Before signing a practical completion certificate or handover record, the client should establish that the contracted works are complete, safe to use and supported by the necessary documentation. The inspection should involve the client, contractor and works supervision team, with specialist engineers where needed. Looking only at finishes will not establish whether the building is ready for occupation.
Establish the scope and acceptance criteria
Check the contract, design documents, approved changes and site records. In Portugal, acceptance of private construction works is governed by the Civil Code and contractual provisions; public works have a specific provisional acceptance procedure under the Public Contracts Code. “Practical completion” is used here as an editorial equivalent, not as a reference to a UK contractual procedure.
Acceptance does not replace the applicable planning and building control formalities under the RJUE, enacted by Decree-Law No. 555/99, as amended. Define whether the inspection covers the whole building, a phase or a separate part. Record unfinished work, temporary equipment and inaccessible areas rather than assuming they have passed inspection.
Inspect fabric, weather protection and safety
Look for cracking, deformation, damp, defective junctions and departures from the design. Inspect roofs, façades, waterproofing, joints, windows, guarding and floors, alongside applicable accessibility and escape provisions.
In Madeira, exposure to rain and marine conditions warrants particular attention to balcony drainage, window perimeter seals and corrosion protection. A damp patch calls for investigation, not simply repainting. Concealed construction must be assessed through available installation records and test evidence: a final visual inspection cannot verify every component.
Test services under operating conditions
Switching equipment on is not sufficient. Review test reports and undertake suitable functional checks, using appropriately qualified technicians where required:
- Water and drainage: leak-tightness, pressure and discharge.
- Electrical systems: protective devices, earthing and circuit identification.
- Ventilation, heating, cooling and hot water: operation, settings and controls.
- Fire systems, lifts and gas installations, where present: required tests and compliance records.
Compare results with the design and applicable acceptance criteria. Record faults and any restrictions that prevented a meaningful test.
Assemble the handover information
Obtain as-built drawings reflecting the completed installation, operating manuals, warranties, maintenance schedules and required certificates and test reports. Keys, access devices and operating instructions also form part of the handover. List missing items with a named party responsible for delivery and a deadline.
Record defects and verify their correction
The record should identify the parties, scope, date and defects, including locations, photographs, proposed remedial work and deadlines. Defects affecting safety or use require resolution before acceptance of the affected part; minor deficiencies may allow expressly recorded reservations, depending on the applicable regime.
Before signing, confirm the contractual consequences of acceptance, including the start of warranty periods. Arrange a follow-up inspection and retain written evidence that remedial work has been checked and closed out. A verbal undertaking is not a substitute for verification.