Commercial Tenant Fit-Out Checklist & SOW

Commercial Tenant Fit-Out Checklist & SOW

Fast-Fact Summary Box

• Template Type: Commercial Scope of Work & Closeout Checklist
• Governing Framework: Ontario Building Code (OBC) Section 3.8 & Municipal Zoning
• Target Trade: General Contractors & Interior Fit-Out Specialists
• Primary Operational Risk: Permit closeouts, structural boundaries, and sub-trade sign-off execution

Scope Boundaries (Who/What it applies to)

This template governs the contractual and operational boundaries between General Contractors, interior fit-out specialists, commercial tenants, and landlords. It applies directly to interior non-structural partitions, barrier-free path of travel modifications, mechanical distribution, electrical layouts, and life safety systems within designated commercial leaseholds.

This scope specifically excludes base-building structural envelope modifications, primary vertical risers, and exterior site works unless explicitly authorized by the landlord's structural engineer. The boundary lines established herein prevent unauthorized structural alterations, protect base-building integrity, and ensure clean municipal permit sign-offs at project completion.

Mandatory Deliverables & Administrative Windows

• Pre-Construction Window: Submission of approved architectural plans, mechanical/electrical engineering stamps, and municipal building permits 10 business days prior to mobilization.
• Active Construction Phase: Weekly field review reports, Electrical Safety Authority (ESA) connection authorizations, and daily hot-work logs.
• Closeout Window: Submission of as-built drawings, air/water balancing reports, fire alarm verification certificates, and occupancy permits within 15 business days of substantial performance.
• Handoff Point: Formal joint walkthrough and deficiency list compilation executed by the General Contractor, tenant, and landlord representative.

Ontario Regulatory Compliance Notes

All fit-out designs and construction activities must strictly comply with Ontario Building Code (OBC) Section 3.8 (Barrier-Free Design) to ensure universal accessibility, including door widths, turning radii, and washroom configurations. Municipal zoning compliance must be verified to prevent non-conforming use violations during occupancy permit applications.

Under the January 1, 2026 Ontario Construction Act amendments, the following payment and closeout controls apply to all contracts and subcontracts:

• Proper Invoices: Invoices are legally deemed proper unless the owner gives a formal written notice of deficiency within 7 days after receiving the invoice. Missing the 7-day notice window forfeits the right to dispute invoice form or structure and starts the 28-day prompt-payment timeline.
• Annual Holdback Release: For contracts extending beyond one year, owners must publish a Notice of Annual Release of Holdback (Form 6) on an electronic construction trade news website within 14 days after each contract anniversary. Payment of the accrued basic holdback must occur no earlier than day 60 and no later than day 74 after publication, provided no liens are preserved.
• Repeal of Section 27.1: The former section 27.1 notice-of-non-payment mechanism for refusing holdback distribution due to deficient or incomplete work is repealed. Holdback use is restricted to formal contract abandonment or termination scenarios and preserved lien risk.
• Interim Adjudication: Parties have a strict 90-day window after contract completion, abandonment, or termination to initiate interim binding adjudication through ODACC or a qualified private adjudicator.

Form/Sign-off Requirements

• Architectural & Engineering Sign-off: Stamped approval on all partition and MEP layouts prior to drywall boarding.
• Sub-trade Statutory Declarations: Signed Form 21 (Statutory Declaration) from all major sub-trades confirming payment prior to progress draw releases.
• Change-Order Acknowledgement: Written authorization signed by both the Tenant's Authorized Representative and the GC Project Manager before executing out-of-scope work.
• Municipal Inspection Sign-off: Completed inspector signature on the building permit card for framing, insulation, and final occupancy.
• Record Retention: All project records, permits, and payment certificates must be retained for a minimum of 7 years to comply with provincial tax and liability frameworks.

Official Verification Sources

• Ontario Construction Act, R.S.O. 1990, c. C.30
• O. Reg. 304/18 (Procedures and Forms)