Free template
Setting-out record template
A setting-out record template to document the check of the setting-out when the works begin: project details, attendees, what was checked, the result and the signatures. Each field comes with a line on what to put in it.
Template reviewed in October 2026
Setting-out record
A guide template: it follows no format set by any authority. On public works, the record also follows the contract and its regulation; adapt it to your project.
Project details
- Project
- Name and location, as they appear in the project.
- Contract or commission
- On public works, the contract and the date it was formalised; on private works, the commission and the developer.
- Date and place
- Day, time and place of the setting-out check.
Attendees
- Works management team
- Who attends for the works direction and the construction direction, with their role.
- Contractor
- The building contractor and who represents it at the check.
- Other attendees
- On public works, who attends for the administration's department in charge of the works; on private works, the developer or their representative.
Check
- Geometric features
- Alignments, levels, heights and reference points checked on site against the project drawings.
- Availability of the land
- Whether the land needed is available to occupy and start the works.
- Viability of the project
- Whether the project can be built as it stands, or which point may affect its execution.
Result
- Conformity
- Whether the setting-out conforms to the project documents, with the detail of each difference.
- Reservations and remarks
- The reservations or remarks the contractor makes, in their own words.
- Start of the works
- Whether the start is authorised or suspended, and why.
Closing
- Annexes
- Sketches, setting-out drawings or photos of the reference points attached.
- Signatures
- Name, role and signature of each party who signs the record.
Who fills it in and who signs it
In a public works contract, execution begins with the record of the setting-out check (acta de comprobación del replanteo). The administration's department in charge of the works checks the setting-out in the contractor's presence, within the term the contract sets — no more than one month from its formalisation, save justified exceptional cases — and both parties sign the record (LCSP, art. 237).
In building, verifying the setting-out is one of the works director's obligations (LOE, art. 12.3). The template leaves room for the works management team, the contractor and the developer; adapt who signs to your project.
Get the editable Word version
We email you a link to download it and adapt it to your work.
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Frequently asked questions
Does this template follow a format set by any authority?
No. It gathers the usual sections of a setting-out record for you to adapt to your project. On public works, the content of the record is developed in the regulation of the public contracts law (RGLCAP, arts. 139 to 141).
What does the record cover on public works?
Under the regulation, whether the setting-out conforms to the project documents, with express reference to the geometric features of the works, to the authorisation to occupy the land needed and to any point that may affect the performance of the contract (RGLCAP, art. 140).
What if the works cannot start?
On public works, if the availability of the land and the viability of the project are not established, or the works director considers it necessary to modify the planned works, the start of the works is suspended, this is stated in the record and the contracting authority decides (RGLCAP, art. 139).
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.