Project Handoff Form
JobTread Job #
Load Job
01
Project Identity
Green-highlighted fields are pulled from the approved JobTread contract. All other fields require manual entry by the salesperson.
Job Number
Job Name
Client Name
Client Phone
Client Email
Client Mailing Address
Job Site Address
Assigned PM
Estimated Start Date
Client-Facing Completion Date
01b
Contract Line Items
Cost items pulled from the approved Contract document in JobTread. Review for accuracy.
Contract Description
#
Item
Qty
Unit Price
Total
No line items loaded — enter a job number above
02
Client Profile & Promises Made
Everything said to the client that is NOT in the contract. The PM must know this before their first client interaction.
Communication Preferences
Preferred Contact Method
Select...
Call
Text
Email
Call or Text
Text or Email
Best Time to Reach Client
Primary Decision-Maker (if not contract signer)
Specific Promises or Commitments Made
Promise / Commitment 1
Promise / Commitment 2
Promise / Commitment 3
Known Client Sensitivities
Concerns raised during sales (noise, access hours, landscaping, pets, HOA, etc.)
Design Decisions Still Open
Open Item 1
Open Item 2
Open Item 3
03
Scope Summary
Write what the crew and PM need to understand on day one — not the contract legal text.
Primary Structure Type(s)
Composite Deck
Screened Porch
Pergola / Shade Structure
Teardown of existing structure required
Other Structure / Notes
Plain-Language Scope Summary
04
Material Selections
Exact product selections required. Vague entries ("Trex, brown") are not acceptable. Include manufacturer, product line, color name, and SKU where known.
Decking
Manufacturer
Product Line
Color Name
SKU / Item #
Board Width
Edge Type
Select...
Grooved
Solid
Railing
Manufacturer
Product Line
Post Color
Rail Color
Baluster Style
Post Cap Style
Fasteners
Fastener System
Color / Finish
Non-Standard or Custom Selections
Deviation 1 — describe what it is and why it was selected
Deviation 2
05
Site Conditions
Used to brief both the PM and drafter. Be specific — vague entries create field errors.
Grade & Elevation
Finished Deck Height off Grade at House
Max Height at Any Corner
Describe slope direction and severity
Grade is relatively flat
Significant slope — drafter must account for variable post heights
Grade change creates multi-level requirement
House Attachment
Ledger to rim joist
Ledger to masonry / brick
Freestanding — no ledger
Non-standard — describe below
Flashing Details / Attachment Notes
Access & Site Constraints
Equipment access route
Underground utilities, septic, or irrigation in work zone
Landscaping, hardscape, or structures to protect
Photos
All site photos must be uploaded to the JobTread job file and labeled before submitting this form. Label format: "North elevation," "Grade from left corner," "Ledger location," etc.
I confirm all photos are uploaded and labeled in JobTread
06
Structural & Engineering Notes
These details drive the drafter's permit drawings. Complete every field for every job.
Framing Layout
Joist Span (ft)
Joist Spacing (in OC)
Beam Span Between Posts (ft)
Post Spacing (ft)
Footing Diameter (in)
Footing Depth (in)
Load Conditions
Standard residential (40 psf)
Hot tub / spa on structure
Outdoor kitchen or heavy feature
Engineering stamp required
Deviations from PDP Standard Framing Spec
Standard spec — no deviations
Deviation 1
Deviation 2
07
Permit & HOA
Permit Status
Select...
Not yet applied
Application submitted
Approved
Not required
Jurisdiction / County
HOA Approval Required
Select...
Yes
No
Unknown
HOA Approval Status
Select...
Not started
Submitted — pending
Approved
N/A
Known permit complications or jurisdiction-specific requirements
08
Subcontractor & Trade Flags
Flag any trade work discussed with the client or implied by the scope, even if not explicit in the contract.
Electrical (lighting, outlets, fans)
Concrete / flatwork
Plumbing (outdoor kitchen, wet bar)
Motorized screen system
Louvered roof system
Other trade / coordination notes
09
Handoff Certification
By submitting this form, you confirm this information is complete and accurate, all photos are uploaded and labeled in JobTread, and the PM has been notified this package is ready.
Salesperson Name (confirm)
Date of Submission
PM Notes / Open Questions for Handoff Meeting
Ready to submit?
This will generate a branded PDF and download it to your device. Make sure a job has been loaded above and all sections are complete before submitting.
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Form Submitted
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