Commissioning · Free Template

Instrumentation System Handover Certificate Template

A certificate for handing over an instrumentation system or subsystem: system details, a readiness checklist, open punch items and signatures of the handing and receiving parties.

Excel (.xlsx)Printable PDFFilled exampleFree, no sign up

Download

Download Excel .xlsx · 14 KB Download blank PDF print ready A4 · 44 KB

How to Use sheet with steps
Template sheet, blank and ready
Example sheet, filled in
4 built in formulas
A4 portrait print setup
Works in Excel, Google Sheets and LibreOffice

Preview of the Filled Example

This is the Example sheet from the download, so you can see exactly how the completed instrumentation system handover certificate looks.

System / subsystemSYS 300 Feed system

ScopeAll field instruments and loops of SYS 300

Handed over byConstruction

Received byCommissioning

Handover date24 Oct 2026

Open category A punch items0

Open category B punch items3

Ready for handover?READY (with B punch)

Handover checklist

No	Check item	Status	Remarks
1	Installation checklist completed and signed	OK
2	Calibration certificates available for all instruments	OK
3	Cold loop check completed	OK
4	Hot loop check completed with operations	OK
5	Control valves stroked and positioners tuned	OK
6	Alarms and trips tested; cause and effect verified	OK
7	Punch list: no category A items open	OK
8	As built P&IDs, loop drawings and instrument index issued	Not OK	As built loop drawings to follow within 30 days
9	Data sheets and vendor manuals handed over	OK
10	Configuration backups of DCS, PLC and smart instruments	OK
11	Spare parts handed over and listed	OK
12	Training of operations and maintenance completed	OK

Items not OK:1

About the Instrumentation System Handover Certificate

Handover moves responsibility for a system from one team to another. A clear certificate, with a checklist and open punch items, avoids disputes later about what was finished and what was accepted with exceptions.

How to fill in this template

Define the system and scope being handed over.
Go through the checklist with both parties and mark each item.
Enter the open punch counts; any category A item blocks handover.
List exceptions with dates in the remarks.
Sign by the handing and receiving parties.

What the formulas do

Ready = NOT READY while any category A punch item is open.
Items not OK counted at the bottom.

Frequently Asked Questions

What is the difference between category A and B punch items?

Category A items must be closed before handover or start up; category B items can be completed later without affecting safety or operation.

Who signs a handover certificate?

The handing over party, usually construction or the contractor, and the receiving party, commissioning or operations.

What documents are handed over with the system?

As built drawings, data sheets, calibration certificates, loop check records, configuration backups and vendor manuals.

Learn more on the blog

Cold loop and hot loop testing

A practical guide on instrumentationblog.in that explains the procedure behind this template and how engineers apply it on real plants.

Read Full Article

More Commissioning Templates

All Templates and Downloads