Which document groups should be indexed?
Separate design and as-built drawings, test records, vendor manuals, certificates, training, spares, deficiencies and approvals. Give each document an asset or system reference where the project allows it.
| Group | Record | Review |
|---|---|---|
| Drawings | Issued and as-built set | Revision and status |
| Tests | Result and witness record | Acceptance status |
| O&M | Manuals and maintenance data | Asset link |
| Deficiencies | Open and closed actions | Closeout evidence |
| Training | Attendance and material | Owner requirement |
Sources: ASHRAE: Commissioning resources and Standard 202-2024, US Department of Energy: Commissioning Process for Federal Facilities
How should missing evidence be reported?
List the missing item, affected asset, source requirement, owner and next action. Do not replace a missing record with a blank placeholder that appears complete.
- Missing record
- Wrong revision
- Unlinked asset
- Open deficiency
- Pending approval
What is the final handover review?
The receiving team and commissioning authority confirm that the required evidence is findable and that open issues are visible. Engineering sign-off remains with the responsible engineer.
Common questions
What else should the bid team know?
Does a documentation pack approve a test?
No. The commissioning professional and responsible engineers approve procedures, criteria and acceptance decisions.
Are commissioning levels universal?
No. Project and client documents define the meaning and gate for levels. Use the approved commissioning plan.
Can a missing acceptance criterion be invented?
No. Record it as an open input and obtain the approved criterion from the responsible technical reviewer.
Primary sources
- Commissioning resources and Standard 202-2024ASHRAE
- Commissioning Process for Federal FacilitiesUS Department of Energy
- Lessons Learned from Tier Certification of Constructed FacilitiesUptime Institute