The borehole passport is one of the source's most important documents, yet owners often receive only a photo or one sheet stating depth. At acceptance, understand what the particular document confirms and which information it does not contain. Registration, technical testing, water analysis and pump warranty are different matters. Possessing one document does not replace the others.
This article helps prepare for the handover discussion. It does not restate the entire installation procedure or provide individual legal advice. An old or unregistered structure, or a change of ownership, needs separate procedural checks. Do not accept a newly installed borehole merely on a promise that paperwork will come sometime.
First check the structure's identity
The passport and other handover documents must clearly identify the particular borehole. Compare identifiers, location and plot information. If a plot has several old or new abstraction points, a shared address is insufficient. Establish which registration number belongs to each visible structure.
Request a form of the document that can be stored and opened later. An electronic original and a reading copy serve different purposes. Do not settle for a phone screenshot that omits pages. Keep documents in at least two reliable places while protecting personal and plot information.
A passport and registration are not a construction promise
Geological Survey registration information explains how borehole data and passports are managed. Distinguish the register action from paid contractor work. If an estimate lists passport, ask which services the item covers: data preparation, measurements, design or document submission.
Registration is also not a promise of any desired quantity at any time of year. Resource and technical assessment must rely on specific investigations and tests. Clarify contractual commitments to perform work and deliver documents. An unclear verbal water guarantee is difficult to compare with actual results later.
Construction details must match reality
Read the stated depth, components and dimensions. If the plan changed during work, ask how this appears in final documents. The initial quotation is not an as-built construction description. This particularly matters when selecting or replacing a pump, when actual installation options must be known.
The owner should not enter a shaft or dismantle a sealed wellhead to check dimensions. Clarify correspondence between records and work with the contractor, involving an independent specialist if necessary. Pre-covering photos and the work sequence can help, but a photograph alone does not prove underground integrity.
Level, yield and test conditions
If documents state a water level, establish its reference and measurement conditions. Resting and pumping levels are different. An operating result needs understandable test conditions, particularly flow and duration. A number without units or measurement context is of little help when designing household water supply.
For example, cubic metres per hour and litres per minute may describe the same flow but look very different numerically. Ask the contractor to demonstrate conversion and explain the site's result. Use the same references when comparing later measurements. The general testing principles are explained in the article on yield.
What should you receive besides the passport?
Collect contract documents, test information, as-built water and electrical layouts, installed equipment models and instructions separately. Pump installation conditions and protections matter. Filters need settings and maintenance procedures. These documents are not always part of the borehole passport itself.
It must also be clear where and how a water sample was collected. A report from another tap or date may be useful, but cannot serve as final confirmation of the newly installed system. Establish whether it describes raw or treated water. Discuss water safety and hydraulic acceptance as separate items.
Documents legalising an old borehole are a different situation
The Geological Survey's notice on legalisation documents highlights different document purposes. The key principle is that approval to design and approval to use are not the same paper. Historical legalisation deadlines must not be treated as currently valid permission for new actions.
The special document submission deadline ended on 31 July 2026. The Geological Survey explainedthat documents had to be submitted by the deadline, not necessarily registered; applications submitted on time may be processed later. This is not a temporary opportunity currently open to new applications.
If an old document collection is found, first establish registration and current legal status. Contact the Geological Survey and municipality for the specific situation. Renaming a file or signing a new acceptance report is insufficient. Documents must preserve the true work history, not conveniently rewrite the installation date.
Checking documents when buying a plot
If a borehole comes with a purchased plot, check its passport before the transaction, not only after moving. Establish whether neighbours use it and on what basis. Papers in a drawer do not automatically settle ownership, access or shared-use questions. Coordinate these with the transaction professional when needed.
The new owner needs more than depth information: maintenance history, known faults and accessible assembly locations matter. Request original dated test reports rather than a promise that water was always good. This separates history from present condition and helps plan further checks.
A short acceptance procedure
Review identity, construction, tests, equipment and future maintenance in order at the meeting. List unclear points and agree deadlines for resolution. This does not declare mistrust: sound handover helps both sides avoid later misunderstandings. Do not sign that a document was received if it has not actually arrived.
In your enquiry, you can provide an anonymised document list and identify unclear points. Do not publish personal identification numbers, signatures or precise private details. A passport is valuable when linked to the actual structure, its limits understood and the information needed for safe operation and maintenance available alongside it.
Information sources
You can read the explanation without leaving this page. The original document opens only when you choose its link.