Construction Site Handover: Definition, Legal Meaning, Checklist & Free Letter Template

What you’ll learn (quick scan)

• What site handover is and how it differs from Notice to Proceed (NTP)

• The legal meaning of handover and who carries risk and duties once possession is granted

• How to define an “Accessible Site” in your contract to avoid disputes

• The risks of starting work without an official handover

• A field-ready checklist and a free, editable handover letter (employer ➜ contractor)

  
  

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Featured definition (snippet-optimized)

Construction site handover—also called granting possession of the site—is the formal, documented transfer of possession and control of a defined work area from the client to the contractor so the contractor can lawfully mobilize, secure the site, and start the works. It is evidenced by a signed handover record or letter, typically starts the program clock, and is distinct from final project handover at completion.

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Contractual context: where handover “lives”

• Lives in General Conditions/Preliminaries alongside right of access/possession, time for completion, EOT & Cost, insurance, HSE, and document control.

• Often tied to phasing/sections (partial possession) and baseline program obligations.

• Works best when handover is linked to a clear definition of “Accessible Site.”

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“Site to be Accessible”: make it explicit in the contract

Ambiguity around “access” is the root of many claims. Define an Accessible Site to include at least:

• Physical access: unobstructed routes for planned plant & deliveries; turning radii; load limits; gate keys/badges.

• Legal access: licenses/permits/right-of-way, including third-party/authority clearances.

• Operational access: working hours, shift windows, and interface constraints (neighbors/tenants/other contractors).

• Utilities access: temporary power/water/data in place or agreed alternatives, metering arrangements, and cost responsibility.

• Information access: IFC drawings, control points, utility as-builts, HSE file, site rules.

Time linkage (recommended): Time for Completion starts from the later of the Commencement Date or the date the site (or section) is an Accessible Site as defined above.

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Legal meaning of handover (possession)

When handover occurs, the contractor becomes the lawful occupier of the area taken into possession. Practical consequences:

• HSE duties: site induction, emergency plan, fencing/hoarding, signage, traffic plans, welfare.

• Security & care: protection of works, third parties, and adjacent properties.

• Insurance triggers: CAR/public liability/employer’s liability often incept or attach at possession.

• Program obligations: baseline program, look-ahead schedule, reporting cadence, and method statement approvals start or accelerate.

Tip: If access is qualified (e.g., restricted hours, shared access, live utilities), list constraints in the handover record and reserve rights to EOT/Cost.

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NTP vs Site Handover (don’t mix them)

• NTP (Notice to Proceed): authorization to begin performance from a stated date.

• Site Handover: physical possession of the site/section.
  You can have one without the other—so state clearly which date starts time and how constraints affect time and cost.

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Risks of no official handover

• Time disputes: unclear start → EOT/LD conflicts.

• Insurance gaps: policies tied to possession may not respond.

• HSE liability ambiguity: “who is the occupier?” becomes murky.

• Condition disputes: no baseline photos/survey → costly arguments.

• Utility/access claims: standing time, disruption, and acceleration exposure.

• Document chaos: no transmittal index → version control issues.

• Neighbor/third-party friction: no interface protocol → complaints or stop-work risk.

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Site Handover Checklist (use before you sign)

1) Contract & Insurance

• Contract executed, performance bond/advance payment guarantee in place

• Insurance certificates aligned to possession date (CAR/PL/EL); limits & deductibles confirmed

2) Permits & Authorities

• Right-of-way, road opening, environmental permits, work-hour approvals, utility notices

3) Technical Baseline

• IFC drawings issued; survey control points/datum confirmed

• Utility as-builts received; joint condition survey with geo-tagged photos/video

4) HSE & Security

• Site rules/induction pack, emergency plan & muster points

• Fencing/hoardings, signage, traffic management, welfare standards

5) Access, Possession & Interfaces

• Gate keys/badges, delivery routes, escort rules if any

• Phased/partial possession plan and interface matrix (other contractors/tenants)

6) Utilities & Temporary Works

• Temporary power/water/data or agreed alternatives; metering and who pays

• Temporary works approvals (hoardings, scaffolds, shoring)

7) Document Control

• Handover transmittal index; revision control; communication protocol (RFI, SI)

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Editable Site Handover Letter (Employer ➜ Contractor)

Subject: Handover (Possession) of Site — [Whole/Partial – Area/Phase __]
Project / Contract No.: __ | Site/Plot: __
Effective Date & Time: [DD MMM YYYY, HH:MM]

1. We hereby grant you possession of the Site (or Area/Phase described in Annex A) effective the date/time above, for execution of the Works in accordance with the Contract.

2. The Site is confirmed Accessible per the Contract (physical/legal/operational access; temporary utilities; baseline information) except the constraints listed in Annex C.

3. Documents handed over (see Annex B index): Handover Plan, Access Plan, Utility Status Report, IFC drawing list, Survey control points/datum, Site rules/HSE file.

4. Responsibilities transferred for the area in possession: security, HSE/induction, care of the works, and protection of third parties.

5. Joint condition survey completed; photo/video log references are listed in Annex D.

6. Reservation of rights: The Contractor’s acknowledgment of possession is without prejudice to its rights to Extension of Time and Cost for the constraints listed in Annex C, subject to Contract notice provisions.

Signatures
Employer/Engineer: __________________ (Name, Title, Date)
Contractor (Acknowledgment): __________________ (Name, Title, Date)

Annexes

• Annex A: Area/Phase plan (drawing no. …)

• Annex B: Transmittal index (documents, revisions, dates)

• Annex C: Constraints & Reservations table

  • Constraint | Area/Chainage | Impact | Temporary Mitigation | Owner | Target Date

• Annex D: Condition survey log (location grid, photo IDs, notes)

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Conclusion

A crisp, documented site handover anchors time, risk, and safety from day one. Define Accessible Site clearly, separate NTP from possession, and use the constraints/reservations table to protect both parties. Pair the letter with the checklist to standardize your process across projects.

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Download (CTA with SEO-friendly filenames)

• Site Handing Over Template to Contract - FREE DOWNLOAD (WORD)

• Site Handing Over Template to Contract - FREE DOWNLOAD (PDF)

• Join survey register site handing over  - FREE DOWNLAOD (PDF)
  

• Join survey register site handing over FREE DOWNLOAD (EXCEL)

• Site Handing Over Checklist
  

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References (authoritative starting points)

• FIDIC contract guidance on Right of Access/Possession of the Site and time/cost mechanisms

• Designing Buildings Wiki: possession/hand-over concepts at start and completion

• Industry best-practice guides on digital condition records and handover checklists