The first page of the document DocMake makes from the sample values on this page.
Operations
Handover Certificate
A handover certificate is the moment responsibility moves. Before it is signed the contractor holds the space, insures it and controls access; afterwards the client does, the defects liability period starts running, and part of the retention usually becomes releasable. Everything else on the page exists to make that transfer provable later, which is why a certificate that says only that the works are complete is close to useless.
The document register is the heart of it. Operation and maintenance manuals, as-built drawings, commissioning records, test certificates, fire strategy documents, warranties and the asset register are what let the next occupier actually run the building, and a handover that transfers keys but not documents leaves a facilities team maintaining equipment blind. Listing each document with its reference, revision and format also settles the recurring argument about whether the manuals were issued in draft or in final form.
Meter readings and keys are the small print that costs money. Electricity, gas, water and heat meter readings taken on the day fix where one party's utility bill ends and the other's begins, and a key and access register covering physical keys, fobs, alarm codes and system logins is what stops a building being handed over that nobody can get into on Monday. Both belong on the certificate rather than in an email.
Outstanding items travel with the certificate rather than blocking it. A section can be taken over with cosmetic and minor items still open provided each one is listed, valued and dated, and the certificate should say plainly which items were graded as preventing handover and confirm they were cleared. Rendering the certificate from JSON means the project system emits it with the document register, the asset list and the open snags already populated from the same records that produced the punch list, so the numbers on the certificate and the numbers on the snagging schedule cannot drift apart.
Blanks to fill
| certificate_number | Certificate number |
| certificate_date | Date of issue |
| project_name | Project |
| project_number | Project number |
| site_address | Site address |
| client | Client |
| principal_contractor | Principal contractor |
| contract_administrator | Contract administrator |
| contract_title | Contract |
| handover_type | Type of handover |
| section_handed_over | Section handed over |
| areas_included | Areas included |
| areas_excluded | Areas excluded |
| date_of_completion | Date of completion |
| date_of_possession_transfer | Possession transfers |
| inspection_reference | Completion inspection |
| outstanding_items_count | Items open at handover |
| outstanding_items_value | Agreed value of open items |
| outstanding_items_reference | Outstanding items |
| blocking_items_note | Items that prevented handover |
| defects_liability_period | Defects liability period |
| defects_liability_start | Period starts |
| defects_liability_end | Period ends |
| defect_reporting_route | Reporting defects |
| warranties_note | Warranties |
| insurance_transfer | Insurance and risk |
| retention_effect | Effect on retention |
| conditions | Conditions and reservations |
| distribution | Distribution |
| company_name | Company |
| systems[] | One per item, so a row is added for every item in the list |
| documents[] | One per item, so a row is added for every item in the list |
| keys[] | One per item, so a row is added for every item in the list |
| meters[] | One per item, so a row is added for every item in the list |
| training[] | One per item, so a row is added for every item in the list |
| signatories[] | One per item, so a row is added for every item in the list |
The data behind the preview
This is the exact JSON that produced the document above. Change the values, POST them to the API, and you get your version back as DOCX or PDF. Lists grow and shrink with your data; the layout adapts.
- 01 Sign up free and duplicate this template into your workspace.
- 02 Adjust the wording and branding in the visual editor.
- 03 Fill it in the app, share it as a form link, or call the API.
sample-data.json
{
"company_name": "Prentice Ward Architects",
"certificate_number": "HC-2026-0031",
"certificate_date": "October 2, 2026",
"project_name": "Cascade Street mixed use development",
"project_number": "PRJ-2026-114",
"site_address": "Cascade Street, Bristol BS1 6TR, United Kingdom",
"client": "Cascade Street Holdings LLC",
"principal_contractor": "Harbor Build Group",
"contract_administrator": "Prentice Ward Architects",
"contract_title": "Cascade Street mixed use development, main contract dated January 12, 2026",
"handover_type": "Sectional handover, part of the works taken over ahead of overall completion",
"section_handed_over": "Sectional completion 1, levels 3 and 4 office floors",
"areas_included": "Level 3 open plan office, tea point and WC core. Level 4 open plan office and plant room. The shared stair and lift lobby serving levels 3 and 4, on a shared use basis while construction continues above.",
"areas_excluded": "Levels 5 and 6, the ground floor retail units, the loading bay and the roof terrace, which stay in the contractor's possession. The goods lift stays under contractor control until overall completion.",
"date_of_completion": "October 1, 2026, as recommended by the contract administrator following the re-inspection on that date",
"date_of_possession_transfer": "October 2, 2026, 09:00",
"inspection_reference": "Pre-handover inspection on September 29, 2026 and re-inspection on October 1, 2026, recorded on punch list PL-2026-0079 revision 2",
"systems": [
{
"name": "Mechanical ventilation and comfort cooling, levels 3 and 4",
"status": "Complete, commissioned and demonstrated",
"commissioning_reference": "COM-ME-2026-041, air volumes and water balancing, signed September 30, 2026"
},
{
"name": "Small power, lighting and emergency lighting, levels 3 and 4",
"status": "Complete, tested, certified and duration tested",
"commissioning_reference": "EIC-2026-0188 and EL-2026-0092, three hour duration test on September 30, 2026"
},
{
"name": "Fire detection and alarm, levels 3 and 4 zones",
"status": "Complete, cause and effect proved with the base build panel",
"commissioning_reference": "FA-2026-0117, zone test witnessed September 30, 2026"
},
{
"name": "Building management system, security and access control, levels 3 and 4",
"status": "Complete, points proved to the head end and integrated with the base build system",
"commissioning_reference": "BMS-2026-0073 and SEC-2026-0044, point to point schedule signed September 30, 2026"
}
],
"documents": [
{
"title": "Operation and maintenance manuals, mechanical and electrical services",
"reference": "OM-ME-L34 and OM-EL-L34",
"revision": "1, final",
"format": "PDF and printed copy"
},
{
"title": "As built drawings, mechanical and electrical, levels 3 and 4",
"reference": "AB-ME-L34, 34 sheets",
"revision": "As built, October 1, 2026",
"format": "PDF and native CAD"
},
{
"title": "Commissioning pack, with the electrical certificate and the water hygiene results",
"reference": "COM-PACK-L34, EIC-2026-0188, WS-2026-0055",
"revision": "1",
"format": "Signed PDF and original hard copy"
},
{
"title": "Health and safety file section, asset register and warranty certificates",
"reference": "HSF-L34, AR-L34, WC-2026-0440 to WC-2026-0447",
"revision": "1",
"format": "PDF and spreadsheet"
}
],
"keys": [
{
"item": "Level 3 and level 4 office suite keys, master suited",
"quantity": "6 sets",
"issued_to": "Hana Duarte, client representative"
},
{
"item": "Level 4 plant room and riser cupboard keys",
"quantity": "3 sets and 2 sets",
"issued_to": "Owen Marsh, Building Manager, with one plant room set to Kestrel M&E for defects liability attendance"
},
{
"item": "Access control fobs, system logins and intruder alarm codes",
"quantity": "40 fobs, 2 logins, 4 codes",
"issued_to": "Hana Duarte and Owen Marsh, logins and codes issued separately"
}
],
"meters": [
{
"utility": "Electricity, landlord supply, levels 3 and 4 submeter",
"serial": "EM-L34-0091",
"reading": "48,207 kWh",
"read_at": "October 2, 2026, 08:40, read jointly"
},
{
"utility": "Water, levels 3 and 4 submeter",
"serial": "WM-L34-0016",
"reading": "612 cubic metres",
"read_at": "October 2, 2026, 08:45, read jointly"
},
{
"utility": "Heat meter, chilled water to levels 3 and 4",
"serial": "HM-L34-0007",
"reading": "9,318 kWh",
"read_at": "October 2, 2026, 08:50, read jointly"
}
],
"training": [
{
"session": "Mechanical plant operation, AHU-01 to AHU-04, controls and seasonal changeover",
"attendees": "Owen Marsh, Building Manager, and two facilities technicians",
"date": "September 30, 2026, 3 hours, recorded and issued as video"
},
{
"session": "Building management system, alarms, trends and setpoint changes",
"attendees": "Owen Marsh, Building Manager",
"date": "September 30, 2026, 2 hours"
},
{
"session": "Fire alarm panel and emergency lighting, testing regime and record keeping",
"attendees": "Owen Marsh, Hana Duarte and two facilities technicians",
"date": "October 1, 2026, 2 hours"
}
],
"outstanding_items_reference": "Punch list PL-2026-0079 revision 2, issued October 1, 2026",
"outstanding_items_count": "5",
"outstanding_items_value": "$6,400.00",
"blocking_items_note": "Four items were graded A at revision 1 of the punch list, covering fire stopping, the AHU-03 condensate fall, one emergency luminaire and two escape route doors. All four were closed and verified on October 1, 2026.",
"defects_liability_period": "Twelve months from the date possession transfers, applying to this section only",
"defects_liability_start": "October 2, 2026",
"defects_liability_end": "October 2, 2027",
"defect_reporting_route": "Defects to be reported to Harbor Build Group, copied to the contract administrator. Mechanical and electrical defects go to Kestrel M&E Ltd, whose response times are four hours for a loss of service and two working days otherwise.",
"warranties_note": "Manufacturer warranties for the installed plant are assigned to the client and evidenced by certificates WC-2026-0440 to WC-2026-0447 issued with this certificate. They run from October 2, 2026 alongside the defects liability period.",
"insurance_transfer": "Risk in the section passes to the client at 09:00 on October 2, 2026 and the client confirms its own insurance is in place from that time. The contractor's all risks cover continues for the rest of the works.",
"retention_effect": "Retention attributable to sectional completion 1 is agreed at $23,676.00, of which $11,838.00 falls due for release in the next interim valuation and the balance at the end of the defects liability period.",
"conditions": "Access to the level 4 plant room is shared with the contractor while levels 5 and 6 are completed. The client accepts the section with the five open punch list items and waives none of them by signing.",
"signatories": [
{
"role": "Certified by",
"name": "Julia Prentice, Project Architect",
"company": "Prentice Ward Architects",
"date": "October 2, 2026"
},
{
"role": "Handed over by",
"name": "Owen Marsh, Site Manager",
"company": "Harbor Build Group",
"date": "October 2, 2026"
},
{
"role": "Received by",
"name": "Hana Duarte, Client Representative",
"company": "Cascade Street Holdings LLC",
"date": "October 2, 2026"
},
{
"role": "Services witnessed by",
"name": "Priya Raman, Project Engineer",
"company": "Kestrel M&E Ltd",
"date": "October 2, 2026"
}
],
"distribution": "Cascade Street Holdings LLC, Harbor Build Group, Prentice Ward Architects, Kestrel M&E Ltd and Marchmont QS"
}Generate this document via the API
One template plus changing data is the whole point. The list of blanks above is the contract, and every new set of values comes back in the same layout: fill it in the app, hand someone a form link, or POST the JSON and get the file straight back.
The request below carries this page's own values, so it runs as soon as the template exists in your workspace. Swap the values for yours and the response is your document.
make-handover-certificate.sh
curl -X POST https://app.docmake.io/api/v1/render \
-H "Authorization: Bearer $DOCMAKE_API_KEY" \
-H "Content-Type: application/json" \
-H "Accept: application/json" \
--output handover-certificate.pdf \
--data-binary @- <<'JSON'
{
"template_id": "tmpl_your_template_id",
"format": "pdf",
"data": {
"company_name": "Prentice Ward Architects",
"certificate_number": "HC-2026-0031",
"certificate_date": "October 2, 2026",
"project_name": "Cascade Street mixed use development",
"project_number": "PRJ-2026-114",
"site_address": "Cascade Street, Bristol BS1 6TR, United Kingdom",
"client": "Cascade Street Holdings LLC",
"principal_contractor": "Harbor Build Group",
"contract_administrator": "Prentice Ward Architects",
"contract_title": "Cascade Street mixed use development, main contract dated January 12, 2026",
"handover_type": "Sectional handover, part of the works taken over ahead of overall completion",
"section_handed_over": "Sectional completion 1, levels 3 and 4 office floors",
"areas_included": "Level 3 open plan office, tea point and WC core. Level 4 open plan office and plant room. The shared stair and lift lobby serving levels 3 and 4, on a shared use basis while construction continues above.",
"areas_excluded": "Levels 5 and 6, the ground floor retail units, the loading bay and the roof terrace, which stay in the contractor's possession. The goods lift stays under contractor control until overall completion.",
"date_of_completion": "October 1, 2026, as recommended by the contract administrator following the re-inspection on that date",
"date_of_possession_transfer": "October 2, 2026, 09:00",
"inspection_reference": "Pre-handover inspection on September 29, 2026 and re-inspection on October 1, 2026, recorded on punch list PL-2026-0079 revision 2",
"systems": [
{
"name": "Mechanical ventilation and comfort cooling, levels 3 and 4",
"status": "Complete, commissioned and demonstrated",
"commissioning_reference": "COM-ME-2026-041, air volumes and water balancing, signed September 30, 2026"
},
{
"name": "Small power, lighting and emergency lighting, levels 3 and 4",
"status": "Complete, tested, certified and duration tested",
"commissioning_reference": "EIC-2026-0188 and EL-2026-0092, three hour duration test on September 30, 2026"
},
{
"name": "Fire detection and alarm, levels 3 and 4 zones",
"status": "Complete, cause and effect proved with the base build panel",
"commissioning_reference": "FA-2026-0117, zone test witnessed September 30, 2026"
},
{
"name": "Building management system, security and access control, levels 3 and 4",
"status": "Complete, points proved to the head end and integrated with the base build system",
"commissioning_reference": "BMS-2026-0073 and SEC-2026-0044, point to point schedule signed September 30, 2026"
}
],
"documents": [
{
"title": "Operation and maintenance manuals, mechanical and electrical services",
"reference": "OM-ME-L34 and OM-EL-L34",
"revision": "1, final",
"format": "PDF and printed copy"
},
{
"title": "As built drawings, mechanical and electrical, levels 3 and 4",
"reference": "AB-ME-L34, 34 sheets",
"revision": "As built, October 1, 2026",
"format": "PDF and native CAD"
},
{
"title": "Commissioning pack, with the electrical certificate and the water hygiene results",
"reference": "COM-PACK-L34, EIC-2026-0188, WS-2026-0055",
"revision": "1",
"format": "Signed PDF and original hard copy"
},
{
"title": "Health and safety file section, asset register and warranty certificates",
"reference": "HSF-L34, AR-L34, WC-2026-0440 to WC-2026-0447",
"revision": "1",
"format": "PDF and spreadsheet"
}
],
"keys": [
{
"item": "Level 3 and level 4 office suite keys, master suited",
"quantity": "6 sets",
"issued_to": "Hana Duarte, client representative"
},
{
"item": "Level 4 plant room and riser cupboard keys",
"quantity": "3 sets and 2 sets",
"issued_to": "Owen Marsh, Building Manager, with one plant room set to Kestrel M&E for defects liability attendance"
},
{
"item": "Access control fobs, system logins and intruder alarm codes",
"quantity": "40 fobs, 2 logins, 4 codes",
"issued_to": "Hana Duarte and Owen Marsh, logins and codes issued separately"
}
],
"meters": [
{
"utility": "Electricity, landlord supply, levels 3 and 4 submeter",
"serial": "EM-L34-0091",
"reading": "48,207 kWh",
"read_at": "October 2, 2026, 08:40, read jointly"
},
{
"utility": "Water, levels 3 and 4 submeter",
"serial": "WM-L34-0016",
"reading": "612 cubic metres",
"read_at": "October 2, 2026, 08:45, read jointly"
},
{
"utility": "Heat meter, chilled water to levels 3 and 4",
"serial": "HM-L34-0007",
"reading": "9,318 kWh",
"read_at": "October 2, 2026, 08:50, read jointly"
}
],
"training": [
{
"session": "Mechanical plant operation, AHU-01 to AHU-04, controls and seasonal changeover",
"attendees": "Owen Marsh, Building Manager, and two facilities technicians",
"date": "September 30, 2026, 3 hours, recorded and issued as video"
},
{
"session": "Building management system, alarms, trends and setpoint changes",
"attendees": "Owen Marsh, Building Manager",
"date": "September 30, 2026, 2 hours"
},
{
"session": "Fire alarm panel and emergency lighting, testing regime and record keeping",
"attendees": "Owen Marsh, Hana Duarte and two facilities technicians",
"date": "October 1, 2026, 2 hours"
}
],
"outstanding_items_reference": "Punch list PL-2026-0079 revision 2, issued October 1, 2026",
"outstanding_items_count": "5",
"outstanding_items_value": "$6,400.00",
"blocking_items_note": "Four items were graded A at revision 1 of the punch list, covering fire stopping, the AHU-03 condensate fall, one emergency luminaire and two escape route doors. All four were closed and verified on October 1, 2026.",
"defects_liability_period": "Twelve months from the date possession transfers, applying to this section only",
"defects_liability_start": "October 2, 2026",
"defects_liability_end": "October 2, 2027",
"defect_reporting_route": "Defects to be reported to Harbor Build Group, copied to the contract administrator. Mechanical and electrical defects go to Kestrel M&E Ltd, whose response times are four hours for a loss of service and two working days otherwise.",
"warranties_note": "Manufacturer warranties for the installed plant are assigned to the client and evidenced by certificates WC-2026-0440 to WC-2026-0447 issued with this certificate. They run from October 2, 2026 alongside the defects liability period.",
"insurance_transfer": "Risk in the section passes to the client at 09:00 on October 2, 2026 and the client confirms its own insurance is in place from that time. The contractor's all risks cover continues for the rest of the works.",
"retention_effect": "Retention attributable to sectional completion 1 is agreed at $23,676.00, of which $11,838.00 falls due for release in the next interim valuation and the balance at the end of the defects liability period.",
"conditions": "Access to the level 4 plant room is shared with the contractor while levels 5 and 6 are completed. The client accepts the section with the five open punch list items and waives none of them by signing.",
"signatories": [
{
"role": "Certified by",
"name": "Julia Prentice, Project Architect",
"company": "Prentice Ward Architects",
"date": "October 2, 2026"
},
{
"role": "Handed over by",
"name": "Owen Marsh, Site Manager",
"company": "Harbor Build Group",
"date": "October 2, 2026"
},
{
"role": "Received by",
"name": "Hana Duarte, Client Representative",
"company": "Cascade Street Holdings LLC",
"date": "October 2, 2026"
},
{
"role": "Services witnessed by",
"name": "Priya Raman, Project Engineer",
"company": "Kestrel M&E Ltd",
"date": "October 2, 2026"
}
],
"distribution": "Cascade Street Holdings LLC, Harbor Build Group, Prentice Ward Architects, Kestrel M&E Ltd and Marchmont QS"
}
}
JSON tmpl_your_template_id is
a stand-in: build this template in the visual editor and copy the id it shows, or create one with POST /api/v1/templates. Keys, formats, strict mode and batches are in the API reference.
Or let an AI assistant do it
The DocMake MCP server lets Claude and other assistants make this document the same way. Install it once:
claude mcp add docmake \
--env DOCMAKE_API_KEY=dm_your_api_key \
-- npx -y @docmake/mcp@latestThen ask for the document in plain words:
Make a PDF from my Handover Certificate template with certificate number "HC-2026-0031" and date of issue "October 2, 2026".
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