Construction is finished, the façade is clean, the lights are on — but the building still cannot be used. Between the last day of installation and full operation lies acceptance, and this is where many clients lose anything from one to several months. The reason is almost always the same: documents are collected after the works are complete rather than alongside them. Over more than 30 years as a general contractor, we have learned that handing over a building is a project in its own right, planned from day one.
What acceptance involves
In Kazakhstan, the acceptance procedure is set by construction legislation and depends on the facility's responsibility level. The specific requirements for your building are best confirmed in advance with the local executive body (akimat) and the organisation that carried out the design review. In general terms, the process looks like this:
- Contractor's internal inspection — engineers walk the site, compile a snagging list and close out the defects before the commission arrives.
- Individual testing and commissioning — heating, ventilation, water supply, power supply, lifts and fire automation are tested individually and as an integrated system.
- Acceptance of utilities by the operating companies — power, water, gas and heat suppliers check compliance with the technical conditions and the connections.
- Review by technical supervision and designer's supervision — they confirm that the building has been built to the design and standards and that all concealed works have been inspected.
- Signing of the acceptance certificate by the parties to construction, followed by registration of title to the property.
Which documents to prepare in advance
As-built documentation is the building's "biography". Recreating it after the fact is difficult and sometimes impossible: concealed works are already covered by concrete and finishes. That is why the package is assembled as construction progresses:
- the approved design and a positive expert review opinion (if one was required);
- as-built drawings and diagrams showing actual deviations;
- certificates of inspection of concealed works — reinforcement, waterproofing, embedded items, junction details;
- the general and special works logs, the concrete works log and the welding log;
- certificates and quality passports for materials and equipment;
- laboratory test reports — concrete strength, soil compaction, insulation resistance, earthing;
- test and commissioning certificates for building services;
- confirmations from utility providers that the technical conditions have been met;
- reports from technical supervision and designer's supervision.
A good rule: each stage is paid only together with the complete as-built documentation for it. That way, by the end of construction the handover file is already assembled.
Where delays most often occur
Technical conditions. The utilities have been built, but with deviations from the technical conditions — for example, the connection point or capacity has changed. The operating company will not issue its confirmation until the discrepancies are resolved or agreed. Check compliance with the technical conditions already at the design stage.
Design changes during construction. Substituted materials, relocated partitions, different windows — all of this must be reflected in the working documentation and agreed with the designer. Otherwise the as-built facility will not match the design.
Fire safety. Alarms, the public address system, smoke extraction and fire protection of steelwork are the most frequent comments. Commissioning of these systems should be scheduled with time to spare.
Landscaping and external works. Perimeter paving, driveways, site lighting and planting are often put off "until later", yet without them the building cannot be considered complete.
The role of technical supervision
The client's technical supervisor is the person who signs off concealed works and knows exactly what lies beneath the finishes. If they join at the end of construction, they cannot sign documents for structures that are already covered without opening them up or carrying out additional inspections. That is why technical supervision is needed from day one — from setting out the grid lines and accepting the excavation.
Checklist two months before completion
- reconcile the as-built documentation register with the list of works in the cost estimate — no stage should be left without certificates;
- submit requests to the utility companies to inspect compliance with the technical conditions;
- agree all changes made during construction with the designer and update the working drawings;
- schedule commissioning of fire automation, ventilation and the heat substation with spare time for repeat tests;
- complete the landscaping or agree to move seasonal works — such as planting — to the next suitable period;
- prepare operating manuals and equipment passports for the client's facilities management team.
Such a list seems obvious, but missing just one item is what most often turns "handover next week" into a wait of several months, during which the building stands idle and the client bears the costs of security and upkeep.
How we organise handover
At Techno-Module, documentation on site is the responsibility of the technical office engineer. They maintain the as-built documentation register, reconcile it with the works schedule and launch the procedures with the utility companies in advance, 1–2 months before construction ends. The client can see the status of each stage and the document package in their personal account. Examples of completed handovers — from schools to warehouse complexes — are collected in the Projects section.
If you are just planning construction or are already facing a drawn-out handover, send us an enquiry: an engineer will review your documentation package, list what is missing and draw up an action plan through to signing of the acceptance certificate.
