Closeout for Commercial Lighting Projects

Commercial project closeout documentation

Quick answer: Closeout is the documented handoff from “delivered and installed” to “record-ready.” For commercial lighting projects, closeout commonly includes a documentation packet checklist (cut sheets, listings/certifications, DLC IDs when applicable, IES files when applicable, and warranty terms) plus any project-required records such as as-builts (if applicable). This page outlines what belongs in a closeout packet, how warranty handling works, and how to prevent common closeout delays.

Planning note: If your fixture selection or compliance requirements are still being finalized, use the buying guides below before you lock submittals and closeout expectations—clean selection decisions reduce “doc-chase” later:

What closeout is

Closeout is the final documentation handoff used for owner records, O&M files, maintenance planning, and warranty reference. In commercial work, a clean closeout reduces long-term service friction by making fixture identification and documentation retrieval straightforward.

Record-ready means a facilities or maintenance team can identify the installed fixture, pull the correct cut sheet/IES/listing, and validate warranty coverage without re-opening submittals or chasing emails.

  • Goal: record-ready documentation tied to the approved configuration and the delivered material.
  • Outcome: easier maintenance, clearer warranty handling, and fewer “document chase” requests after turnover.

Where buying guides fit: The fastest closeout packets come from configurations that were locked early. If selection decisions are still moving (fixture type, optics, mounting height, controls, compliance), use the relevant buying guide before documentation is requested so the final packet matches what was actually installed:

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Closeout documentation packet checklist

Closeout packet contents depend on the project requirements and manufacturer availability. When applicable, a closeout packet may include:

Closeout packet checklist showing approved submittals, listings and certifications, DLC IDs when applicable, IES files when applicable, controls notes as applicable, warranty documents, and PO or order references.
Closeout packets keep turnover record-ready by consolidating approved documentation, controls notes, warranty terms, and order references.
  • Approved submittals: final cut sheets and configuration records
  • Listings/certifications: UL/ETL and location rating documentation (as applicable)
  • DLC IDs: qualification identifiers (when applicable)
  • Photometric files: IES files and related manufacturer photometric documentation (when applicable)
  • Controls notes: dimming method and controls compatibility notes (as applicable)
  • Warranty documentation: terms, coverage, and reference requirements
  • Order references: PO/order number(s) and ship-to references for traceability
  • Fixture schedule crosswalk: mapping between fixture tags (Type A, B, C), part numbers, and installed areas (when applicable)
  • Spare parts and maintenance notes: driver/access notes, lens type, and recommended cleaning/inspection guidance (when applicable)

Best practice: Closeout is faster when documentation requirements are stated at intake. If your project requires a specific naming convention or bundling format, include it early so the packet remains consistent.

Selection-to-documentation tip: If the closeout packet requires DLC IDs or IES files, confirm you are specifying the correct product family and configuration early:

File naming tip: Use a consistent structure such as ProjectName_Location_FixtureType_DocumentType_RevDate so the closeout packet stays searchable years later.

Submittals describes what is typically included during review and approval, which often forms the foundation of closeout documentation.

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As-builts (when applicable)

As-builts document what was installed and where. Responsibility for producing as-builts depends on the project team and contract scope. When as-builts are required, the most important closeout requirement is that fixture identification remains traceable to the approved submittal and the delivered configuration.

  • As-builts are project-specific: requirements can vary by owner, engineer, and jurisdiction.
  • Traceability matters: maintain a clean mapping between fixture types, installed locations, and approved documentation.
  • What we can support: documentation sets and part-level identification support to help match records to supplied products (as applicable).

Scope note: If your as-built requirements include specific formats, fixture tagging rules, or turnover standards, include those requirements early so documentation can be aligned.

Where buying guides help: As-builts stay accurate when fixture “types” map cleanly to finalized selection logic (mounting height, distribution, controls, and compliance). Use the relevant guide if the schedule is still being refined:

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Warranty handling and claims routing

Warranty handling is fastest when claims include the correct documentation and basic field verification. The goal is to identify whether the issue is configuration, installation, environment, controls, or product-related—and route it with the documentation manufacturers typically require.

Warranty claim intake checklist showing PO or order reference with ship-to, product ID and configuration, issue description with timeline, photos of fixture label and install context, and controls context including dimming sensors and recent changes.
Including these items up front speeds review and helps route warranty issues to the correct resolution path.

What to include in a warranty request

  • Order reference: PO/order number and ship-to location
  • Product identification: fixture type and configuration (wattage/CCT/optics/voltage if applicable)
  • Issue description: symptom, when it started, and how it presents
  • Photos: fixture, labels, installation context, and any visible damage
  • Controls context: dimming method, sensors, and any recent changes (if applicable)

Operational note: Many performance issues are tied to installation environment, controls settings, or wiring conditions. Including controls context and installation photos reduces back-and-forth and helps route the claim correctly.

Buying guide tie-in: If the claim involves output, distribution, or control behavior, validate that the installed configuration matches the intended specification:

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How to prevent closeout delays

Most closeout delays are avoidable and stem from missing requirements or inconsistent documentation handling. Use the checklist below to keep closeout clean.

  • State closeout requirements at intake: naming conventions, bundling format, and required documents.
  • Lock the configuration: confirm selectable settings (wattage/CCT/optics) used for the project.
  • Maintain traceability: keep fixture identification consistent between schedule, submittals, delivery, and records.
  • Capture controls intent early: include dimming method and sequence expectations when applicable.
  • Document exceptions: damage/shortages documented at delivery reduce later disputes and delays.

Prevent revision cycles: If scope changes are still happening, use the relevant buying guide to lock the correct family/configuration before documentation is requested:

Commercial Project Support outlines receiving and exception documentation practices that protect schedule and simplify turnover.

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How to request closeout support

Submit your request through your project contact or your quote intake request and include “Closeout” in the message. Specify the required closeout components and any formatting rules. If you need to send schedules, turnover standards, or owner requirements, email them to support@starsandstripeslighting.com so they can be matched to your project.

Document handling note: If you email documents, include the project name and location in the subject line for clean routing.

Tip: Include the PO/order number(s) and ship-to city/state in your request so we can match records to the delivered material quickly.

If your closeout packet includes photometrics, controls documentation, or reliability documentation, these resources help align what the team needs for turnover.

Buying guides that support closeout planning: Use these if your project team needs a spec reference for configuration decisions that affect documentation (IES files, DLC IDs, controls notes, and compliance records):

Note: If your project is indoor-only, the surge protection link may be optional. Keep the photometrics + controls links as the most universally relevant closeout references.

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Frequently asked questions

What is included in a closeout packet?

Common closeout packet items include approved submittals, listings/certifications, DLC IDs when applicable, IES files when applicable, controls notes as applicable, warranty documentation, and order references for traceability.

Do you provide as-builts?

As-built requirements are project-specific and depend on contract scope. We support documentation sets and part-level identification support to help maintain traceability between supplied products and closeout records when applicable.

What do you need for warranty handling?

Include the order reference, product identification/configuration, issue description, photos, and controls context (if applicable). This reduces back-and-forth and speeds correct routing.

How do we send closeout requirements or turnover standards?

Email documentation to support@starsandstripeslighting.com and include the project name and location in the subject line so it can be matched to your request.

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These pages cover the adjacent steps that typically feed into a clean closeout packet.

Buying guides (spec and compliance references): If your closeout packet requires IES files, DLC identifiers, or controls notes, these guides help lock configuration early so the final documentation matches the installed scope:

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