How to build the right FDV documentation – from quotation to handover
Created December 2025, Reading time: approx. 2-3 minutes
Category: Construction
Target group: Contractors, project managers, construction managers, health and safety managers and performing trades
FDV from the contractor's perspective
For contractors, FDV is primarily part of the delivery . The FDV documentation should show what has been delivered, how it has been performed, and that the solution is in accordance with the contract, design and regulations. Yet FDV is often treated as a final task – which creates unnecessary stress, deficiencies and rework.
In practice, good FDV for the contractor is a result of good project execution . When FDV is built continuously throughout the project, the handover becomes orderly, efficient and predictable – for both the contractor and the client.
What does FDV mean for contractors and executors?
FDV is not just about documents – it is about traceability, responsibility and quality . For implementing actors, FDV means:
documentation of what has actually been delivered
correspondence between the designed and implemented solution
basis for handover to the client and operation
reduced risk of complaints and disputes
When FDV is missing, it is often the contractor who has to spend time afterwards to “reconstruct” documentation. This is both costly and unnecessary.
Why does FDV often become a challenge in projects?
The most common causes are:
FDV starts too late
documentation is stored scattered in emails, folders and private files
images, checklists and changes are not collected in a structured way
responsibility for FDV is unclear in the project
The result is that FDV becomes a separate mini-project at the end – instead of a natural part of the implementation.
When does FDV start in a project?
The short answer is: earlier than many people think .
FDV should start when the project is planned – not when it is finished. Any information recorded early can be used later if it is structured correctly.
FDV built step by step – the contractor's perspective
1. Calculation and quotation – the basis for FDV
Choices made in the calculation phase affect both execution and FDV:
products and solutions
assumptions and scope
documentation accompanying the delivery
When calculation bases, notes and documentation are collected in a structured way, it becomes easier to pass on the correct information to the project. Here, solutions such as my calc can be used as an early collection point for calculations , documentation and images – so that the FDV does not have to be rebuilt later.
2. Project establishment – structure before production
When the project is established, document flow and structure should be in place:
drawing basis
HSE/QS
checklists and routines
roles and responsibilities
Good structure at the beginning makes it easier to collect the right documentation along the way – and reduces the risk of incorrect versions and missing files.
3. Implementation – FDV is built on site
It is during the implementation phase that the FDV actually comes into being. This is documented here:
execution with pictures
controls and checklists
deviations and changes
compliance and completion report
When this is recorded continuously, while the work is being carried out, the documentation becomes both more accurate and less time-consuming. System support for document flow and collaboration makes this considerably easier.
In this phase, project management tools like my project are often used to:
document management and version control
interaction between contractor, consultants and client
structured storage of project data and changes
4. Handover – FDV as a finished result, not a rush job
When FDV is built continuously, handover is not a separate project – but a quality assurance. The documentation is already:
structured
complete
traceable
This gives:
faster delivery
fewer defects
better relationship with the builder
lower risk afterwards
FDV from the contractor's perspective
For contractors, FDV is about more than “delivering documents.” It is about:
to document correct execution
to ensure verifiability
to provide a complete basis for operation
When FDV is handled professionally, it becomes part of the contractor's quality seal – not just a contract requirement.
Manual processes vs. system-supported FDV
Manual solutions can work in small projects, but often create problems when:
the projects are getting bigger
several actors are involved
documentation should be reused
System-supported FDV provides:
better structure
less duplication of work
clear responsibility
higher quality of delivery
For the contractor, this means better control over the project – and less rework in the final phase.
The interaction between contractor and client
In many projects, the client or owner owns the project hotel. For the contractor, this means that the FDV must not only be produced, but also delivered into the client's structure .
When the contractor's documentation is built systematically from the start, this interaction becomes easier – and the transition from project to operation more seamless.
Summary – FDV for contractors and executors
FDV is part of the delivery
FDV should be built continuously, not at the end
Good structure results in better quality and less risk
System support makes FDV manageable in practice
👉 Good FDV is good project implementation .
Want to see how this can work in practice?
Many contractors choose system support to ensure consistency from calculation to finished project. Solutions such as my calc and my project can be used as examples of how documentation, project management and FDV can be built up without unnecessary duplication of work.
👉 Read more about my calc and my project
👉 Book a demo
👉 See how FDV can become a natural part of the project