Free template
Acceptance record template
An acceptance record template for the moment the contractor hands over the finished works and the developer accepts them: the parties, the final completion certificate, the final cost, acceptance with or without reservations, and the signatures. Each field comes with a line on what to put in it.
Template reviewed on November 1, 2026
Acceptance record
A guide template: it follows no format set by any authority. It gathers what article 6 of the LOE requires the record to state; on public works, the acceptance also follows the contract. Adapt it to your project.
Project details
- Project
- Name and location, as they appear in the project.
- Contract
- The construction contract between the developer and the contractor, with its date; on public works, the contract and its file.
- Date and place
- Day, time and place of the acceptance.
Parties
- Developer
- Name or company name, and who represents it at the acceptance.
- Contractor
- The construction company and who represents it at the acceptance.
- Works management team
- The works director and the director of works execution, if they attend.
Works accepted
- Scope
- The whole of the works, or the complete and finished phase being accepted if the parties have agreed so.
- Final completion certificate
- The date of the final completion certificate for the whole of the works or for the phase being accepted.
- Final cost
- The final cost of the material execution of the works.
Statement of acceptance
- Acceptance
- Whether the works are accepted without reservations, with reservations, or rejected; a rejection is reasoned in writing and sets the new date for acceptance.
- Reservations
- Each defect observed, described objectively: where it is and what it consists of.
- Remedy period
- The period within which the defects must be remedied. Their remedy is recorded in a separate record, signed by the same signatories.
Closing
- Guarantees
- Any guarantees required of the contractor to secure its liabilities.
- Annexes
- The final completion certificate signed by the works director and the director of works execution, which is attached to the record, and any other document enclosed.
- Signatures
- Name, role and signature of the developer, the contractor and anyone else who signs the record.
Who fills it in and who signs it
Acceptance is the act by which the contractor, once the works are finished, hands them over to the developer, who accepts them with or without reservations. At least the developer and the contractor sign the record, and the final completion certificate signed by the works director and the director of works execution is attached to it (LOE, art. 6).
In a public works contract, the acceptance is attended by an expert appointed by the administration, the expert in charge of directing the works and the contractor, who may be assisted by its own expert. If the works are not fit to be accepted, the record says so, and the director points out the defects and sets a period to remedy them (LCSP, art. 243).
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Frequently asked questions
Does this template follow a format set by any authority?
No. It gathers what the LOE requires the acceptance record to state — the parties, the date of the final certificate, the final cost, acceptance with or without reservations, and the guarantees — for you to adapt to your project (LOE, art. 6.2).
What if the developer does not accept the works?
The developer may reject the acceptance if it considers the works unfinished or not in line with the contract. The rejection is reasoned in writing in the record, which sets a new period for the acceptance (LOE, art. 6.3).
When do the guarantee periods start?
From the signing of the acceptance record. Unless agreed otherwise, acceptance takes place within thirty days of the completion attested in the final completion certificate, counted from the written notice to the developer; if the developer raises no reservations or reasoned rejection in that time, acceptance is deemed tacit (LOE, art. 6.4 and 6.5). The ten-, three- and one-year liability periods run from acceptance without reservations or from the remedy of the reservations (LOE, art. 17.1).
ArquiFlow drafts the record of every site visit
You record the visit and take the photos; ArquiFlow drafts the site visit record with its observations, the photos and the progress, and leaves it for you to review and send for signature.