Door As-Built & O&M Documentation Pack India 2026 — The closeout document pack handed over for doors — as-built schedules, datasheets, warranties, fire-door certificates, keying schedule, care notes and spares.

Folder of door closeout records laid out on a site table beside a flush door — schedules, datasheets, certificates and a key register

Door as-built documentation is the closeout pack handed to the building owner and facilities team for every door on a project: the as-fitted door and ironmongery schedules, product datasheets and warranties, fire-door certificates, the keying schedule, care and maintenance instructions, and a spares list. It is the difference between a facilities manager who can order the right closer in five minutes and one who has to strip a door to read a worn-off stamp. On Indian contracts the door pack is part of the wider Operation & Maintenance (O&M) manual and is usually a condition of practical completion and of releasing retention. This guide explains why the documentation matters, what belongs in the pack, and how to compile it cleanly. It sits in the handover layer of the fitting cluster; for the full picture start at the complete door guide, and pair it with the door handover guide.

Why facilities teams need the pack

A door is a system — leaf, frame, hinges, lock, lever, closer, seals — and almost every part is a consumable that will one day need replacing or re-ordering. Without records, the facilities team loses the model numbers, the fire ratings, the supplier contacts and the warranty cover. The consequences are not trivial: a fire door re-fitted with the wrong, non-tested hardware loses its rating and its life-safety function; a warranty lapses unclaimed because nobody kept the invoice; a master-key system is compromised because the keying schedule was never handed over. On public and institutional work the pack is also a compliance artefact — NBC 2016 and IS 3614 expect fire-door records, and CPWD and IS 1200 specifications tie measurement, workmanship and handover documentation to payment. The as-built pack is what lets the building be operated, not just opened.

As-built versus design — record what was actually fitted

The key word is as-built. During construction, doors get substituted, hardware sets get value-engineered, handings change on site. The as-built schedule must reflect what is physically in the wall on handover day, not the original tender drawing. Mark up the design door schedule and ironmongery schedule with every site change, then reissue them "As-Built" with a revision and date. A schedule that still shows the superseded lock is worse than none — it sends the next person to order the wrong part.

What the door O&M pack contains

The diagram below maps the seven core sections of a door as-built pack and how they feed the facilities team.

Each section earns its place. The table below is the master checklist you can lift straight into a closeout cover sheet.

#	Section	What it must contain	Primary user
1	As-built door schedule	Every door by reference: location, size, leaf type, material, fire rating, handing, frame, finish — as fitted	FM, asset register
2	As-built ironmongery schedule	Per door-set: hinges, lock, lever, closer, seals, bolts, stops, finishes — actual models	FM, procurement
3	Datasheets & warranties	Manufacturer cut-sheets, IS/declaration of conformity, warranty cards, invoices, start/expiry dates	FM, claims
4	Fire-door certificates	Certificate/test reference per FD set, installer declaration, gap/seal record, signage confirmation	Fire officer, audit
5	Keying schedule & key register	Master/sub-master hierarchy, key codes, quantities issued, who holds what	Security, FM
6	Care & maintenance notes	Cleaning, lubrication, closer adjustment, inspection intervals, do-nots	FM, cleaning team
7	Spares & supplier list	Recommended spares held, part numbers, supplier names/contacts, lead times	Procurement

The as-built schedules (sections 1 & 2)

These are the spine of the pack. The door schedule lists every leaf; the ironmongery schedule lists every piece of hardware on each door-set with its actual model and finish. Build them from the marked-up site copies, cross-checked against the door numbering and tagging so each row keys to the physical tag and the drawing. Keep the handing column honest — verify it against the door handing schedule, because a wrong handing in the record costs a wasted lock order years later.

Fire-door certificates and the keying schedule (sections 4 & 5)

Fire-door records are the life-safety core of the pack. For each fire door-set, include the certificate or test reference for the tested assembly, the installer's declaration that it was fitted as tested (gaps ≤3mm, continuous intumescent and smoke seals, fire-rated hinges, self-closer, "Fire door — keep shut" signage), and the as-built gap/seal record. Cross-reference the fire-door rating schedule and the install record in fire-door installation compliance, and point the FM at fire-door maintenance and inspection for the ongoing duty. The keying schedule documents the master/sub-master hierarchy, key codes and quantities; it travels with — but is distinct from — the physical door key handover, which records who actually received which keys.

How to compile the pack — a workable method

Do not leave documentation to handover week. Collect as you go and the pack assembles itself.

Stage	Action	Output toward the pack
Procurement	File every datasheet, conformity declaration and invoice as ordered	Sections 3, 7 seeded
Delivery	Log actual products received against the schedule; note substitutions	As-built mark-ups start
Fitting	Record handing, gaps, fire-door seal/sign checks per door	Sections 1, 2, 4 data
Snagging	Capture warranties activated, defects cleared	Cross-link to defect liability
Pre-handover	Reissue schedules "As-Built rev — date"; collate certificates and keys	Full draft pack
Handover	Index, sign, issue digital + hard copy; brief the FM	Accepted O&M pack

Keep it digital-first — searchable PDFs in a structured folder, plus one indexed hard copy where the contract or CPWD spec demands it. A consistent index and revision block makes the pack usable; a heap of loose cut-sheets does not. The door handover pack generator assembles a structured index and cover sheet from your schedule, and the door key schedule builder produces the keying section. Tie the whole pack to acceptance and the defect liability period (DLP, commonly 6–12 months in India) through the door acceptance criteria and door defect liability records, so warranty and snag-rectification obligations are traceable. Be honest about effort: a clean pack for a large building is days of work — budget for it, or it gets skipped and the FM pays later.

India site realities and the must-keep records

On Indian projects the documentation discipline is the weak link: mixed-skill labour rarely logs substitutions, monsoon and dust damage paperwork left on site, and product stamps wear off. So treat the records as deliverables with the same rigour as the doors. The non-negotiable keeps are the fire-door certificates (a missing one means a door cannot be proven compliant in an audit), the warranties with their start and expiry dates and invoices (GST on hardware is generally 18% — keep tax invoices), and the keying schedule (lose it and a master-key system must be re-suited at real cost). Where the contract follows CPWD / IS 1200, the O&M documentation is contractually tied to completion and final payment. When a record is genuinely lost, say so and reconstruct it from the supplier rather than guessing — an invented fire rating is a life-safety lie, not a paperwork shortcut. Done well, the as-built pack closes the loop from the door handover guide and gives the building a maintainable, provable set of doors.

Frequently asked questions

What is door as-built documentation?

It is the closeout pack handed over for every door on a project, recording what was actually fitted: as-built door and ironmongery schedules, product datasheets and warranties, fire-door certificates, the keying schedule, care and maintenance instructions, and a spares list. It forms the door section of the building's O&M manual and lets the facilities team operate, maintain, re-order and prove compliance.

Why does it say "as-built" rather than just the design schedule?

Because doors and hardware change on site — substitutions, value-engineered sets, handing corrections. The pack must record the physical reality on handover day, not the superseded tender drawing. Mark up the door schedule and ironmongery schedule with every change and reissue them "As-Built" with a revision and date.

What fire-door records must the pack contain?

For each fire door-set: the certificate or test reference for the tested assembly, the installer's declaration that it was fitted as tested, the as-built gap and seal record, and confirmation of "Fire door — keep shut" signage, aligned to NBC 2016 and IS 3614. A missing fire-door certificate means the door cannot be proven compliant in an audit. See fire-door installation compliance.

Is the keying schedule the same as the key handover?

No. The keying schedule documents the master/sub-master hierarchy, key codes and quantities — the system. The door key handover records who physically received which keys on the day. Both belong in the pack, and you can build the schedule with the door key schedule builder.

When should I start compiling the pack?

From procurement, not handover week. File every datasheet, conformity declaration and invoice as you order; log actual deliveries and substitutions; record handing, gaps and fire-door checks during fitting. Then at pre-handover you reissue the schedules as-built and collate certificates and keys, instead of reconstructing everything under deadline pressure.

How is the pack linked to warranties and the defect liability period?

The datasheets and warranty section records each product's cover with start and expiry dates and the tax invoice, so claims are traceable. The pack ties to the defect liability period (commonly 6–12 months in India) through the door acceptance criteria and door defect liability records, keeping snag-rectification and warranty obligations enforceable.