ArtBuild template ArtBuild template · All of Canada
Site condition and handover record
Record the site condition at the moment work stops.
- Version
- 2026.1
- Last updated
- October 24, 2026
Prepared by ArtBuild to help you organise your paperwork. It is general information, not legal advice, and it has not been reviewed by a lawyer. Check the rules for your province or territory before you act.
Part of the Non-Payment and Work Suspension Kit: start with its guide, and download the whole kit there.
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Record what is being handed over
Complete this record at the actual transition time. It documents condition, custody and agreed responsibilities; it does not transfer ownership or release claims automatically. Keep access codes and sensitive security details in a controlled attachment.
- Project site and contract
- Date time weather and attendees
- Reason and scope of interruption
- Outgoing and receiving representatives
- Legal authorization and safety plan references
| Zone / work item | Condition and unfinished work | Photo / record ID | Restriction |
|---|
- Known hazards and temporary protection
- Essential services remaining active
- Unresolved condition or access limitation
Inventory and continuing responsibilities
| Asset or material | Owner / identifier | Condition and location | Custodian |
|---|
| Continuing task | Responsible person | Frequency / trigger | Contact / evidence |
|---|
- Access control and secure attachment reference
- Emergency response and incident reporting
- Permits insurance or monitoring notifications
- Removed items and separate authorization
Record disagreements alongside the facts. A receiving signature should state whether it acknowledges receipt of this record, custody of identified items, or a specifically agreed responsibility; do not assume a broader release.
Sign record and plan reinspection
- Outgoing representative name role signature and date
- Receiving representative name role signature and date
- Scope of acknowledgement and reservations
- Attachments photo index and document version
- Next inspection time and owner
- Restart inspection and authorization required
- Each photo is linked to a location and capture time.
- Ownership is distinguished from custody.
- Outstanding hazards and protective tasks have named owners.
- Emergency contacts and access instructions are available to authorized people.
- Copies and delivery evidence are retained.
Fictional example: a hired generator remains on site with the contractor as hirer and the site custodian monitoring condition. Record both roles; handover alone does not change the hire contract or authorize use.
Jurisdiction-specific legal and site-safety verification required. Do not treat this record as a release, transfer of title or blanket acceptance of site condition.
Before you act: this document is general information prepared by ArtBuild to help you organise facts and paperwork. It is not legal advice and has not been reviewed by a lawyer for your situation. Rules differ by province and territory and change over time. Check the official source for your project, and for deadlines, liens, court or insolvency steps, speak with a lawyer licensed where the project is located.