Pile dossier handover: QA documentation checklist

Definition: Compile pile dossier for handover with a structured, QA-focused checklist for contractors, consultants, and clients, covering records, tests, calibrations, as-builts, and NCR closures for compliant project completion.

Ensure complete pile documentation for client acceptance and audit readiness.
Prove performance with verified tests, calibrated instruments, and signed approvals.
Deliver precise as-builts and NCR closures, aligned with project specifications.
Interactive, commentable, export-ready checklist secured with a shareable QR code.

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Checklist

Compile pile dossier for handover is your structured process for organizing and validating all pile-related documentation prior to client acceptance. This piling documentation checklist focuses on the pile QA dossier, ensuring verifiable records for installation, testing, calibrations, and as-built deliverables while explicitly excluding general foundation records such as pile caps or ground beams. By curating only pile-specific evidence—installation logs, static and dynamic load test reports, integrity test summaries, instrument calibration certificates, and NCR closures—you reduce disputes, avoid rework, and accelerate taking-over. The outcome is a clean, traceable package that demonstrates compliance per approved project specifications and authority requirements, with consistent file naming, signatures, and revision control. Practical acceptance cues, SI-based tolerances, and geo-referenced evidence help teams close gaps quickly and defend quality under audit. Use this interactive checklist to assign actions, capture photo and file attachments, add comments, and track digital sign-offs. Start ticking items, comment where needed, and export the dossier as PDF/Excel with an embedded QR code.

Focuses on pile-only documentation—installation records, test reports, calibration certificates, as-built coordinates, and NCR closures—while excluding general foundation records like pile caps. Keeps the package lean, auditable, and aligned with project specifications, so reviewers can verify traceability in minutes instead of trawling through unrelated files.
Guides teams to gather calibrated test evidence: static load tests, PDA results, integrity testing, and laboratory strengths, each with accreditation, sample IDs, and signatures. Embeds practical acceptance tolerances in SI units, ensuring evidence is measurable, repeatable, and defensible during client reviews or authority inspections.
Interactive online checklist with tick, comment, and export features secured by QR code.
Streamlines final delivery with a structured index, consistent file naming, geo-tagged photos, and e-signatures. Produces bookmarked PDFs and linked registers for efficient navigation, enabling quick close-out, fewer clarifications, and a dossier that withstands technical scrutiny during handover and post-completion audits.

Administrative Records

1. Confirm project identifiers on all pile documents using a cover-sheet checklist; acceptance: project name, contract number, and pile package ID match; evidence: signed index and document control log.
2. Verify latest approved revisions for drawings/procedures via the document register; acceptance: superseded copies removed; evidence: revision numbers, approval stamps, and registrar signature per approved project specifications and authority requirements.
3. Assemble pile installation logs from rig data; method: export from recorder or daily sheets; acceptance: pile ID, date/time, depth (m), hammer/blow count or torque, set criteria; evidence: operator and inspector signatures.
4. Collate concrete/grout delivery tickets to piles; method: match batch numbers to pour times; acceptance: strength class, slump/flow, w/c ratio meet spec; evidence: ticket scans, photos at delivery, receiver signature.

Test Results

5. Include static load test report; method: compiled raw readings, displacement gauges, calibrated load cells; acceptance: test to required load with settlement curve and hold periods; evidence: signed professional engineer certification.
6. Attach dynamic pile testing (PDA) reports; method: wave equation analysis and signal matching; acceptance: estimated capacity meets design with damping factors justified; evidence: plots, data files, tester accreditation.
7. Provide low-strain integrity testing (PIT) summaries; method: instrumented hammer traces; acceptance: no major reflections indicating necking/voids; evidence: trace plots, test locations (WGS84) and date/time stamps.
8. Include laboratory compressive strength results for pile concrete/grout; method: cube/cylinder tests; acceptance: 7- and 28-day strengths ≥ specified fck; evidence: lab accreditation, sample IDs, curing records.

Calibration Certificates

9. Provide calibration certificates for load cells and pressure gauges; acceptance: calibration within past 12 months and traceable; evidence: certificate numbers, uncertainty, and calibration dates.
10. Include hammer energy monitor calibration; method: OEM or certified lab; acceptance: readings within manufacturer tolerance; evidence: calibration report with serial numbers and validity period.
11. Record GPS/total station verification; method: two-point check on known control; acceptance: horizontal/vertical closure ≤ 5 mm; evidence: daily instrument check sheets signed by survey lead.
12. Verify slump/flow apparatus dimensions; method: pre-use gauge check; acceptance: cone/plate dimensions within standard tolerances; evidence: photo with scale and inspector sign-off.

As-Built Documentation

13. Compile as-built pile coordinates; method: survey set-out and as-built pickup; acceptance: position deviation ≤ 75 mm from design; evidence: CSV register, CAD overlay, surveyor signature.
14. Record pile cut-off levels; method: differential levelling; acceptance: finished level within +0/−10 mm of design; evidence: levelling sheets, benchmark references, photos of markings.
15. Document installed pile length and toe level; method: installation log plus final set criteria; acceptance: achieved design length or refusal per specification; evidence: signed log with depth (m) and criteria noted.
16. Create pile ID plan and tagging register; method: durable tags fixed at cut-off; acceptance: IDs legible and match register; evidence: geo-tagged photos and updated drawing legend.

Nonconformance Closure

17. Publish the pile-related NCR register; method: filtered by package; acceptance: all NCRs closed or approved concessions; evidence: closure forms with root cause and verification.
18. Verify corrective actions completed; method: action tracker review; acceptance: evidence attached for each action; evidence: post-rectification photos, retest reports, supervisor sign-off.
19. Attach deviation/concession approvals; method: compile authority/client letters; acceptance: scope, conditions, and validity stated; evidence: signed approval letters and cross-referenced pile IDs.
20. Record lessons learned/preventive measures; method: brief close-out note; acceptance: reviewed by PM and QA; evidence: meeting minutes with attendees and dates.

Compilation & Handover

21. Create a dossier index with hyperlinks; method: spreadsheet register; acceptance: 100% items cross-referenced; evidence: QA review checklist and version control.
22. Apply file naming convention; method: YYYYMMDD_PileID_DocType; acceptance: no duplicates, metadata filled; evidence: audit screenshot and naming guide.
23. Export deliverables; method: bookmarked PDF for reports and Excel registers; acceptance: links functional, files virus-scanned; evidence: export log, checksum, and embedded QR link.
24. Obtain digital sign-offs; method: e-signature platform; acceptance: contractor, consultant, and client signatures captured; evidence: signature certificate and distribution record.

Scope, boundaries, and acceptance cues

This checklist targets only pile-related documentation for handover, leaving out broader foundation records such as pile caps, ground beams, or substructure concrete pours. Concentrate on evidence that proves each pile was installed, tested, and documented per approved project specifications and authority requirements. Administrative records anchor traceability: installation logs, concrete/grout tickets, and approved procedures. Acceptance cues include revision-controlled documents, signed logs, and batch-to-pile traceability. For example, if a pile failed to reach design criteria on the initial drive, the dossier should contain the re-drive log, updated test evidence, and an NCR closure that references the specific pile ID. Keep measurements in SI units and show coordinates and elevations against known control points. A clean index, consistent file naming, and hyperlinks enable reviewers to verify compliance quickly, reducing clarifications and resubmissions. Avoid mixing unrelated foundation files; this keeps the dossier lean and auditable, protecting handover dates and minimizing disputes.

Limit content strictly to pile documentation.
Use SI units in all measurements and tolerances.
Maintain signed logs and revision-controlled documents.
Link batches, piles, and tests with clear traceability.
Provide a searchable index with working hyperlinks.

Testing evidence and calibration traceability

Testing proves performance; calibration proves credibility. Include static load tests with raw readings, time-settlement plots, and calibrated load cells. Add dynamic (PDA) reports with signal matching, and low-strain integrity testing outputs that flag potential defects. Laboratory strength reports must list accreditation, sample IDs, mix class, and curing conditions. Instruments and test rigs require valid calibration certificates with traceability and uncertainty; verify validity dates and serial numbers. Field survey equipment should demonstrate daily checks and acceptable closure errors. Example: if a pressure gauge was out of calibration during a load test, either provide a post-test validation confirming acceptable accuracy or retest. Without calibration traceability, test results may be rejected, delaying handover. Ensure all test reports carry signatures from competent personnel and are referenced to the correct pile IDs and test locations.

Attach raw data, plots, and signed summaries.
Check calibration dates and serial numbers.
Show survey closures within acceptable limits.
Reference every test to exact pile IDs.
Include lab accreditation and sample traceability.

As-builts, NCR closure, and final compilation

Accurate as-builts confirm that piles were installed at the correct locations, lengths, and levels. Provide coordinates referenced to project control, toe levels or achieved set criteria, and cut-off levels within stated tolerances. Use geo-tagged photos and a tagging register to align field markings with documents. Nonconformances must be transparently closed: register entries, root-cause analysis, corrective actions, and verification tests. Deviation approvals should explicitly cite pile IDs and conditions. For final compilation, build a navigable index, apply consistent naming, and export bookmarked PDFs with linked registers. Secure digital signatures from contractor, consultant, and client. Archive the source files and maintain a checksum or QR-secured link to prevent version confusion. This disciplined approach reduces ambiguity, speeds acceptance, and preserves a defensible record for audits and claims.

Provide coordinates, levels, and tagging photos.
Close NCRs with evidence and approvals.
Export bookmarked PDFs and linked registers.
Capture digital signatures from all parties.
Archive source files with checksum or QR link.

How to prepare and hand over the pile dossier

Preparation: assemble pile logs, test reports, calibration certificates, as-built surveys, NCR records, and approval stamps; have a laptop, PDF editor, spreadsheet, e-signature access, and site control data ready.
Using the Interactive Checklist: open the checklist, switch to interactive mode, assign owners and due dates, then progress item by item, adding comments where clarifications or evidence are required.
Attach Evidence: upload scans, raw data files, geo-tagged photos, CAD/CSV as-builts, and lab reports; ensure filenames follow the agreed convention and cross-reference pile IDs.
Quality Review: run a self-check using the index, verify hyperlinks, confirm calibration validity, and validate SI tolerances against project specifications and authority requirements.
Export and Share: generate bookmarked PDFs and Excel registers, embed the secure QR link, and circulate to stakeholders for review.
Sign-Off and Archive: capture digital signatures from contractor, consultant, and client; lock the dossier, archive source files, and store the QR-authenticated record in the project system.

Call to Action

Hana Kim WaterSenseHana

Feb 10, 2026

335

FAQ

Question: What belongs in the pile dossier, and what is excluded?

Include pile installation logs, test reports (static, PDA, integrity), lab strengths, calibration certificates, as-built coordinates/levels, and NCR closures. Exclude general foundation records like pile caps, ground beams, and unrelated concrete pours. Keeping scope pile-only reduces review time and prevents confusion during client acceptance.

Question: How do I verify calibration validity for test instruments?

Check that certificates list the instrument serial number, calibration date, uncertainty, and traceability. Ensure validity covers the test date and that tolerances meet project requirements. Add field verification sheets for survey instruments. If a certificate is expired, obtain re-calibration or provide acceptable post-test validation evidence.

Question: What if a pile test failed or an NCR is still open?

Document the issue, include the NCR with root cause, corrective actions, and verification results. Provide retest evidence or approved concessions clearly tied to the specific pile IDs. Handover requires closure or formally approved deviation; unresolved items risk rejection or conditional acceptance with follow-up obligations.

Question: How precise should as-built pile coordinates and levels be?

Provide survey data referenced to project control with position deviation typically ≤ 75 mm and cut-off levels within +0/−10 mm unless the project specifies tighter limits. Include closure checks, benchmark references, and geo-tagged photos to support accuracy claims and simplify reviewer verification.