.
Professional judgment.
Confirm the adopted edition, local amendments, National Annex where relevant, and contract requirements.
Prepare project brief