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Guidance for construction records in Spain

Setting-out records: what to document before works begin.

Stop reconstructing checks from scattered drawings and notes. Dictate what you observed and prepare a draft to verify against the project.

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Setting-out record

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What is a setting-out record?

It records checks made when transferring the project onto the site: reference points, axes, levels and conditions affecting the start. It identifies what was checked, which drawings were used and which differences remain unresolved. It is not simply a statement of intent or automatic permission to build.

When to use this document

  • When checking the setting out against the project drawings.
  • When differences in levels, alignments or site conditions arise.
  • Before recording the agreed conditions for starting the works.

What to include in a setting-out record

  • Project and site identification, with the current drawing revision.
  • Check date and participants with their roles.
  • Axes, alignments, levels and reference points actually checked.
  • Observed site availability and conditions within the scope of the check.
  • Specific discrepancies, reservations or obstacles, with supporting photos or sketches.
  • Decisions by competent parties, outstanding points and appropriate signatures.

How to prepare the setting-out record

  1. 1

    Identify the current drawings

    Record the reference and revision. An outdated drawing makes the scope of the check unclear.

  2. 2

    Record each check

    Describe the point measured and its project reference. Separate verified data from items still awaiting confirmation.

  3. 3

    Explain discrepancies

    Locate each issue and its possible effect on the start. Do not turn an unresolved difference into blanket approval.

  4. 4

    Review decisions and signatories

    Check conclusions with the competent team and the applicable procedure. The draft cannot authorise the start on its own.

Common mistakes

  • Assuming all contracts use the same setting-out procedure.
  • Copying a compliance statement while omitting reservations.
  • Leaving out the drawing revision or the precise location of a discrepancy.

Content example

Setting-out record

Check

Axes A–C are reviewed against setting-out drawing R-02 provided by the team.

Issue

A difference is observed in the entrance reference level. Pending verification by the supervising professional.

Decision

The supervisor will confirm the level before the entrance works proceed.

Fictional, shortened example. Not a valid document for signature or certification.

What to check in Spain

For building works covered by Spain's LOE, articles 11–13 assign signing duties for the setting-out or start record to the agents identified there. Public works contracts have a specific checking procedure under article 237 of the LCSP. Do not automatically apply public procurement rules to a private project.

References to check

Practical guidance from DocuSite. Not an official form or a substitute for review by the responsible professional or the requirements applicable to your project.

Before you decide

Questions about this document

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What is a setting-out record?
It records checks of the site setting out against the project and the circumstances or decisions arising from those checks. Content, effects and signatories depend on the contract and applicable requirements.
Does the draft automatically authorise work to start?
No. DocuSite drafts from the information provided. Authorising or setting conditions for work is a decision for the competent parties under the applicable procedure, not for AI.
Can I record differences from the drawing?
Yes. Include the drawing reference, check performed and observed difference. Make sure the draft does not present an observation awaiting verification as an approved decision.
Is there one official template for every project in Spain?
No universal template is provided here. Check the contracting authority's procedure for public works and the requirements of the relevant contract. The DocuSite download template is not available yet.

Other records for your project

Site visit minutesConstruction photo reportSnagging record with checklistProject closeout record

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