Job Folder Checklist
Job Folder Checklist
Quick Summary
A job folder checklist helps contractors keep important project information organized from startup through closeout. A complete job folder makes it easier to find documents, track costs, communicate with customers, and manage project details. This checklist is useful for owners, project managers, office managers, foremen, and administrative staff.
When to Use This Checklist
- When creating a new project file.
- Before starting work on a new job.
- During project management reviews.
- When handing a project between office and field teams.
- Before customer billing or project closeout.
- During recordkeeping and file audits.
Before You Start
- Create a project folder using the company naming system.
- Assign a person responsible for maintaining project records.
- Confirm customer name, project address, and contact information.
- Collect initial project documents before work begins.
- Set up digital and physical storage locations if needed.
- Review required project tracking information.
Safety Checks
- Include applicable safety documents and project requirements.
- Store safety records with the correct project information.
- Keep incident reports and safety communication records organized.
- Confirm field teams know where project safety information is stored.
- Maintain current jobsite safety documentation.
Tools, Equipment, and Materials
- Project folder or digital file location.
- Contract documents and agreements.
- Estimate and pricing information.
- Plans, drawings, and specifications.
- Customer communication records.
- Invoices, receipts, and cost tracking documents.
Job Folder Checklist
- Create project folder with correct job name and number.
- Add customer information and project contacts.
- File signed contract or agreement documents.
- Add approved estimate and scope of work.
- Store drawings, plans, specifications, and revisions.
- Add schedule information and milestone dates.
- Organize subcontractor and vendor information.
- File purchase orders and material records.
- Track labor hours and crew records.
- Store equipment usage and rental records.
- Maintain change order documentation.
- File customer approvals and communication notes.
- Add job photos and progress documentation.
- Track invoices, payments, and cost information.
- Organize closeout documents when work is complete.
Documentation Needed
- Contracts and agreements.
- Estimates and budgets.
- Drawings and specifications.
- Change orders and approvals.
- Invoices and receipts.
- Photos, reports, and project notes.
Common Mistakes to Avoid
- Keeping project documents in multiple locations.
- Failing to update files throughout the project.
- Missing change orders or customer approvals.
- Not saving job photos and field records.
- Losing track of project costs and invoices.
- Closing projects without complete documentation.
End-of-Day / Final Review
- All current project documents are filed correctly.
- Field and office records match.
- Project costs and communication records are updated.
- Missing documents have been identified and requested.
- Job folder is ready for project review or closeout.
Checklist Completion
Project / Job Name
Jobsite / Location
Completed By
Role / Title
Completed Date
Completed Time
Signature
Reviewed / Approved By, if needed
Notes / Follow-Up Items
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