The practical guide to construction defect management

Defect management is the process of finding the work that is not right, getting it in front of the responsible trade, confirming the fix and keeping a record you can stand behind later. On most jobs it covers three kinds of item: genuine defects, incomplete works, and items the client raises after they move in.

A good record starts on the walk. Photograph the item as found, before anything is touched. Note the exact location — building, level, unit and room — not just “bathroom”. Pick the item type, and assign the trade before you leave the room. An item with no owner is an item nobody fixes.

Issue each item to the trade with a clear description and a due date tied to your handover timeline. The point is not to be heavy-handed; it is so that an overdue item is visible to everyone, instead of quietly sitting until it surfaces at the worst time.

“It’s done” is not a record. A rectification photo from the trade is. Keep the original and the fix together on the item, with the date and the person attached. That is what protects you when a client questions the work or a claim lands during the defects liability period.

Someone with authority should check the fix against the issue and either close the item or send it back. Self-certification — where the same person raises and closes — is how thin records creep in. For waterproofing, structural or concealed work, verify on site rather than by photo alone.

The handover report should come straight out of your register, with every item and its photo — not be rebuilt from messages and folders the night before practical completion. Archive it where it can be found, because defects liability questions can arrive months later.