How to Fill Out DD Form 1593: Originating and Receiving Office Steps

DD Form 1593, the Contract Administration Completion Record, is a one-page verification form passed between offices during contract closeout. To fill out DD Form 1593, the originating contract administration office completes the top identifying items and the function being checked, sends the form to the responsible organizational element, and that element marks the completion status, signs, and returns it by the suspense date. The current fillable PDF is hosted by the Executive Services Directorate at esd.whs.mil.¹

Items the Originating Office Completes

The office initiating the form, usually the contract administration office, fills in the top portion before routing it. Six items belong to the originator.

Item 1, Suspense Date. Enter the date the receiving office should return the completed form, in YYYYMMDD format. Allow enough time for records to be checked without letting the closeout drift.
Item 2, From. Name and address of the originating office.
Item 3, Contract Number. The full contract number, including modifications through the most recent one.
Item 4, To. The organizational element you are asking, such as a property administration, plant clearance, or contract termination office.
Item 5, Name of Contractor. The contractor’s name as it appears on the contract.
Item 6a, Function. Check the function you want verified. The form offers Property Administration, Plant Clearance, Contract Termination, or Other with space to specify.¹

If more than one function needs verification on the same contract, send a separate copy of the form to each responsible office rather than trying to combine them.

Items the Receiving Office Completes

Once the form arrives, the receiving office reports the status of its assigned actions and returns the signed form.

Item 6b, Completion Status. Mark with an “X” if the required actions for the function in Item 6a are complete.
Item 6c, Anticipated Completion Date. If the work is not finished by the suspense date, enter the expected completion date in YYYYMMDD format. The form’s instructions specify that when only an anticipated date can be given, “a subsequent advice of final action is requested.” Follow up after that date with a second form or written confirmation.¹
Items 6d and 6e, Signature and Date. The responsible official signs and dates to certify the reported status.
Item 6f. Used with 6d and 6e to document the specific function being certified.
Item 7, Remarks. Space for explanation: reasons for delay, partial completion notes, or references to related correspondence.
Items 8, 9, and 10. Typed name, signature, and date of the responsible official returning the form.

Extra Step for Classified Contracts

If the contract being closed is classified, send a signed copy marked “INFORMATION COPY” to the cognizant Industrial Security Office.¹ This is easy to miss on an otherwise routine closeout that happens to involve classified work.

Returning the Form

The receiving office returns the completed form to the originating administration office by the suspense date entered in Item 1. If the anticipated-completion-date field was used instead of a completion mark, the originator follows up after that date to obtain final confirmation. For contracts handled by DCMA’s Special Programs Directorate, a copy of the signed DD Form 1593 also goes to the Procuring Contracting Officer when the contract is closed.²

How the Form Fits With DD Forms 1594 and 1597

DD Form 1593 is not the closeout document itself. It gathers the confirmations that feed the two forms that actually close the file. DD Form 1594, the Contract Completion Statement, is processed after final payment and sent to the procuring contracting office, with copies transmitted to the Electronic Document Access system and financial systems.³ DD Form 1597, the Contract Closeout Checklist, is signed by the Administrative Contracting Officer after every closeout action is verified.² Under DFARS PGI 204.804-2, the contract administration office issues DD Form 1593 “if necessary to obtain statements from other organizational elements that they have completed the actions for which they are responsible.”⁴ Until those statements come back, the checklist cannot be signed and the completion statement cannot be issued.

Where to Download the Current Form

The current version of DD Form 1593 is a fillable single-page PDF hosted by the Department of Defense Executive Services Directorate. The form dates to April 1969 and was last updated in June 2024.¹ The ESD groups DD forms by number range, and 1593 sits in the 1500–1999 group reachable through the main DD forms page at esd.whs.mil. A contact email for the forms webmaster is available on that page if the PDF will not load.

1
Washington Headquarters Services. DD Form 1593 – Contract Administration Completion Record
2
Defense Contract Management Agency. DCMA Manual 2501-07 Contract Closeout
3
Acquisition.GOV. PGI 204.8 – Contract Files
4
Acquisition.GOV. PGI 204.804-2 Closeout of the Contracting Office Files if Another Office Administers the Contract