A fit-out is not finished when the furniture arrives. It is finished when every defect has been recorded, corrected and signed off, and when the documents you need to run and insure the space are in your hands. This checklist is written for business owners, facilities heads and project leads in Dubai who want to take over a new space with confidence.
Snagging is a structured inspection of finished works against the approved design, drawings, specification and contract. The aim is to find defects (things done badly), omissions (things not done) and deviations (things done differently from what was agreed). Everything found goes on a snag list that the contractor must close before final handover.
It matters because handover is the point where leverage shifts. Until you formally accept the works and release the final payment or retention, the contractor has a strong reason to respond quickly. After you have moved in, started trading and signed the completion paperwork, every correction competes with the contractor's next project. A thorough snagging process, completed on time, is the cheapest quality control you can buy.
Testing and commissioning prove that systems such as air conditioning, lighting, fire alarm and power perform as designed. Snagging covers what you can see, touch and operate: finishes, joinery, doors, fixtures and workmanship. Both are needed, and each has its own records. Do not accept a clean snag list as proof that the technical systems work, and do not accept a commissioning report as proof that the finishes are right.
A scratched countertop is a snag, and so is a fire-rated door that does not close fully, a socket that does not match the drawing or a ceiling tile hiding an unfinished service run. Safety and compliance items need to be separated from cosmetic items and treated first, because they can affect authority approvals and your ability to open.
Bring the approved drawings, the final specification, the bill of quantities or scope schedule, agreed variations and any material samples that were signed off. Snagging without these turns into a debate about taste. With them, every item can be judged against a written standard.
Confirm with the contractor, in writing, the date of the inspection, who attends, how defects will be recorded and how long the contractor has to rectify them. If you have a project manager or an independent inspector, make sure the contractor knows their authority to record and sign off items.
A good contractor walks the site before you do and fixes the obvious problems. Request this walk and ask for the internal checklist they used. It will not replace your own inspection, but it clears the easy items so that your visit can focus on harder questions.
Inspect in good daylight and with the lighting on, with the air conditioning running and the site cleaned. Paint defects, uneven surfaces and glass marks show up differently under different light. Allow enough time: a rushed visit produces a rushed list. Bring a torch, a tape measure, a level, a phone for photographs, masking tape or stickers for marking defects, and a printed floor plan to number each location.
On the client side, you need the decision-maker who can accept the works and the person responsible for operations in the space; if you have a project manager, they should lead the inspection so the owner can focus on how the space works day to day. On the contractor side, the site manager and key trade supervisors should attend, not only the sales contact, because people who can fix things must be present to commit to a date. Where the landlord or building management must inspect or approve the works, schedule their visit as part of the sequence, since a late landlord inspection that finds new issues can delay opening more than any cosmetic snag.
Hold a joint walk-through at the start, agree how items will be recorded and explain how sign-off will work. A pre-handover inspection with the contractor sets expectations and prevents the situation in which the contractor learns of defects only through an email list. At the end of the day, circulate the list and the agreed dates to everyone present.
Work through the space in a fixed order, for example from entrance to the furthest room, and from ceiling to floor in each room. Use the same order every time so nothing is missed. The checklist below covers the items that most often need attention.
Mark each item as pass, fail or not applicable, and photograph every failure with a reference to its location. If your space has specialist areas, such as a commercial kitchen, a clinic or a server room, add checks specific to those functions and involve the relevant specialist.
The rule is simple: log every defect in a snag list, and nowhere else. For each item record a unique reference, the exact location, a short description, a photograph, the trade responsible, the priority and the date raised. Use consistent wording so that the contractor can sort items by trade and dispatch the right team.
A simple three-level system works well. Critical items affect safety, compliance or the ability to operate. Major items affect function or appearance in visible areas. Minor items are small finish issues that do not affect use. Agree priorities with the contractor so there is no argument later about what has to be fixed first.
Each category should have an agreed correction time. Critical items should be dealt with immediately, and the others in a sensible order of priority. Put the deadlines in writing and name the person on the contractor's side who is accountable for closing the list.
When the contractor reports an item as fixed, do not simply tick it. Re-inspect the work, photograph the corrected condition and record the date it was closed. Rushing this step is how repeat defects survive into occupancy.
New defects often appear once the space is cleaned and in use. Add them to the same list, with new dates, rather than starting an informal second record. A single list makes disputes much easier to settle.
A space that looks perfect but lacks its paperwork is not ready to hand over. Requirements vary by location, building and activity, so confirm the list against your contract, your landlord's fit-out guidelines and the authorities relevant to your premises. The table below shows the usual categories.
| Document | What it proves | Why you need it |
|---|---|---|
| As-built drawings | What was actually built, including concealed services | Future maintenance, alterations and landlord handback |
| Test and commissioning reports | That electrical, air conditioning, plumbing and fire systems performed as designed | Evidence for insurers, landlords and authorities |
| Authority approvals and completion certificates | That the works and the activity are approved by the relevant bodies | Needed before opening and for licence or trade permissions |
| Landlord completion or NOC letters | That the building owner accepts the works | Protects against later claims on handback |
| Operation and maintenance manuals | How equipment is operated, serviced and cleaned | Keeps warranties valid and maintenance consistent |
| Warranties and guarantees | Manufacturer and contractor cover, with start dates | Lets you claim for faults without dispute |
| Keys, access cards and spare materials | That you hold control of the premises and have replacement stock | Security and ease of repair |
Check that the approvals match what was actually built. If the layout changed during construction, the paperwork may need to be revised before it can be relied upon. Ask your contractor and project manager to confirm in writing which approvals remain open and who is responsible for closing them.
It is also sensible to keep a digital copy of every document in a shared location. Property managers, insurers and future contractors will ask for them, and rebuilding a lost file years later is expensive and slow.
Fit-out contracts commonly hold back part of the payment until the works are complete and defects corrected. Your leverage depends on this mechanism, so release retention only after closure of the snag list and receipt of the required documents, in line with your contract. If your contract splits retention between practical completion and the end of the defects period, follow that structure exactly.
Practical completion is the formal statement that the works are finished apart from minor items that do not prevent use. It often triggers insurance responsibilities, utility accounts and the start of the defects period, so do not sign it casually. Check that critical snags are closed and the necessary approvals are in place first.
If you must move in before every snag is cleared, agree which areas are usable, how contractors will access the space during operations and how noise, dust and safety will be controlled. Do not let move-in activity damage finishes before they have been accepted, since it blurs responsibility for damage.
During the defects period set out in the contract, the contractor must correct faults that appear. Report defects in writing as soon as they are found, with photographs, location and a description of the impact. Keep a record of the contractor's response times. If problems recur in the same trade, escalate early and reference the contract clause.
Not every item on a snag list will be accepted by the contractor. Some are matters of interpretation, and some may be variations. A written record that links each disputed item to a drawing, specification clause or photograph makes it much easier to resolve. If an item cannot be settled on site, escalate it through the dispute provisions of your contract rather than leaving it open.
The projects that end well share a pattern. The owner knew what had been promised, inspected against written standards, recorded each defect clearly, and kept the final payment and documents tied to closure. The projects that end badly accepted the space on the strength of a good first impression, moved in under pressure and then tried to recover missing items when the contractor had moved on.
Prepare the reference documents, run a contractor pre-snag, inspect in good conditions with a structured checklist, log every item on a single list with photographs, agree priorities and deadlines, re-inspect each correction, and collect the full document pack before releasing retention. Keep reporting defects in writing during the defects period, and review the project with your contractor once everything is closed so lessons carry into the next fit-out.
Many business owners are not trained to judge workmanship, review as-built drawings or read test reports. A fit-out project manager or independent inspector can run the process on your behalf and speak the contractor's language. If you want to see how a managed approach to approvals, programme and handover works in practice, you can learn more about V Square PMS and discuss your own project.
Requirements differ between buildings, free zones and authorities, so treat this checklist as a practical framework rather than legal advice. Confirm the exact approvals, certificates and obligations that apply to your premises with the relevant authority, your landlord and your contract before you accept the space.
Snagging is the inspection of completed fit-out works to find defects, unfinished items and departures from the approved drawings and specification. The resulting snag list is given to the contractor to correct before final handover and release of retention.
Snagging should happen when the works are substantially complete but before the client takes final acceptance and before the final payment is released. Many projects run a pre-snag walk first, so the main inspection finds fewer issues.
The fit-out contractor is responsible for rectifying defects in its own works at its own cost. Disputed items should be settled using the contract's defect and variation provisions, so keep a written record of every item.
You should receive as-built drawings, equipment manuals, warranties, test and commissioning reports, relevant authority approvals and completion certificates, and the maintenance information needed to operate the space. Confirm the exact list against your contract.
After handover, the contractor remains responsible for correcting defects that appear during the period set out in the contract. Report problems in writing promptly, with photographs and a clear description of the location.
Snagging is the inspection of completed fit-out works to find defects, unfinished items and departures from the approved drawings and specification. The resulting snag list is given to the contractor to correct before final handover and release of retention.
Snagging should happen when the works are substantially complete but before the client takes final acceptance and before the final payment is released. Many projects run a pre-snag walk first, so the main inspection finds fewer issues.
The fit-out contractor is responsible for rectifying defects in its own works at its own cost. Disputed items should be settled using the contract's defect and variation provisions, so keep a written record of every item.
You should receive as-built drawings, equipment manuals, warranties, test and commissioning reports, relevant authority approvals and completion certificates, and the maintenance information needed to operate the space. Confirm the exact list against your contract.
After handover, the contractor remains responsible for correcting defects that appear during the period set out in the contract. Report problems in writing promptly, with photographs and a clear description of the location.