Construction Documentation: Types & Tips To Streamline Your Project

Construction Documentation Types & Tips To Streamline Your Project

Thousands of years ago, ancient builders in the Middle East carved the first known building plans onto large stones. At a Jordanian campsite dating back around 9,000 years, one stone displays intricate engravings of desert kites, massive structures used to herd animals, with detailed drawings of layouts and proportions. 

These early architects relied on detailed plans to build structures that essentially lasted for generations.

Today, our ways of recording building plans have evolved significantly. But, the need for reliable construction documentation remains just as important: to anticipate challenges and make sure every detail of the construction project aligns with the original vision. 

Key takeaways in this article:

• The different types of construction documentation

• Tips to help you keep your projects on track

• How Matterport can help future-proof your construction designs

What is construction documentation?

Construction documentation includes a comprehensive set of records—like building plans, architectural drawings, work orders, RFIs, and reports (issues, observations, and inspections)— that track a project from its initial design through to its final completion and beyond. 

It serves as both a detailed guide for the construction process and a history of the project’s development. This keeps everything organized and makes it easier to handle any challenges that come up along the way.

Why is construction documentation important?

In the United States, construction costs were still nearly 40% higher in 2024 than they were in February 2020. At the same time, labor shortages continued to slow down projects.

Keeping your construction documentation up-to-date lets you tackle such bottlenecks before they become issues; this means avoiding unexpected delays and, by extension, keeping costs in check. 

Additionally, your designs are more accurate, you’ll meet regulatory standards more easily, and there’s better communication among stakeholders.  As a result, everyone stays aligned throughout the project lifecycle, making the entire construction process a lot smoother.

10 types of construction documents made simple

But construction documentation is an all-encompassing term that includes many different pieces of information that are used throughout a project’s lifecycle. 

Below, we’ve covered ten of the most common documents that are involved in most projects. 

1. Architectural drawings

Architectural drawings are the foundation of any building project because they lay out the design and structure in detail, including floor plans, elevations, and sections. These drawings help visualize the layout, exterior views, and internal details, which guide construction teams throughout the project. 

Traditionally, creating these drawings was time-consuming and labor-intensive. However, as suggested in a recent study, using point clouds can automate the creation of these drawings, making the process faster and more accurate, even for complex structures with non-orthogonal or curved walls—thanks to Scan to BIM, which generates 3D models or digital twins, like Matterport.

2. Structural drawings

Structural drawings highlight the load-bearing elements of your building, like beams, columns, and foundations. They keep your property safe and stable by managing environmental forces and supporting the overall design. 

For example, let’s say you install an HVAC unit after the ceiling finishes are in place. Normally, the HVAC is a permanent load, but adding it late turns it into a live load, causing the ceiling and floor components to bend similarly to how snow affects a roof, or people occupy a space above. This out-of-sequence installation can lead to serious structural issues and massively inflated costs, whether due to delays, labor disputes, or design changes. 

Structural drawings, however, break down these scenarios and give your project team the guidance they need to build strong structures that withstand the test of time and nature.

3. Mechanical, electrical, and plumbing plans

Mechanical, electrical, and plumbing (MEP) plans act like the backbone of any modern building. They lay out critical systems that all need to work together harmoniously. 

• Mechanical drawings handle everything from heating, cooling, and ventilation to elevators and fire protection.

• Electrical drawings cover your light fixtures, appliances, and communication systems—and even power outlets

• Plumbing drawings ensure clean water comes in and wastewater flows out, i.e., your plumbing systems

MEP plans coordinate these components ahead of construction to help you avoid clashes that could lead to costly delays or system breakdowns. Essentially, it helps your building run like a well-oiled machine—all with an eye on environmental standards, energy efficiency, and compliance with building codes.

4. Specifications

Specifications are one of several documents used in bidding and construction. Another key piece is the set of drawings—both work together to explain exactly what you’ll build.

So what does this include? In simple terms, specifications spell out the materials, standards, and quality requirements that underlie the entire construction project. They help you execute the design to code and meet performance expectations.

This way, you reduce ambiguities and set clear benchmarks for everyone involved, from product selections and installation methods to testing procedures.

From a legal perspective, courts often assign greater weight to specifications than to drawings during the bidding process (and to resolve project disputes). That's another reason you should have qualified professionals prepare these documents. 

5. Contract documents

Contract documents cover the responsibilities, timelines, and costs of everyone involved in the project. They’re designed to avoid confusion, keep the project legally sound, and protect all parties’ finances. 

That said, these documents can become unenforceable in some situations, like if there’s a prior breach.  

For example, say a developer repeatedly fails to pay the general contractor on schedule. If the developer later attempts to enforce another part of the contract—like terminating the contractor for not meeting a specific deadline—the contractor could argue that the developer’s missed payments were a prior breach. 

Because the developer didn’t fulfill their own obligations first, they may lose the right to enforce the rest of the construction contract. This kind of situation shows why contract documents are so critical to avoid any legal or financial hiccups. Clear site documentation using a platform like Matterport to back it up can serve as evidence to support your contractual obligations. 

6. Site plans

Site plans provide a bird’s-eye view of the entire project and cover details like building locations, utilities, and landscaping. Think of them as a sheet set of the lot: they show property lines, driveways, fencing, and any on-site structures—plus features just outside the property that could still impact the design. 

For instance, a tree on a neighbor’s property might change how you protect or develop your own land. By highlighting these constraints and opportunities, site plans help everything fit together logically while respecting the site’s unique conditions. 

Ultimately, a well-executed site plan sets the stage for a smoother build from start to finish. Matterport’s Pro 3 camera can help with getting site plans done early.

7. Permits and regulatory documents

Permits and regulatory documents keep projects aligned with zoning laws, building codes, and safety standards—an especially pressing concern in a hazardous industry. 

By making sure each phase of work meets these rules and safety plans, you can avoid delays, hefty fines, and legal entanglements. More importantly, complying with these rules helps you minimize risks for both workers and project managers. 

8. As-built records

As a project wraps up, as-built records capture every final detail, including changes made during construction. They serve as the definitive document of what was actually built—covering exact dimensions, locations, and specifications. This clarity helps owners and maintenance crews quickly troubleshoot issues, plan modifications and repairs, or plan future work without guesswork. 

Typically, contractors prepare these records, though the original design team may also contribute to verify accuracy. When renovations or repairs come up, as-built documentation saves time, reduces costs, and keeps everyone on the same page.

9. Schedules

Construction schedules break down your entire project timeline. They list things like activity deadlines, material deliveries, and even equipment setup. These project schedules are meant to make sure you meet milestones on time and avoid unnecessary delays.

Typically, project managers track and update schedules when needed to keep resources and costs in line, especially if something unexpected comes up. With the tasks, deliverables, and dependencies mapped out, schedules keep everyone on the same page—and within budget.  

10. Bidding documents

Bidding documents give contractors the info they need to create accurate proposals. They outline your project’s requirements, set clear expectations, and help you choose the right team. 

The bidding process usually follows five steps: bid solicitation, submission, selection, contract formation, and project delivery. Generally, contractors rely on these documents to balance competitive pricing with financial stability.

6 Tips to manage construction documentation—and how Matterport makes it easy

Keeping track of construction documentation can feel overwhelming when you have to juggle multiple phases, tools, and team members. 

Matterport simplifies this process by creating detailed digital twins of your project so you always have an accurate visual reference—without needing repeated site visits.

Below are a few tips and best practices—along with insights on how Matterport can help streamline your workflows.

1. Start with accurate site data

Before you begin any project, you need accurate site data—a reliable starting point. That’s where Matterport’s digital twins come in; our reality capture technology records site conditions in a virtual 3D model at every stage of the project (indoors and outdoors). 

Construction progress captured with Pro3

With this, you reduce errors and streamline your documentation workflows from day one. Moreover, Matterport Capture Services can do the heavy lifting for AEC projects so you can access, manage, and promote your spaces from virtually anywhere, making it easier than ever to stay on top of every detail.

2. Make your CAD workflows seamless

Once you have reliable site data, integrating it with CAD workflows is the next step to accessing the project data you need. 

Our MatterPak™ Bundle and E57 file support feed seamlessly into tools like Autodesk Construction Cloud (AutoCAD and Autodesk Revit), or even existing design systems That means you maintain logical naming conventions, consistent file structures, and templates—so large teams can stay organized as they move from one task to the next.

3. Use up-to-date as-built documentation to avoid costly mistakes

When you keep your as-built documentation current, you’ll prevent costly mistakes down the road. Since updates or changes happen in every project, it’s important to track them accurately.

That’s where version control and assigning ownership for updates of the digital files can make a difference—something that comes with TruePlan™ for Xactimate. This helps you ensure accurate records for renovations, insurance claims, and ongoing construction.

4. Get precise with measurements

When you get your measurements right, your project runs more smoothly. Matterport’s Measurement Mode gives you quick, accurate measurements for property intelligence. This means you don’t have to deal with repeated site visits, plus you’ll speed up the process of updating construction documentation.

5. Collaborate smarter, not harder

Collaboration is typically a challenge in construction. That’s why centralizing all project data also makes a huge difference to your team. 

Matterport operates in the cloud, stakeholders can review or update documents wherever they are—and securely, too. Plus, you’ll have better communication between teams and everyone can work from the same,  up-to-date information.

Moreover, our platform lets you set access controls to keep sensitive information safe while still giving your team the real-time insights they need to make informed decisions.

6. Think beyond the initial build

Construction documentation isn't just about completing the project; it serves a long-term purpose. These documents set the stage for future renovations, maintenance, or expansions thanks to accurate reference points.

Luckily, Matterport’s digital twins don’t simply capture your site conditions; our platform has archiving capabilities to make it easy to keep accurate records of your build for years to come. This allows for easier and better facility management and maintenance work in the future.

Construction documentation sets the foundation for future-proof designs

Construction documentation sets the groundwork for future-proof designs, making sure every phase of a build—from the design phase to the construction phase and beyond—is recorded and ready for whatever comes next. 

By capturing accurate data from day one, you keep your team in sync and reduce the risk of unexpected issues—and Matterport can help you along the way.