The job is done. The mulch looks great. Now you need to hand over a closeout package that protects you and gives the client what they need for their records.
A proper closeout package does three things: proves you did the work correctly, gives the client documentation for their files, and positions you as the obvious choice when they need surfacing again.
Photos at Each Stage
Document the work as you go, not after. Take photos of:
Before: The existing condition. Bare spots, debris, whatever you are fixing. This shows what you started with.
During: Sub-base and drainage layer if applicable. Any remediation work. Equipment in place during install.
After: Completed surfacing from multiple angles. Depth probe measurements. Containment borders. Any areas that had special attention.
Date-stamp your photos. Most phones do this automatically. If yours does not, enable it before the job starts.
Mulch Certificates of Compliance
Your mulch supplier should provide certification documents. For IPEMA-certified EWF, this includes the certificate showing ASTM F1292 and F2075 compliance.
Include a copy in the closeout package. Clients need this for their records. Schools and municipal facilities often require it for their files. Insurance auditors may ask for it.
If your supplier does not provide certificates, find a supplier who does. Uncertified material leaves you exposed.
Depth Test Documentation
Measure depth in multiple locations and record the results. Use a form or create your own template:
Location | Equipment Type | Required Depth | Measured Depth | Pass/Fail
Minimum five measurements: center of play area, under highest equipment, under swings, two high-traffic exits. More is better.
Take a photo of each depth measurement showing the probe and the reading. These photos plus your recorded data prove compliance at handover.
Warranty Paperwork
Include your warranty terms in writing. Be specific about what is covered:
Coverage period. What conditions void the warranty. What maintenance the client must perform to keep the warranty valid.
Many contractors offer a one-year warranty on workmanship. Material warranties come from the supplier. Make clear which is which.
Maintenance Schedule Handoff
Give the client a maintenance schedule in writing. Include:
Weekly: Visual inspection for debris, bare spots, foreign objects.
Monthly: Rake and redistribute mulch from low-traffic to high-traffic areas.
Quarterly: Depth check in high-traffic areas.
Annually: Full depth inspection and top-off assessment.
Clients who follow a maintenance schedule stay compliant longer. Clients who neglect maintenance call you for emergency resurfacing. Give them the information; what they do with it is on them.
Contact Info for Future Orders
Include a page with your contact information and pricing notes. Make it easy to reorder:
"For top-off material or additional surfacing needs, contact [name] at [phone] or [email]. Reference project [number] for pricing on the same material."
This is not just customer service. It is lead generation for future work. The closeout package stays in their files. When they need surfacing again, your info is right there.
What GCs and Owners Expect
General contractors want documentation that proves the work meets spec. Include spec sheets, test results, and photos that match the drawings.
Facility owners want records for their liability files. Include certificates, warranty documents, and maintenance schedules.
Schools and municipalities may have specific closeout requirements. Ask during the bid process so you know what to include.
The Bottom Line
A closeout package takes 30 minutes to assemble. It proves you did the work right, protects you if questions come up later, and keeps you top of mind for future projects. Skipping it saves no time and costs you credibility.