Joint Best Practice Statement - As-Built and Record Drawings - Issued October 21, 2010

Oct 28, 2026

Joint Best Practice Statement issued October 21, 2010 by the Ontario Association of Architects and the Ontario General Contractors Association. It explains best-practice expectations for preparing as-built drawings and record drawings, clarifies distinctions among record drawings, as-built drawings, and measured drawings, and outlines industry procedures. Guidance covers responsibilities for collecting field data, handling concealed conditions, required accuracy, contractor-to-architect coordination, electronic formats, documentation content, and sample statements to prevent misunderstanding about construction representation.

LanguageEnglish

CategoryResearch & Report

FormatPDF

Pages3

Reading Time8 min

AccessFree to download

Terminology and Scope

Distinctions: record, as-built, and measured drawings

Procedure for Preparation of As-Built Drawings

Contractor field data and concealed conditions

Accuracy requirements and cost considerations

Converting as-builts to electronic formats

Procedure for Preparation of Record Drawings

Client and contract planning for record drawings

Limits when general review services are not engaged

Electronic format expectations and medium definition

Content elements and statements on drawings

Joint Best Practice Statement As-Built and Record Drawings Issued October 21, 2010 This document is issued jointly by the Ontario Association of Architects and the Ontario General Contractors Association and provides information relative to best practices in regard to dealing with and preparing as-built drawings and record drawings and conveys standard industry practice in regards to both. The terms record drawings, as-built drawings and sometimes measured drawings are often confused and/or misused. Record drawings should not be mistaken for as-built drawings nor for measured drawings. As-built drawings are those prepared by the contractor as it constructs the project and upon which it documents the actual locations of the building components and changes to the original contract documents. These, or a copy of same, are typically turned over to the architect or client at the completion of the project. Record drawings are those drawings prepared by the architect when contracted to do so. These are usually a compendium of the original drawings, site changes known to the architect and information taken from the contractor’s as-built drawings. Measured drawings is the term recognized in the industry to describe the drawings prepared from on-site measurements of an existing building or space. It can be for a building to which additions or alterations will be made; or for spaces which are intended for lease and from which drawings the areas for lease purposes will be calculated. PROCEDURE for Preparation of As-Built Drawings General Contractors are responsible for creating "As Builts" from field data collected during the course of the project. Field data is defined as information collected on site while constructing the project that is not available from the contract documents, addenda, change orders, or site instructions. It is of importance that the Contractor record on the "As Builts" all field information relating to concealed conditions. Contractors may be required by the contract documents to provide a greater degree of accuracy in some areas of the as-builts. The contractor should include adequate monies for this work in their tender price. General Contractors are not responsible for the creation of record drawings and should advise any client or architect who requests something other than the standard industry practice that the contractor cannot accept this responsibility. The record drawings contain the intellectual property of the architect and should be respected. Contractors who have the capacity to use auto cad may offer to do so voluntarily, but shall also be compensated appropriately for converting as-builts to this format. Contractors should raise this issue prior to tender closing with the tender authority and ensure that any additional costs that may be required are included in their bid. PROCEDURE for Preparation of Record Drawings Architects should arrange with their clients prior to executing contracts as to requirements for record drawings at the close of the project. Architects should be advising their clients that providing “record drawings” is an additional services and the appropriate cost should be included in their fees to the client. A per diem rate is one equitable arrangement which recognizes that the extent of this service is indeterminate at the outset of the project. An architect, who is not engaged to provide general review services for both code and noncode related work, should advise their client that they are not in a position to prepare record drawings since they will not be aware of all changes during construction. It is not unusual for clients to expect record drawings in electronic format and therefore it is prudent to determine whether the client requires the architect to generate the record set of drawings, how many copies will be required as well as the medium, prior to finalizing the Client/ Architect Contract rather than leaving it for discussion at the end

FAQs

What is the difference between as-built drawings and record drawings?

As-built drawings are prepared by the contractor during construction to document actual locations and changes. Record drawings are prepared by the architect (when contracted) as a compiled set using original drawings, site changes known to the architect, and information from the contractor’s as-built drawings.

Why are record drawings, as-built drawings, and measured drawings sometimes confused?

The statement notes that the terms can be misused and should not be treated as interchangeable. Each term corresponds to a different preparation source and purpose, so mixing them can lead to misunderstandings about what the drawings represent.

What should architects and clients decide before finalizing the client/architect contract?

They should determine record-drawing requirements at project close, including format (such as PDF versus AutoCAD), number of copies, the level of detail and accuracy, and whether the record set will include transference of contractor as-built information, known site variants, and incorporation of addenda, change orders, and site instructions.

Oct 28, 2026

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