Are you spending too much time manually entering data into templates when creating construction completion reports? Many people in charge of construction completion reports are still busy with desk work such as checking the required items and organizing photos, even after the on-site work is finished. This article explains the basic role, required items, and writing tips for construction completion reports, as well as methods to streamline the creation process itself.
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What is a construction completion report?
A construction completion report is a document used by a contractor to report the completion of a construction project to the client or general contractor. It is created after the completion of all types of construction work, including building construction, renovation work, and landscaping work, and serves to clearly record the details of the work, the results of the work, the materials used, and the construction period.
Purpose of preparing a construction completion report
- To report to the client that the construction work has been completed without any problems.
- To ensure smooth billing and delivery procedures
- To use as reference material for future maintenance and troubleshooting.
- To provide the ordering party with information to determine the timing of recording fixed assets and depreciation.
Especially in the event of a problem, these documents will be used as evidence to show the history of how the issue was handled, so it is important to describe them accurately and specifically.
Is there an obligation to submit it? What is its position under the Construction Industry Act?
There is no legal obligation to create or submit a construction completion report. However, it is common practice to create one when requested by the general contractor or client to avoid problems after the construction is complete.
When receiving construction contracts from government agencies, it is often mandatory to submit certain documents in advance, and these must be prepared according to the format specified by each local government. Since the required format and submission timing vary depending on the client, it is advisable to confirm this at the time of contract signing.
Items to be included in the construction completion report
While there is no fixed format for construction completion reports, the basic items that should be included are common to all formats. By including the following items, you can create a comprehensive and complete report.
Basic items
| Item | content |
|---|---|
| title | Clearly state "Construction Completion Report". |
| address | The name of the contractor (official name). Address and phone number should be included if necessary. |
| Date of creation / Serial number | Creation date and management number for internal management purposes. |
| Project name and location | Name of the construction project and location of the project |
| Construction period | Start date and completion date |
| Contract amount | Clearly state the price excluding tax, consumption tax, and including tax. |
| Construction details | Details of the work performed and materials used. |
| Customer Confirmation Section | Including a space for the client's signature and seal helps prevent problems. |
attached file
Attaching the following documents in addition to the report itself will support its contents and facilitate the client's verification process.
- Before and after construction photos
- Warranty certificate (a document outlining the warranty details for the construction work)
- Specifications and inspection reports of materials used, etc.
The presence and type of attached documents vary depending on the contract details and type of construction work, so it is important to confirm this with the client in advance.
How to write a construction completion report and examples of completed forms.
It is crucial that the construction completion report clearly defines the scope of work to anyone who reads it. Here, we will introduce points to keep in mind when filling it out and common mistakes.
Points to note when filling out the form
- The company name must be written in its full, official form, including whether it is preceded or followed by "Co., Ltd."
- The prices clearly distinguish between pre-tax and post-tax amounts.
- The details of the construction work must be accurately described, including technical terms and product names.
- If attaching a photo, please include the date and location where it was taken.
The section detailing the construction work is particularly prone to a mix of technical terms, product names, and customer-specific terminology.
When transcribing on-site conversations verbatim, be careful to check for inconsistencies in the spelling of unfamiliar construction terms and proper nouns.
Common writing errors and how to prevent them
- Incorrect company or department name on the recipient's address →Reconfirm the official name on the contract or purchase order.
- Incorrect construction date →Compare with the contract and schedule and record accordingly.
- Missing information on whether the price includes or excludes tax →Clearly state the breakdown separately.
- The location where the attached photo was taken is unclear →Supplement it with a caption or logbook.
How to prepare a construction completion report
Construction completion reports can be created in several ways, including by hand, using Excel templates, or utilizing report creation tools. Compare the features of each method and choose the one that best suits your company.
Challenges when creating documents by hand or using Excel templates
Using free Excel templates and forms helps you create documents while preventing omissions and errors in the required fields.
On the other hand, there are challenges such as the need to input information from memory after returning from the site, which can be time-consuming to record the details of the construction work, and the likelihood of errors in recording technical terms and quantities.
For employees who handle multiple on-site projects daily, the desk work required for report writing often piles up, encroaching on their actual work time.
How to create it automatically using voice input
One way to solve these problems is to use "Omatome Ninja," an AI-powered voice input tool for automatically creating reports. Simply by recording on-site confirmations and interactions with customers, the tool automatically identifies the speaker, transcribes the audio, and automatically creates a draft report.
This reduces the time required to create reports from 120 minutes to about 1 minute, freeing up time previously spent manually entering data into templates for other on-site tasks.
Furthermore, product names and specialized terminology specific to construction sites can be accurately transcribed by registering them in the dictionary, which helps prevent errors in transcription. The fact that it can be used directly at on-site locations and customer sites without using web conferencing tools is another reason why it is well-suited for on-site documents such as construction completion reports.
Furthermore, because the system is designed to delete the audio data immediately after processing, it can be used with peace of mind even in the construction industry, which handles highly confidential on-site information such as customer information and construction details.
If you want to reduce the time it takes to create reports to just one minute, try our 14-day free trial to experience it for yourself.
>> Try Omatome Ninja for free
Retention period and points to note regarding construction completion reports.
Retention period based on the Enforcement Regulations of the Construction Industry Act
There is no legal requirement for the retention period of the construction completion report itself. However, since the Construction Industry Act Enforcement Regulations stipulate a retention period of 5 years for ledgers and related documents, it is advisable to keep it for about 5 years in accordance with this.
Whether in paper or electronic format, organize and store your records so they can be used for future maintenance and as evidence in case of problems.
Guidelines for submission timing
There is no legal deadline for submitting the construction completion report. However, delays in submission may affect billing and accounting, so it is advisable to submit it within one week of the completion of the work.
If you are receiving orders from government agencies or major construction companies, it is important to check in advance the submission deadlines and required forms set by each of them.
Frequently Asked Questions about Construction Completion Reports
However, when receiving orders from government agencies, it is common to be required to submit documents in a format specified by the local government. Otherwise, you can create documents in any format as long as the basic items are included.
To prevent problems, we recommend creating one regardless of the scale of the project.
The required number of copies varies depending on the contract, so be sure to confirm this with the client beforehand.
By simply recording on-site conversations and on-site confirmations, you can create a draft report, significantly reducing the time spent manually entering data into templates.
Construction completion reports utilize templates and efficiency tools.
The construction completion report is an important document used to inform the client of the completion of construction work and also serves as a reference for preventing problems and facilitating future maintenance. Using a template that covers the basic items can prevent omissions, but if the data entry process after returning from the site is time-consuming, using an AI voice input tool can significantly reduce the creation time.
"Omatome Ninja," born from experience working with over 500 companies on-site, combines support for specialized terminology, data non-retention, and face-to-face interaction, allowing for smooth creation of on-site documents such as construction completion reports.
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