A steel structure site handover discrepancy checklist helps EPC teams avoid passing unresolved delivery and installation problems into the next project stage. The handover may be from receiving team to erection team, from supplier support to site control, or from one contractor package to another. In all cases, open discrepancies need clear evidence, owners, decisions, and closeout status.
This checklist is written for EPC buyers, site managers, logistics coordinators, quality inspectors, and installation supervisors who need a practical way to review steel structure packages before handover. It should be used together with the project issue log, site discrepancy report, missing parts records, damage records, and installation document package.
1. Define the handover scope
The first step is to define exactly what is being handed over. A discrepancy checklist is weak if the package boundary is unclear. Record the area, shipment batch, component range, and document baseline before reviewing individual open issues.
- Project area, building zone, gridline range, or erection sequence.
- Shipment batch, container number, package number, or bundle range.
- Component marks, drawing revision, and mark list revision used for the review.
- Handover receiver, handover sender, and cut-off date for new issue entries.
- Included documents, such as packing lists, drawings, bolt lists, quality files, and photo folders.
For the document package behind the handover, review the steel structure installation package checklist.
2. Review open discrepancy categories
Before handover, group every open issue into a clear discrepancy category. This helps the site team decide whether the item can be accepted, transferred to a punch list, held for correction, or escalated for engineering review.
| Category | Evidence to check |
|---|---|
| Missing parts | Shortage report, package count, mark list reference, replacement request, and receiving photos. |
| Damage | Damage photos, affected component marks, coating or deformation notes, repair decision, and closeout evidence. |
| Bolt issues | Bolt box labels, specification records, shortage list, damaged thread photos, and tightening or replacement plan. |
| Wrong marks or labels | Bundle label photos, component marks, packing list, drawing reference, and corrected identification record. |
| Document gaps | Missing certificates, drawing revision gaps, unissued packing list, or incomplete quality records. |
| Site condition | Unloading damage, poor storage, lost labels, water exposure, or mixed packages after receiving. |
Use the site discrepancy report checklist when a single item needs a detailed report.
3. Confirm missing parts and replacement status
Missing items should be reviewed carefully before handover because they can stop erection even when most steel members are ready. Each shortage should be connected to a package reference, drawing reference, and replacement plan.
- Confirm whether the missing item is a main member, plate, bolt, washer, nut, bracket, accessory, label, or document.
- Check whether the shortage has been verified against the packing list and mark list.
- Record the replacement request number, supplier response, expected delivery date, and receiving status.
- Identify whether local purchase, re-fabrication, re-shipment, or site modification is required.
- Mark whether the shortage blocks installation, allows partial installation, or can be transferred to a punch list.
For shortage control, use the missing parts report checklist and the replacement parts request checklist.
4. Check damage and repair closeout
Damage items should not be accepted silently during handover. The receiving team and installation team should agree whether the damaged part is released, repaired, replaced, held, or accepted with a written approval.
| Status | Closeout evidence |
|---|---|
| No damage found | Receiving photos or inspection record confirm acceptable condition. |
| Minor repair completed | Repair photos, coating touch-up record, inspector confirmation, and release date are attached. |
| Hold for decision | Quality or engineering review is assigned, with owner and due date recorded. |
| Replacement required | Replacement request, supplier confirmation, shipment plan, and affected erection sequence are recorded. |
| Use as is | Formal approval is attached, including limits, responsible approver, and reason for acceptance. |
For damage evidence, review the steel structure damage report checklist.
5. Verify bolt and small-parts readiness
Bolts, nuts, washers, anchor bolts, shims, plates, and loose accessories often create handover problems because they are packed separately from main steel members. The handover checklist should confirm that small parts are traceable and ready for the next installation step.
- Check bolt box labels, bolt grades, sizes, quantities, and package references.
- Confirm whether wrong bolt specifications or shortages have been reported and resolved.
- Check damaged threads, corrosion, missing nuts, missing washers, and mixed bolt packages.
- Verify whether tightening records, torque requirements, or installation notes are available when required.
- Record any local purchase approvals or substitution decisions before handover.
For site bolt issues, use the bolt issue report checklist.
6. Confirm document and photo evidence
Handover evidence should be organized before the receiver accepts the package. If evidence is scattered across phones, emails, and chat messages, future closeout will be slow and difficult to verify.
- Packing list, mark list, drawing list, and latest revision records.
- Receiving photos, unloading photos, package label photos, and damage photos.
- Issue log, discrepancy reports, missing parts records, and replacement request records.
- Quality records, coating records, material certificates, and inspection release documents if included in scope.
- Approval emails or signed records for repair, replacement, use-as-is decisions, and punch list transfer.
For evidence folder planning, use the delivery photo checklist and the packing photo checklist.
7. Assign each open item a handover decision
Every open discrepancy should have a decision before the package is handed over. The decision does not always mean the issue is physically closed, but it must show who accepts responsibility and what happens next.
| Decision | When to use it |
|---|---|
| Closed | The item is corrected and evidence confirms closeout. |
| Accepted with note | The receiver accepts the condition with documented limitation or minor follow-up. |
| Transferred to punch list | The item remains open but is controlled under a punch list with owner and due date. |
| Blocked | The item prevents installation, inspection release, or area handover until resolved. |
| Engineering review | Technical approval is needed for modification, substitution, repair, or use-as-is acceptance. |
8. Final handover record fields
The final handover record should be short, but it must connect the checklist to a traceable closeout file. These fields are usually enough for a controlled EPC steel structure handover.
- Handover package number, area, shipment batch, and document revision baseline.
- Open item ID, issue type, owner, due date, and current decision.
- Evidence folder link or file reference for photos, reports, drawings, and approvals.
- Receiver comments and sender comments for items transferred to the next stage.
- Final signature, date, and list of items excluded from acceptance.
Red flags before handover
- The handover list includes open issues but no owner or due date.
- Missing parts are noted without drawing, mark, or package references.
- Damage is accepted without repair evidence or approval record.
- Bolt shortages are treated as minor without checking erection sequence impact.
- Photo evidence is not linked to the issue log or final handover record.
- The receiver accepts the package before the discrepancy cut-off date is defined.
Buyer note
A handover discrepancy checklist should protect both the sender and receiver. It should not hide open issues, but it should make each item clear enough to manage. EPC buyers should insist that every open steel structure discrepancy has a category, evidence, owner, decision, and closeout path before site handover is accepted.