INSPECTOR’S BASIC PROJECT FILE

I. General Information:
Clarification
Field Orders
Proposed Changes
Quotations and Acceptances (of proposed changes)
Change Orders
Cost Breakdown (Schedule of Values)
Certificates of Payment
Requests for Payment
Testing Lab Reports
T & M (Time and Material) Reports
List of Equipment Furnished by Owner
Segregated Contracts
Color and Material Selections
II. Correspondence:
Between Architect and Owner
Between Architect and Inspector
Between Architect and Contractor
General Correspondence
Testing Laboratory
Soils Laboratory
Architects/Consultants (Mechanical, Electrical, Structural, etc.)
III. Government Agencies and Programs:
Fire Marshal
USPHS (United States Public Health Service)
HEW (Health Education Welfare)
HUD (United States Department of Housing and
Urban Development)
Department of Public Health
City or County Building Official
Local Affirmative Action Program
Certified Data, (including Davis-Bacon,
Landrum-Griffiri, Copeland Acts, etc.)

IV. Field Information:
Transmittals Outgoing
Field Sketches
Transmittals Incoming
Field Memoranda
Job Meetings
Schedule
Deficiency List
Job Problems (written questions to architect)
Daily Comments (to architect or owner)
Job Security and Safety
V. Project Closeout:
Special Tools
Valve Schedule
Electrical On-line Diagram
Schematic of Mechanical System
Instruction of Owner’s Personnel
Certificates of Compliance
Notice of Cessation
Notice of Completion
Guarantees
Spare Parts or Materials (received from contractors)
Instruction Manuals
Receipts from Owner (for spare parts, etc.)
Record Drawings
VI. Technical Information:
Use CSI format to develop files
Make a folder marked “Testing Lab Reports”
for any division where appropriate.