What Is an O&M Manual?
By Wyatt Cooper · Published · 3 min read
Key takeaways
- An O&M (operation and maintenance) manual is the owner's reference for running and maintaining each system after turnover.
- Each trade supplies its part: manufacturer data, maintenance schedules, wiring and control diagrams, parts lists, warranties and contacts, organized by spec section.
- It is a closeout submittal, reviewed like any other, and it is often a condition of final payment.
An O&M manual (operation and maintenance manual) is the set of documents a contractor hands the owner at closeout explaining how to run, maintain and repair the building's equipment and systems: manufacturer data, maintenance schedules, wiring and control diagrams, spare parts, warranties and supplier contacts. Each subcontractor supplies its part by specification section, and it is reviewed before turnover.
What goes in an O&M manual
The federal guide specification defines O&M data (submittal type SD-10) as data from the manufacturer or system provider "necessary to maintain and install equipment, for operating and maintenance use by facility personnel" and "Data required by operating and maintenance personnel for the safe and efficient operation, maintenance and repair of the item" (UFGS 01 33 00).
Its O&M section lays out the manual itself. For each system it asks for manufacturer's O&M data, approved submittals and shop drawings, the sequence of operation, startup and shutdown procedures, a preventive maintenance plan and schedule, troubleshooting guides, wiring and control diagrams, warranty and extended-warranty information, and a contractor and supplier contact list, followed by parts on facility operations, training and permits (UFGS 01 78 23). A private job's spec is usually shorter, but asks for the same core.
Example
Tab 23 74 00: rooftop units RTU-1 to RTU-3
- Manufacturer data
- Installation, operation and maintenance manual for the three units
- Approved submittals
- Product data, Rev 1, approved as noted
- Sequence of operation
- From the approved controls submittal
- Maintenance schedule
- Filters quarterly; belts and coils twice a year
- Parts list
- Filter sizes, belt numbers, fuse sizes
- Warranty
- 1 year parts and labor from startup; 5 years on compressors
- Contacts
- Mechanical sub service line; manufacturer's local rep
Collecting these tabs from every trade is the slow part of closeout; how to assemble a closeout package has the checklist, and what an owner gets at closeout is the owner's side.
O&M manual vs. as-builts vs. warranties
| Document | What it tells the owner |
|---|---|
| O&M manual | How to operate and maintain each system |
| As-built drawings | Where everything actually is |
| Warranty letters | Who fixes what, for how long, from when |
See as-built drawings and the warranty period.
How it works in Conflo
In Conflo's closeout package, O&M manuals are one of the deliverables, with as-builts, warranties, attic stock, training and lien waivers. The GC requests a whole spec section at once from the company that owes it, with one due date; items are grouped by spec section like the binder, approved or sent back with a note, and the package is delivered to the owner with the date and who delivered it on record.
The bottom line
An O&M manual is the owner's instructions for the building, one tab per system.
Request it from each trade early, by spec section, and review it before turnover rather than after the first breakdown.
Sources
- UFGS 01 78 23, Operation and Maintenance Data (May 2023) — Whole Building Design Guide (USACE / NAVFAC / AFCEC). Read October 22, 2026.
- UFGS 01 33 00, Submittal Procedures (August 2026) — Whole Building Design Guide (USACE / NAVFAC / AFCEC). Read October 22, 2026.
Questions
Who prepares the O&M manual?
Each subcontractor and supplier provides the data for its systems; the general contractor collects, organizes and delivers the manual to the owner.
When is the O&M manual due?
The specification sets it, usually before substantial completion or owner training, and often in draft earlier for review.
Is an O&M manual paper or digital?
Either, as the specification says. Many owners now ask for searchable PDFs organized by spec section, sometimes with a printed copy too.
Related
Closeout
How Do You Assemble a Construction Closeout Package?
A closeout checklist by spec section and company: O&M manuals, as-builts, warranties, attic stock, training, lien waivers. Build it at buyout. Example.
· 9 min read
Closeout
What Should an Owner Get at Project Closeout?
The owner's closeout checklist: what you should get at substantial completion and before final payment, and how to check each document.
· 7 min read
Definition
What Is a Submittal in Construction?
A submittal is what the contractor sends the design team to show how it will meet the specs: shop drawings, product data, samples. Types and an example.
· 4 min read
Closeout
How Do You Collect O&M Manuals From Subcontractors?
How a GC collects O&M manuals from every trade: request them early by spec section, check them against what was installed, and send back the thin ones.
· 6 min read
Role hub
The General Contractor's Guide: Bid to Closeout
What a general contractor is responsible for at every phase of a commercial job, from bidding and buyout to RFIs, change orders, pay apps and closeout.
· 8 min read