O&M manual for construction: what to include, UK checklists and a fast handover process

• Jump to: Who this is for • What an O&M manual is • What to include • Fast handover process • Templates and downloads • FAQs

Category and Niche

Category: Templates & Resources Niche: Handover, documentation, asset register

Who this is for

UK contractors, subcontractors and site managers who need to compile O&M manuals quickly at practical completion without endless email chasing. Also useful for maintenance contractors inheriting a building with poor documentation.

What is an O&M manual?

In construction, an Operations and Maintenance manual is the building’s “owner’s handbook”. It brings together the as-built drawings, product and system information, operating instructions, maintenance schedules, warranties and certificates you hand over at completion so the client can run the asset safely and efficiently.

Good UK references if you want the formal definition and context:

• Designing Buildings Wiki overview of O&M Manuals
• HASpod’s guide on the O&M manual and the Health and Safety File

What to include in a UK O&M manual

Aim to be complete but simple to navigate. Use one top-level folder per system or trade, and use filenames that start with discipline, location and date. Include:

• Project summary: contract details, contacts, drawing register, revision list.
• As-built drawings and schematics: PDFs plus native formats if requested.
• Equipment schedules and data sheets: make, model, serials, duty/flow/ratings.
• Operating instructions: safe start-up/shutdown, seasonal settings, BMS notes.
• Planned maintenance schedules: manufacturer intervals and UK standards.
• Commissioning and test certificates: air/water balancing, electrical, fire, gas.
• Warranties and guarantees: terms, start dates, who to contact.
• Asset register: a spreadsheet listing installed plant and equipment with locations and tags.
• Spares and consumables: part numbers and suppliers.
• Contacts and support: installer, maintainer, emergency call numbers.
• Handover records: training sign-offs, client demonstrations, final snagging close-out.

Helpful UK sources to sanity-check contents:

• Designing Buildings on the building owner’s manual
• SFG20 on built asset registers

Fast handover process you can copy

Use this 5-step flow to avoid the end-of-project scramble.

1. Set the structure on day one

• Create a cloud folder per package with subfolders: Drawings, Data sheets, O&M text, Certificates, Photos, Warranties.
• Share the structure with your subcontractors and make it part of their PO/contract.

2. Chase monthly with a dashboard

• Keep a simple tracker listing each package and what’s outstanding.
• At progress meetings, review missing items alongside RAMS and QA.

3. Build the asset register as you go

• Ask subcontractors to submit a CSV with equipment tag, location, model and serials with each equipment approval.
• Merge into one master register. This feeds maintenance and PPM from day one.

4. Lock quality before PC

• Run a pre-handover audit two weeks before PC. Check warranties are signed, commissioning certificates complete, and maintenance intervals are stated.

5. Deliver digital plus a clean PDF set

• Provide a clearly indexed digital manual and a bookmarked PDF for each system. If the client wants ring binders, print the indexed PDFs.

Simple folder structure to start with

• 00 Admin and contacts
• 01 As-built drawings
• 02 Equipment schedules and data sheets
• 03 Operating instructions
• 04 Maintenance schedules
• 05 Commissioning and test
• 06 Warranties and certificates
• 07 Asset register
• 08 Training and handover

Asset register: the fields that matter on site

Keep it simple so it stays accurate. Recommended columns:

• System, Asset tag, Location, Description
• Make, Model, Serial, Duty/size/rating
• Install date, Commission date, Warranty end
• Maintenance interval, Next due date
• Supplier/installer, Contact number, Notes

Good primers: SFG20’s guide to built asset registers and Designing Buildings on creating an asset register.

UK certificates and documents often requested

• Electrical: EIC/EICR, emergency lighting certs.
• Fire: commissioning certs for alarms, AOVs, sprinklers; fire-stopping registers.
• Gas: commissioning and tightness test
• Water: chlorination report, water quality certificates, TMV commissioning
• Lifts and LEV: commissioning records and the first LOLER/LEV thorough examination if applicable
• Air/water: air balancing, water balancing, BSRIA test sheets
• Handover: training attendance, spares lists, warranty letters

Cross-check with manufacturer manuals and your commissioning manager.

Tools that make O&M delivery painless

• Cloud docs: SharePoint, Google Drive or Box with strict naming rules.
• QR codes on plant: link labels to the asset sheet or the relevant PDF in your O&M. See our guide to Training matrix template for construction for expiry reminder ideas.
• Digital O&M platforms: Consider specialist tools like Zutec’s approach in this YouTube demo below.

Templates and downloads

We’ll soon add a free O&M contents checklist and an asset register CSV you can copy. In the meantime, use the structure above and the SFG20 and Designing Buildings links to populate the core sections.

Related reading in the Academy

• Construction phase plan made simple: CDM checklist, free template and how to brief the team
• RAMS for UK construction: simple steps, free template and how to brief your team
• Training matrix template for construction

FAQs

Is an O&M manual a legal requirement?

Not by itself. It’s usually a contractual requirement at handover and a practical necessity for safe operation. The Health and Safety File is separate under CDM; on many jobs the same information feeds both. Check your contract and employer’s requirements.

How is an O&M manual different from the Health and Safety File?

The H&S File is required by CDM 2015 on multi-contractor projects and focuses on residual risks for future work. The O&M is wider: it covers how to operate and maintain the building day-to-day. See HSE’s CDM overview.

Do clients still want paper?

Most accept a digital manual plus a bookmarked PDF. Some still want ring binders. Clarify at pre-start and cost for printing if required.

What’s the easiest way to build the asset register?

Get each subcontractor to supply a CSV with asset tag, location, model, serial and warranty for their scope, then merge into one master and check on site before PC.

How do QR labels help?

Sticking a QR code on plant that links to the specific asset record or PDF helps maintenance and proves handovers. It cuts rummaging through folders.