What should an artificial turf pitch handover file contain?
Organise product records, installation documents, outstanding items and maintenance instructions in one artificial turf pitch handover file.
Seeing a finished artificial turf surface does not mean all information needed for operation is ready. Product identification, installation records, outstanding items and maintenance instructions may remain with different people. A handover file brings these records into a structure the operator can access and use.
The checklist below is a preparation framework. The project's contract, approved technical scope and authorised decisions govern handover and acceptance. Do not assume that every document is mandatory on every project.
1. Identify the installed product and system scope
Record the product and model, any available batch or roll references, and the relevant system components. Check that the installed materials match the order records. Where infill or underlying layers form part of the scope, include their identification as well.
Resolve differences in product names before handover. A technical sheet in the folder does not, by itself, demonstrate that it applies to the installed product. Preserve the document's original ownership and scope information.
2. Make installation records accessible
For an overview of installation stages, see our artificial turf installation and quality-control guide. The handover file should organise the records actually produced on your project.
Organise available layout drawings, pitch dimensions and inspection records produced within the project scope. Connect photographs to a date and location description rather than leaving an unexplained image folder.
Where changes occurred during installation, include the drawings or explanations that describe the final arrangement. Clearly identify documents that have not been prepared or received. Marking missing records as complete can lead the next team to rely on an incorrect assumption.
3. Track outstanding work separately from acceptance
Bring defects or incomplete items into one list. For each entry, record the location, description, owner, target date and closure evidence. Agree target dates with the relevant parties and do not present an internal target as a contractual deadline.
“The pitch is in use”, “the work item is complete” and “authorised acceptance has been received” describe different states. Keep that distinction visible. Where an acceptance document is required, check its authorised signatures and scope.
4. Transfer the maintenance instructions
Check that the operator's maintenance documents relate to the installed product and system. Use the relevant manufacturer's or system provider's written instructions for cleaning, equipment and intervention limits. Do not assume that one maintenance frequency or machine is appropriate for every pitch.
The file can identify the maintenance owner, issue-reporting channel and records of the information provided. If training took place, record the date, participants and scope. If it did not, do not label the training as complete.
5. Check the scope of warranties and test documents
Where a warranty is available, file the issuing party, covered product or work, commencement conditions and claim route clearly. Maintenance instructions and warranty terms may be separate documents; check any relationship between them against the written terms.
If test reports or certificates are supplied, identify the product, system or pitch to which they apply. A document for another model or a general catalogue statement should not be used to infer compliance for this pitch. Never imply that a certificate exists when it has not been provided.
Organise the file into five sections
| Section | Contents |
|---|---|
| Product and system | Installed model and available batch/roll references |
| Installation | Available drawings, site records and annotated photographs |
| Outstanding work and acceptance | Open-item list, closure evidence and any authorised acceptance record |
| Maintenance and operation | Applicable instructions, responsible parties and reporting contact |
| Warranties and tests | Only available documents matched to the installed scope |
Mark each section as “received”, “pending” or “out of scope”, with a reason where appropriate. Receiving a document does not mean it has been technically reviewed or approved; record those statuses separately.
Make the file useful to the operator
Before handover, ask whether the operator can identify the installed product, outstanding work, applicable maintenance instructions and the correct contact for reporting a problem. If these answers are unclear, identify and complete the remaining sections.
Share your intended use, pitch dimensions and available project documents with RHB Grass at [email protected].
