Everything an ITF contract puts in your hands
Every document, what is on it, when it arrives and who signs it, from the first walkthrough to the annual review.
- Before you sign
- Asset register · draft scope · defect list
- Draft scope
- Three working days after the walkthrough
- Every task
- A closed work order with photographs, time and name
- Every month
- The evidence pack, in the first week
Every ITF FM contract produces a fixed set of documents: the survey pack, the mobilisation plan, the PPM schedule, a closed work order with photographs for every task, registers per asset type, the monthly evidence pack, the review action list and the annual review note. This page shows what is on each one and when it lands.
- 01 Enquiry
- 02 Site survey
- 03 Scope and quote
- 04 Mobilisation
- 05 Planned schedule
- 06 Execution
- 07 Monthly report
- 08 Management review
- 09 Next cycle
Everything an ITF contract puts in your hands sits at step 7 of the fm operating cycle. You receive the monthly evidence report.
The work happened. The evidence did not.
Most FM disputes are not about work that was skipped. They are about work nobody can prove.
A technician serviced the unit, ticked a sheet, and the sheet went into a van. Six months later an auditor, an insurer or a tenant asks, and the answer is an apology.
So every promise on this site ends in a document. If it is not listed on this page, we do not claim it.
Twelve documents, in arrival order
| Document | What is on it, and who signs | When it lands |
|---|---|---|
| Asset register | Every critical asset: tag, class, location, condition, criticality. Signed by the ITF surveyor. | After the survey, before you sign |
| Draft scope | Lines, frequencies, exclusions and the delivery model per line. Issued by ITF. | Three working days after the walkthrough |
| Defect list | What we found, with photographs and a priority. Signed by the ITF surveyor. | With the scope |
| Mobilisation plan | Tasks, owners and dates to day 30. Agreed with you. | Within days of signing |
| Handover gap list | What the outgoing provider did not hand over, dated. Issued by ITF. | Days 1 to 7 |
| Escalation matrix | Who is called, in what order, for each priority. Signed by ITF and your facilities lead. | Day 1 |
| Annual PPM schedule | Assets down the side, twelve months across. Drafted before mobilisation, confirmed with you after asset verification. | Confirmed within two weeks of verification |
| Work order record | One per task, planned or reactive. Signed by the technician and the supervisor. | Every task |
| Registers | Asset, device, filter, emergency lighting, leak, tank, pest, chemical and vendor. Kept by the supervisor. | Live, updated at every visit |
| Monthly evidence pack | The month assembled from the work orders. Signed by the account manager. | First week of the following month |
| Review action list | Decisions with an owner and a date. Signed by both sides. | After each monthly review |
| Annual review note | Intervals moved, assets changed, and the reasons. Issued by ITF. | At the contract anniversary |
Registers that stay live
Kept current at the visit rather than rebuilt at month end, and readable by you at any point.
Asset register
Every asset with its tag, class, interval and condition. Updated at every visit and every change.
Device register
Every fire alarm address and its last test date. Updated at every rotation visit.
Filter register
Size, grade and change date per unit. Updated at every filter change.
Emergency lighting register
Every fitting with its monthly and annual results.
Leak register
Every leak logged against its riser or zone, with the cause.
Tank record
Inspections, cleans, disinfection and sample results, per event.
Pest site map and trend report
Monitoring points and catch data per point, recorded every visit and trended quarterly.
Chemical usage log
Product, rate, area and operator for every application, with the safety data sheet.
Vendor register
Every contractor, their scope, their documents and the expiry dates.
Anatomy of the monthly pack
Generated from the work orders and in your hands in the first week of the following month, section by section.
- 01
Page one
Planned against completed, reactive calls by priority and open items by age, in one view.
- 02
Missed and deferred
Every task that did not happen, named, with the reason and the new date.
- 03
- 04
Repeat failures
Assets with more than one failure in the period, with the history attached.
- 05
Defects outside scope
Photographs, a recommendation and a priority you can put in a budget.
- 06
Parts and consumables
Used against the allowance, per asset.
- 07
Specialists and expiries
Visits by managed specialists, and any document expiring in the next ninety days.
- 08
Photo appendix
A sample of closures with their evidence, chosen by rule rather than by us picking the good ones.
- 09
Next month
The planned work, so you can see what is coming.
A typical audit month
A food plant in Dammam 2nd Industrial City has a retailer audit in eight weeks. The last audit raised findings on pest records and on drainage, and the technical manager does not want to assemble evidence from three contractors again.
From mobilisation, the plant's FM records are filed where its technical team keeps its prerequisite programmes: the pest site map and trend report, the area cleaning schedule with its verification log, the drainage cycle record, the glass and brittle plastics register kept alongside the fabric defect list, and the chemical usage log with safety data sheets. Each month's pack goes into the same folder.
On audit day the technical manager opens one folder. The auditor asks for the pest trend since mobilisation and the verification results for the high-care area, and both are there with the dates and the names.
How an auditor judges the whole system is the auditor's call. What the plant holds is a folder where nobody is searching for a document while the auditor waits.
The record underneath
Inside a work order record
One per task, planned or reactive. A record missing its required photographs cannot be closed: it stays open, and it shows as open in your view.
- Ticket number, asset tag and location
- Priority and the five clock times, where reactive
- The checklist used and its version
- Readings taken, as values
- Parts and consumables fitted
- Photographs before and after
- The technician's name and the times scanned in and out
- The supervisor's sign-off
- The reason, if the task was deferred or not completed
How photographs are taken
Before and after from the same position, so the comparison means something. The asset tag or a location marker in frame. A meter photographed so the reading is legible. Failed items photographed as found, before anyone touches them. Timestamps intact, originals unedited, no stock images and no photograph reused from another visit. These rules are written into the checklists, because a photograph that could have been taken anywhere proves nothing.
Questions about the record
Can the pack follow our format?
Yes. If your auditor, landlord or head office expects a particular layout, we map the pack to it. The record underneath does not change.
Can our auditor see the system directly?
Yes, with read access for a period you set. Some clients prefer to hand the auditor the folder instead. Both work.
What if a document on this list is missing one month?
Then that is a finding against us, and it goes on the review agenda like any other miss. The list on this page is what you should hold us to.
Who signs the work order?
The technician who did the work and the supervisor who checked it. Their names and the scan-in and scan-out times sit on the record, so a closure can be traced to a person and a time.
Where the documents come from
SLA and KPI
How the KPI page in the monthly pack is counted.
Read moreFMEvidence OS
The system that holds the work orders and assembles the pack.
Read moreFMMobilisation
The documents of the first thirty days, from the plan to the first pack.
Read moreConsultDocument control
Making FM records sit correctly inside your own document control.
Read morePart of one system
Every division keeps records to the same standard, so the second one you need works the way the first one did.
Book a site survey
The first three documents on this page arrive before you sign: the asset register, the draft scope and the defect list.