A Notice of Completion must be prepared carefully and accurately in the event of a construction project. The following steps will guide you in preparing the Notice of Completion.
Firstly, obtain the original contract and review it in its entirety. Make sure that all services provided are in compliance with the requirements stated in the contract. Note any services completed in excess of what was stipulated in the contract for later documentation.
Next, obtain a Final Affidavit of Payment form from the contractor, subcontractors, and material suppliers. Complete and review the form for accuracy.
Thirdly, have the Notice of Completion notarized in the presence of the contractor and subcontractors. Make sure that all signatures in the document are properly filled out.
Fourth, obtain clearance from the local building department to confirm that the work is complete, code-compliant, and approved for occupancy.
Finally, attach all the completed documents to the Notice of Completion, including any additional services that may have been rendered. Submit the Notice of Completion to the contracting party for review.
Introduction to the Process
The process requires careful consideration and accuracy. This process involves obtaining a Final Affidavit of Payment form from all contractors, subcontractors, and material suppliers; having the Notice of Completion notarized in the presence of the contractor and subcontractors; obtaining clearance from the local building department; and attaching all completed documents to the Notice of Completion. Finally, the Notice of Completion is submitted to the contracting party for review.
Obtaining the Original Contract and Reviewing its Details
Before preparing the Notice of Completion, obtain the original contract and thoroughly review it. Ensure that all services provided are in line with the requirements stated in the contract. Additionally, note any services rendered in excess of what is stipulated in the contract for documentation.
Gathering Required Affidavit of Payment Forms
The second step in preparing a Notice of Completion is to obtain a Final Affidavit of Payment form from all contractors, subcontractors, and material suppliers. The form must then be completed and reviewed for accuracy.
Notarizing the Document
The third step in preparing a Notice of Completion is having it notarized. This involves having the document signed and notarized in the presence of the contractor and subcontractors. All signatures in the document must be properly filled out.
Obtaining Building Department Clearance
The fourth step is obtaining clearance from the local building department. This ensures that the work is complete, code-compliant, and approved for occupancy.
Attaching Completed Documents and Submitting the Notice
The fifth and final step is to attach all completed documents to the Notice of Completion and any additional services that may have been rendered. The document must then be submitted to the contracting party for review.
Finalizing and Submitting the Notice of Completion
To finalize the Notice of Completion, attach all completed documents to the Notice of Completion, including any additional services that may have been rendered. Then, the document must be notarized in the presence of the contractor and subcontractors, and all signatures in the document must be properly filled out. Additionally, obtain clearance from the local building department to confirm that the work is complete, code-compliant, and approved for occupancy before submitting the Notice of Completion to the contracting party for review.
Storing Copies of the Notice of Completion
Storing copies of the Notice of Completion is an important step in the completion process. Once the original Notice of Completion is signed and notarized, create a copy for filing in both your office and the contractor’s office. Additionally, save a copy to a flash drive or on your computer to ensure that the document is always accessible and backed up. Lastly, save a copy of the document to an online platform that will store the document securely in the cloud for easy future access. Storing copies of the Notice of Completion in multiple locations, both physical and digital, will help ensure that the document is always accessible for future reference.
Maintaining Communication with the Contracting Party
It is important to maintain open communication with the contracting party throughout the Notice of Completion process. Prior to preparing the document, review the original contract in its entirety and make note of any services rendered in excess of the terms. Next, gather the Final Affidavit of Payment form from the contractor, subcontractors, and material suppliers and review it for accuracy. Have the Notice of Completion notarized in the presence of the contractor and subcontractors, making sure that all signatures are properly filled-out. Obtain clearance from the local building department to confirm code compliance and occupancy approval and attach all completed documents to the Notice of Completion before submitting them to the contracting party for review. After submitting the Notice of Completion, create copies of the document and store them in multiple locations, both physical and digital, to ensure future accessibility. Finally, stay in contact with the contracting party to ensure the document is reviewed in a timely fashion, and for any further questions or clarifications they may have.
Ensuring Compliance with State and Local Rules
To ensure compliance with state and local rules, companies should create a comprehensive plan that outlines the necessary steps to remain compliant. This plan should include staying up-to-date with changes in rules and regulations; developing policies to address these changes; and educating employees on new rules and regulations. Additionally, companies should set up an internal audit system and ensure proper documentation is kept of all processes and protocols. Companies should also explore third-party audits and certifications to ensure compliance. Finally, companies should keep in contact with state and local authorities by communicating any changes, asking for assistance when needed, and following through with suggested solutions. With a comprehensive plan and consistent communication and collaboration with state and local authorities, companies can ensure that their processes are compliant and up-to-date.
Key Takeaways
The Notice of Completion process requires careful consideration and accuracy. Obtain the original contract and review it thoroughly. Gather the Final Affidavit of Payment form from all contractors, subcontractors, and material suppliers, and review it for accuracy. Have the Notice of Completion notarized in the presence of the contractor and subcontractors, and make sure all signatures are properly filled out. Obtain clearance from the local building department to confirm code compliance and occupancy approval, and attach all completed documents to the Notice of Completion. Finally, submit the Notice of Completion to the contracting party for review. Create copies of the document and store them in multiple locations, both physical and digital, to ensure future accessibility. Additionally, maintain open communication with the contracting party to ensure the document is reviewed in a timely fashion and for any further questions or clarifications they may have.