How to hand over electrical paperwork without losing control
Build a job record for certificates, DNO paperwork, EV grants, MCS records and building control. Know what admin can prepare and what needs your approval.
Start the paperwork before the last day on site
If the job finishes with photographs on one phone, results in a notebook and the customer’s details in a message, the paperwork becomes another evening’s work. I would set up the job record as soon as the work is agreed.
Use one job reference across the quote, site notes, photographs and paperwork. Record the customer, installation address and responsible electrician. Put a list of the paperwork needed against that job, with an owner for each part.
Keep separate tasks separate
An electrical certificate, a building control notification and a grant claim are different records. A certificate being sent does not prove that the other tasks have been completed.
Give each task its own status: information needed, prepared, awaiting technical approval, submitted, queried or confirmed. Save the reference or receipt when a submission succeeds. A button being clicked is not a useful completion record.
- Certificate preparation, technical review and customer delivery.
- DNO application or notification, with its reference and response.
- Any applicable grant evidence, claim and query handling.
- MCS records where the job falls within your certification scope.
- Building control notification through the appropriate route.
Check the DNO route before planning the submission
Identify the network operator, proposed equipment and connection arrangement early. Use the current operator guidance to establish the right application or notification route and timing. Do not put every job into a generic “send G98 after completion” routine.
ENA’s installer service provides a route for domestic low-carbon technology connection applications. Its guidance directs non-domestic installations to the relevant G98, G99 and G100 forms. The technical requirements and approval points still need checking for the actual installation.
Admin can gather the information, prepare the paperwork and follow up a query. Equipment suitability, design information and permission to proceed must come from the responsible technical person and the network requirements.
For EV grants, check eligibility before promising the discount
OZEV authorisation, the particular scheme and eligible equipment matter. The current authorisation guidance says only installations carried out after authorisation are eligible for its grant funding. The Workplace Charging Scheme also requires an authorised installer to claim.
Put the scheme name and the current guidance link in the job record. Check the customer and site requirements before quoting a grant as available. Keep the required declarations, installation evidence and claim reference together. Avoid using an old checklist just because the last claim went through.
When a claim is queried, record what is missing, who will supply it and when you will check again. Do not close the task because the first application has been sent.
Keep your approval in the process
Certificate preparation can include entering confirmed job details, organising evidence and checking for missing information. The responsible electrician needs to verify the technical content and provide the appropriate sign-off. Admin must not invent test results, select an outcome or sign in somebody else’s name.
Registered competent person schemes allow installers to self-certify specified work within their scope. Confirm the correct route for the job, then track the notification separately from the electrical certificate. For MCS work, use the current requirements of your certification arrangement and keep the installation record and certificate reference with the job.
Give the desk a clear handover
Write down which records can be prepared, which need approval and who can submit them. Agree how missing details come back to you. Give access through the provider’s appropriate permissions rather than letting somebody impersonate the technical signatory.
For an illustrative job handover, you might say: “Customer details and site photos are filed. Test results need my review. Prepare the certificate for approval, check whether notification is outstanding, then send the approved customer documents and save the delivery record.”
That is the work we can help organise. You do the technical work and approve what needs your judgement. We keep the records moving, surface the missing pieces and make it clear what is still outstanding.