Act

Defect Act

Formally record defects found during inspection with this online defect act template. Document each defect, its severity, and recommended remediation actions.

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Defect Act

No.DA-2026-0714

1. General Information

Inspection date7/14/2026 Address55 High Street, Oxford, OX1 1AA
Basis for inspectionContractual inspection after renovation
Expert Oliver Stone , Building Inspector

2. Object of Inspection

Object typenot filled in Object name55 High Street Retail Unit
Technical conditionnot filled in

3. Inspection Conditions

Inspection conditions are not selected.

4. Defects

No.Damage descriptionPhotos
1-not filled in
2-not filled in

5. Additional Information

Identification was carried outDefects identified in renovated retail unit.
There are remarksTwo defects require remediation before handover.

6. Inspection Participants

No.Full namePosition / statusComment
1Oliver StoneInspectorRICS accredited
2George LucasContractorSite supervisor

Signatures

______________________________
Oliver Stone, Building Inspector
______________________________
Oliver Stone
______________________________
George Lucas

Act

Purpose and Procedure for Drafting the Document

What is a Defect Act?

A defect act is a formal document that records defects identified during an inspection. It includes a list of defects, their locations, severity ratings, and recommended actions for remediation.

When is a Defect Act Used?

Defect acts are commonly used in construction, property management, and maintenance to document issues that need to be addressed. They serve as a formal record for follow-up.

Key Sections of the Defect Act

The defect act includes document identification, object identification, a defect list, conclusions and recommendations, and signatures of the inspector and recipient.

Construction Projects

During construction, defect acts are used to document non-conformities and track their resolution before project completion.

Property Handover

When a property is handed over from a contractor to the owner, a defect act lists all outstanding issues that need to be fixed.

Maintenance Inspections

Facility managers use defect acts to record issues found during routine inspections and prioritize maintenance work.

Warranty Claims

Defect acts can be used to support warranty claims by documenting the existence and severity of defects within the warranty period.

Legal Documentation

In disputes, a defect act provides a formal record of defects and can be used as evidence in negotiations or legal proceedings.

  1. 1

    Initial Assessment

    Review the reported defect or conduct a preliminary inspection to understand the scope of issues.

  2. 2

    Detailed Inspection

    Perform a thorough inspection to identify all defects. Record each defect's location, description, and severity.

  3. 3

    Diagnosis

    Analyze the defects to determine their causes and potential impacts on the structure or system.

  4. 4

    Recommendations

    Develop recommended actions for each defect, including repair methods and deadlines.

  5. 5

    Report Completion

    Compile the defect act with all findings and obtain signatures from the inspector and recipient.

Photo Report Generator

Use the photo report generator to add photographic evidence of each defect in your defect act. Clear visuals support the documentation.

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Mobile Photo Documentation App

Capture defect photos on-site with the mobile photo documentation app. Easily attach them to your defect act.

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Document Sections

Click a section to jump to it in the sample document.

General Information

Record the inspection date, location, basis, and specialist details.

Object of Inspection

Identify the inspected object, its type, name, and condition.

Inspection Conditions

Note environmental or access conditions affecting the inspection.

Defects

List all identified defects with element, defect type, location, description, and photos.

Additional Information

Provide overall assessment and recommended actions.

Inspection Participants

List the inspector and recipient of the defect act.

Signatures

Capture signatures of the inspector and recipient.

Document Fields and Columns

General Information

Inspection date
Date when the inspection was performed.
Address
Location or address of the inspected object.
Basis for inspection
Basis for the defect act (e.g., contractual, regulatory).
Expert
Name or qualification of the inspector.

Object of Inspection

Object type
Type of the inspected object.
Object name
Name or identifier of the inspected object.
Technical condition
Overall condition of the object.

Defects

No.
Sequential number of the defect.
Element
Component or area where the defect is located.
Defect
Type of defect.
Localization
Specific location of the defect within the element.
Damage description
Detailed description of the defect.
Photos
Photographic evidence of the defect.

Inspection Participants

No.
Sequential number of the participant.
Full name
Full name of the participant.
Position / status
Role or position.
Comment
Additional remarks.

Frequently Asked Questions about Photo Reports and Photo Tables

What is the difference between a defect act and a defect report?

A defect act is a formal, often contractual document used to record defects for remediation, typically in construction. A defect report is a broader diagnostic document that includes analysis and recommendations.

Who signs the defect act?

The defect act is typically signed by the inspector who conducted the inspection and the recipient, such as the contractor or property owner, to acknowledge the findings.

Can a defect act include photos?

Yes, the template includes a field for defect photos. Photos provide visual evidence and help clarify the nature and location of each defect.

Is a deadline for remediation required?

The template includes an optional field for a remediation deadline. Setting a deadline helps ensure timely resolution of defects.

What severity levels are used?

Common severity levels include critical, major, and minor. Critical defects require immediate attention, while minor defects can be addressed later.

Can this template be used for any type of object?

Yes, the defect act can be used for buildings, infrastructure, equipment, or any other object where defects need to be formally recorded.

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