Firestop inspection records pulled into one closeout draft, with every missing record and open deficiency listed.

Installers write down what they sealed and where. The inspector's reports say what was looked at, on what day and how it came out. Photos and label notes live somewhere else. Near the end of a job, someone ties those together location by location, chases whatever is missing, and hands the owner a package.

In the test, AI reads copies of those same records and drafts the closeout record: location, system number, installer, date, photo reference and inspection result, with a separate list of locations that have no record or still show an open deficiency. It quotes the inspector's words instead of restating them. It signs nothing and passes nothing, and your reviewer sets every draft beside the record you delivered.

One hospital's form shows the grain the owner expects. Cleveland Clinic publishes a Fire Stop Penetration Tracking Form with a row for every penetration: item number, contractor, room number, penetration location and type, description, wall or floor rating, UL system or engineering judgment number, third-party pass or fail, and inspection date. Above the rows sit a permit number with issue and expiration dates, each worker's certification number and expiration, the third-party inspector and company, and a permit status of closed, still active or cancelled. Loose logs rarely carry all of that. The draft fills the columns your reviewer names and leaves the blanks showing.

The label on the wall is one more record. New York State's master section wants a warning, the contractor's name, address and phone, the testing agency's designation, the installation date, the manufacturer and the installer on a label within 6 inches of the system. The University of Maryland, Baltimore says within 4 inches and asks for the UL design number. The Dormitory Authority of the State of New York adds the inspector's name where one applies. Where a photo or a typed note shows the label, the draft sets its system number beside the log's and the inspector's and lists any that differ.

The dates have to run in order. New York and the University of Maryland, Baltimore both hold off enclosure until inspection reports are issued, and the university charges re-inspections to the contractor. NIH won't let a firestop be painted or concealed until its Division of the Fire Marshal has approved it, though work left exposed can wait for the pre-occupancy inspection. The International Firestop Council's 2025 pocket guide expects walk-throughs at rough and at final. The Dormitory Authority keeps a three-ring Firestop Application Log on site, updated as assemblies are added, so the list in the office and the list on site can drift apart. The draft shows every install, inspection and cover date it finds and marks any location where the order looks wrong.

One location can have several results. New York's section notes that ASTM E2174, Standard Practice for On-Site Inspection of Installed Fire Stops, keeps the contractor from hiring the testing agency, and that inspectors may cut into some finished work. Whatever is found wrong or removed for testing gets repaired or replaced. The Dormitory Authority sends more destructive testing after a non-conformance, at the installer's cost. The Council's inspection video says confirming sealant depth usually takes a destructive look, and that repeated problems can mean rejecting the whole job. So the draft keeps each event in date order: failed, replaced, looked at again. Nothing shows as closed without a later entry from the inspector saying so.

Closeout is more than a stack of reports. Beth Israel Deaconess Medical Center's above-ceiling policy makes final inspection and permit sign-off a condition of contract close-out and release of retainage, and has contractors report any existing or latent penetrations they find. Slides posted by the American Society for Health Care Engineering put it flatly: a penetration permit is not a closeout, and the installer worksheet is the log of who, what, when and how. UL's contractor program wants inspection reports kept with project records along with corrective actions, for 7 years or as code requires. Your reviewer will look for a pass with no installer entry behind it, a system number that changes between records, a deficiency closed without re-inspection, a photo filed under the wrong room, and any sentence that sounds like a verdict. These rules are summarized for context and are not legal, code or engineering advice.

Following your reviewer's yes, jobs nearing closeout get the same draft for about 30 days.

A person on your team approves every record, a qualified inspector still signs every inspection, and nothing reaches an owner until your team sends it.

Your reviewer keeps comparing the drafts with what goes out. Any further job carries a price of its own.