📍 When to use this template
- When the Contractor has completed all major works and successfully passed the 'Tests on Completion' as per the contract.
- Issued once per project or per defined section, upon the Contractor's formal application for Taking-Over.
- Prepared by the Engineer/PMC, issued to the Contractor, and a copy is sent to the Employer.
Sections & fields
Preview of the template structure. Download Excel to fill on site.
1Header / Project Information7 fields
Project Name
_____________
Contract / Package No.
_____________
Certificate No.
_____________
Date of Issue
_____________
Employer's Name & Address
_____________
Contractor's Name & Address
_____________
Engineer/PMC's Name & Address
_____________
2Certificate Details5 fields
Reference to Contract Agreement Dated
_____________
Contractor's Application for Taking-Over (Ref. & Date)
_____________
Description of Works / Section being Taken Over
_____________
Date of Substantial Completion
_____________
Effective Date of Taking-Over
_____________
3Basis of Certification6 fields
Confirmation of Completion as per Drawings & Specifications
_____________
Confirmation of Successful 'Tests on Completion'
_____________
Reference to Attached Snag List / List of Outstanding Minor Works
_____________
Agreed Date for Completion of Outstanding Works
_____________
Status of As-Built Drawings Submission
_____________
Status of O&M Manuals Submission
_____________
4Conditions & Declarations5 fields
Commencement Date of Defects Notification Period (DNP)
_____________
Duration of Defects Notification Period (as per contract)
_____________
Statement of Transfer of Care, Custody, and Control to the Employer
_____________
Statement on Insurance Responsibility Transfer (as per contract)
_____________
Any specific reservations or exceptions by the Engineer
_____________
5Approvals & Acknowledgement6 fields
Issued By (Engineer/PMC Representative Name & Designation)
_____________
Signature & Stamp (Engineer/PMC)
_____________
Acknowledged By (Contractor's Representative Name & Designation)
_____________
Signature & Stamp (Contractor)
_____________
Received By (Employer's Representative Name & Designation)
_____________
Signature & Stamp (Employer)
_____________
💡 Sample filled excerpt
"Description of Works / Section being Taken Over": "Civil, Structural, and Architectural works for Tower A (G+12 Floors) including external development works as defined in Appendix A to the Contract."
"Date of Substantial Completion": "15-Mar-2024"
"Reference to Attached Snag List": "Refer to Snag List Ref: ABC/TOC/SNAG/001 dated 12-Mar-2024. All items to be rectified by 30-Apr-2024."
"Commencement Date of Defects Notification Period (DNP)": "16-Mar-2024"
⚖ Compliance notes
- Fulfills procedural requirement under FIDIC Conditions of Contract (e.g., Red Book 1999/2017) Sub-clause 10.1 (Taking Over of the Works and Sections).
- Crucial document for contract administration to formally mark the end of the construction phase and start of the Defects Notification Period (DNP).
- Forms the basis for releasing the first half of the Retention Money, as typically stipulated in the contract's payment terms (e.g., FIDIC Sub-clause 14.9).
- Required by auditors and financial institutions to verify project completion dates and trigger final payment milestones.