How to Use: Principal Contractor Building Regs Compliance Declaration (Non–High Risk Buildings)

Purpose and outcome

This declaration is a signed statement from the Principal Contractor (PC) to the client at practical completion. It confirms that you have planned, managed and monitored the work and that, to the best of your knowledge, the finished work complies with the Building Regulations for a non–Higher-Risk Building.

Good completion looks like: the form is fully filled in, signed, and dated; the evidence pack is attached (or clearly referenced); any changes are recorded through change control; and you are not relying on “we’ll get the cert later” for anything that affects compliance.

Important (plain English): The declaration is a legal statement that the work complies. If compliance-critical testing/commissioning or certificates are missing (e.g., ventilation commissioning where required), you should not sign yet. Building Control are likely to reject the completion notice if the declaration can’t be supported.

Who uses it (roles and responsibilities)

When to use it (workflow and timing)

• Start preparing 2–4 weeks before practical completion (earlier on bigger jobs). This avoids last-minute certificate chasing.
• Complete and sign at practical completion only when compliance-critical work is complete and you have the key evidence to back up the declaration.
• Issue to the client at handover with the evidence pack references.
• If compliance-critical items are missing: hold the declaration (and, in practice, your “completion” position) until they are resolved. Do not sign and hope it catches up later.

Before you start (what you need ready)

Minimum info

• Project name and site address (as per Building Control application).
• Client details and PC details (company and named person signing).
• Building Control Body name and reference number (LABC or Registered Building Control Approver (RBCA)).
• Key dates: start, PC appointment, practical completion.
• Confirmation the job is not a Higher-Risk Building (if unsure, stop and confirm).

Evidence (must be in place before you sign)

• Latest issued drawings/specs (or the agreed scope on small jobs).
• Approved changes and how they were agreed (emails, sketches, revised drawings, change log entries).
• Photos of hidden works before close-up (structure, insulation, fire stopping, drainage runs, membranes).
• Inspection/check sheets or an ITP record (even if it’s simple).
• Building Control visit notes/emails and any items raised, with close-out proof.
• All compliance-critical test/commissioning evidence that applies (examples: electrical certification, Gas Safe, ventilation commissioning where required, alarms commissioning where required, drainage test results where required).
• Product/system evidence where it matters (fire stopping systems, insulation, windows/doors, structural items, membranes).

Quick test: If Building Control asked you today, “Show me how you know it complies,” could you put your hand straight on the proof? If not, pause and fix the gap before signing.

How to complete it (step by step)

1. Section 1 – Project details: Fill it in exactly as Building Control know the job (address, reference). If the client name differs from the property owner, make it clear.

2. HRB check (important): Confirm it is non–Higher-Risk Building. If it’s HRB, do not use this template—switch to the HRB process and documentation.

3. Section 2 – Declaration: Read it before signing. Only sign when you are satisfied you have reasonable evidence and control for what you delivered.

   • If compliance-critical commissioning/testing is not complete, do not sign. Get it completed first.

4. Section 3 – Key control measures: Tick what you actually did and write where the proof is (e.g., “Site diary week 12”, “Photos folder”, “ITP sheet 3”, “BC email dated…”).

   • Only tick items you can support with records.

5. Section 4 – Evidence pack checklist: Tick and reference what you are attaching, including a folder path or paper file label. Use clear names and dates.

   • Good reference example: Handover Pack \ 04 Certificates \ Vent_Commissioning_2026-03-01.pdf

6. Section 5 – Design deviations/substitutions: Only list changes that were approved through your agreed change control route and are confirmed to remain compliant.

   • For each change: state what changed, why, the approval reference, and a short compliance note (why it still meets Building Regs).

7. Section 6 – Known limitations/outstanding items: Use this for non-compliance-critical outstanding items only (typical snagging), not missing compliance evidence.

   • Acceptable examples: minor paint touch-ups, small trim adjustments, final clean, a missing door stop, a cracked tile being replaced (where it doesn’t affect fire/escape/waterproofing), minor landscaping, non-safety-critical cosmetic finishes.
   • Not acceptable to leave outstanding: fire stopping completion/records, ventilation commissioning where required, gas/electrical certification, structural sign-off where required, critical drainage testing, anything that affects means of escape or Part B measures.
   • Write “None” if there are no outstanding items.

8. Section 7 – Sign-off: PC signs and dates. Get the client to sign the receipt section where possible (recommended).

9. Section 8 – Quick compliance reminder: Use this as your final walk-through prompt. It’s not a full audit, but it catches common “end of job” misses (fire stopping, insulation continuity, ventilation set-up, drainage details, etc.).

Review and approval (what checks to do before signing)

• PC review (mandatory): the person signing should confirm the evidence pack supports the compliance statement. Spot check:
  • Fire safety: fire stopping complete, recorded, and matches the specified system/product.
  • Thermal/energy & ventilation: insulation evidence and any required commissioning/testing is complete and filed.
  • Structure: correct sizes/bearings/fixings; engineer details and sign-offs where applicable.
  • Certificates: electrical/gas/other required certificates present (not “promised”).
  • Building Control: any items raised are closed out with proof.
• Design change confirmation (as needed): if changes were made, confirm they were approved and recorded. Don’t rely on verbal agreements.
• Escalation point: if you find missing compliance-critical evidence, pause signing and escalate to the subcontractor/designer immediately. If needed, delay “completion” until it’s resolved.

Recordkeeping (storage, control, retention)

What to file together

• Signed declaration (PDF scan if signed on paper).
• Evidence pack (certificates, photos, inspection records, Building Control notes, change control).
• As-built information and O&M/warranties where applicable.

Where to store it

Keep it in the project handover folder (digital) and/or the job file (paper). Use a consistent location so you can find it quickly if Building Control or the client asks later.

Version control

• Name the file with the site, document title, and date (e.g., 12HighSt_PC_BuildingRegs_Declaration_2026-03-05.pdf).
• If you re-issue, mark it clearly as Rev A / Rev B (or “v1/v2”) and keep previous copies for traceability.

Retention

Keep it long enough to answer Building Control queries, client questions, warranty issues, and any later dispute. Follow your company policy and any contract/client requirements.

How often to review or update

• During the last month: review weekly as you close out snags and collect certificates.
• On major change: update the deviations/substitutions record and evidence references.
• At practical completion: final check, then sign and issue.
• If you have to delay signing: keep the draft ready, but do not sign until compliance-critical items and evidence are complete.

Common mistakes (and how to avoid them)

• Mistake: signing while compliance-critical evidence is still outstanding.
  Avoid: treat missing commissioning/certificates as a stop point. Chase, complete, and file the evidence before signing.

• Mistake: using the “limitations/outstanding items” section to park compliance issues.
  Avoid: only list genuine non-critical snags there. If it affects Building Regs compliance, it must be fixed/commissioned first.

• Mistake: ticking controls you didn’t actually do.
  Avoid: only tick where you can point to a record (site diary, photo folder, checklist, email).

• Mistake: unrecorded substitutions (“we swapped it on the day”).
  Avoid: run changes through change control, especially anything affecting fire, structure, thermal, ventilation, drainage, or escape routes.

• Mistake: missing ‘before close-up’ evidence.
  Avoid: set simple hold points (e.g., “no plasterboard until insulation and fire-stopping photos taken”).

• Mistake: treating this as the completion certificate.
  Avoid: remind the client that Building Control issue the completion certificate; your declaration supports that process.

Worked scenario (quick example)

Job: Domestic rear extension and internal refurb. Non-HRB. Building Control through local authority (LABC).

• Two to three weeks before practical completion: Site Manager sets up the evidence pack folders, pulls the latest drawing revision, checks what commissioning/certificates are required, and starts chasing anything missing (electrical, ventilation, alarms as applicable).
• One week before practical completion: Fire stopping is checked and photographed; insulation photos are labelled; Building Control items raised are closed out with proof. A late product substitution (e.g., window spec) is recorded through change control with the approval email and the compliance note.
• Practical completion day: All compliance-critical commissioning/certification is in the pack (not “to follow”). Only minor snagging remains (paint touch-up and a missing trim). PC completes the declaration, lists those minor snags in the outstanding items section with dates, signs, and hands it to the client for receipt.
• After completion: Minor snags are finished and photos/notes are filed in the handover pack (no change to the compliance declaration needed unless something compliance-critical changes).