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.
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
Identify the current drawings
Record the reference and revision. An outdated drawing makes the scope of the check unclear.
- 2
Record each check
Describe the point measured and its project reference. Separate verified data from items still awaiting confirmation.
- 3
Explain discrepancies
Locate each issue and its possible effect on the start. Do not turn an unresolved difference into blanket approval.
- 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
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 example. Always check the facts and the requirements applying to your project.
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.