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Capture photos of defects on-site with the mobile app. Sync data directly to the defect list template for efficient tracking.
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Defect List Template
Itemize defects for rectification with this structured defect list template. Record defect location, description, severity, photos, and status to track resolution.
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The full inspection cycle — in one service
Take photos of the object in the mobile app, complete the inspection report from the template, and download the finished photo report as Word or PDF.
Inspection report
Complete the document from this template: sections, fields, photo documentation, and signatures.
Photo Report Generator
Use the photo report generator to create defect lists with photos of each defect. It helps document issues clearly for contractors.
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Document Preview
Review the structure, sections, and fields before proceeding to fill out the document.
Defect List
No.DL-2026-007
1. General Information
The general information about the inspection, including the date, location, and purpose, is provided below.
| Inspection date | 7/14/2026 | Address | 88 Construction Site Road, Leeds LS1 2AB |
| Basis for inspection | Stage completion inspection - Phase 2 |
Expert Kevin White , Site Inspector
The inspection was carried out in full compliance with the approved schedule and scope.
2. Object of Inspection
The building under inspection is identified by its address, purpose, and construction characteristics.
| Object type | Construction Site | Object name | Riverside Apartments |
| Technical condition | not filled in |
The identification data of the building were verified against the technical passport and found to be consistent.
3. Inspection Conditions
The technical condition of the building structures and elements was evaluated through visual inspection and non-destructive testing methods.
Inspection conditions are not selected.
The overall condition of the building is assessed as satisfactory, with no critical defects observed.
4. Defects
List all defects with element, defect type, location, description, and photos.
| No. | Damage description | Photos |
|---|---|---|
| 1 | - | not filled in |
| 2 | - | not filled in |
5. Additional Information
Provide overall assessment and recommended actions.
| Identification was carried out | Project: Riverside Apartments, Contractor: BuildRight Ltd |
| There are remarks | Total of 12 defects identified, 8 open, 4 resolved. |
6. Inspection Participants
List the inspector and contractor.
| No. | Full name | Position / status | Comment |
|---|---|---|---|
| 1 | Kevin White | Site Inspector | Lead inspector |
| 2 | Tom Harris | Project Manager | Contractor representative |
Signatures
The signatures of the inspection participants confirm the accuracy of the recorded data and the conclusions drawn.
______________________________
Kevin White, Site Inspector
______________________________
Kevin White
______________________________
Tom Harris
All parties involved have signed the inspection record, indicating their agreement with the findings.
Record
Purpose and Procedure for Drafting the Document
What is a Defect List?
A defect list (also known as a snag list or punch list) is a document that itemizes defects or incomplete work that needs to be rectified. It is commonly used in construction projects to track issues that must be resolved before final acceptance.
Key Features of This Template
This template includes sections for defect list metadata, repeatable defect items with location, description, severity, photos, and status, and signatures. It allows you to track the status of each defect from open to resolved.
Who Can Use This Template?
Inspectors, site managers, contractors, project owners, and quality assurance professionals can use this template. It is suitable for construction sites, building projects, and maintenance work.
Construction Projects
Use this defect list to document issues found during construction inspections. Track defects from identification through rectification to sign-off.
Handover Inspections
Before handing over a project, create a defect list to record any outstanding issues. The list ensures that all parties agree on what needs to be fixed.
Maintenance Audits
During maintenance audits, use the defect list to record findings that require attention. The status field helps prioritize and track repairs.
Quality Control
Implement quality control processes by documenting defects found during inspections. The list provides a clear record of issues and their resolution.
Contractor Performance
Use the defect list to evaluate contractor performance by tracking the number and severity of defects. It supports accountability and improvement.
Insurance Claims
Document defects related to damage or wear for insurance purposes. The list provides evidence of the condition and required repairs.
- 1
Notification
Receive notification that a construction stage is complete and ready for inspection.
- 2
Inspection
Conduct an inspection of the work and identify any defects or incomplete items.
- 3
Defect Identification
Record each defect in the list with location, description, severity, and photos. Assign a status (open, in progress, resolved, deferred).
- 4
Sign-Off
After all defects are resolved, obtain signatures from the inspector and contractor to close out the list.
Photo Report Generator
Use the photo report generator to create defect lists with photos of each defect. It helps document issues clearly for contractors.
Create Photo ReportMobile Photo Documentation App
Capture photos of defects on-site with the mobile app. Sync data directly to the defect list template for efficient tracking.
Mobile AppDocument Sections
Click a section to jump to it in the sample document.
General Information
The general information about the inspection, including the date, location, and purpose, is provided below.
Object of Inspection
The building under inspection is identified by its address, purpose, and construction characteristics.
Inspection Conditions
The technical condition of the building structures and elements was evaluated through visual inspection and non-destructive testing methods.
Defects
List all defects with element, defect type, location, description, and photos.
Additional Information
Provide overall assessment and recommended actions.
Inspection Participants
List the inspector and contractor.
Signatures
The signatures of the inspection participants confirm the accuracy of the recorded data and the conclusions drawn.
Document Fields and Columns
General Information
- Inspection date
- Date when the defect list was created.
- Address
- Address of the project or building.
- Basis for inspection
- Basis for the defect list (e.g., construction stage completion).
- Expert
- Name of the inspector.
Object of Inspection
- Object type
- Type of object (e.g., building, construction site).
- Object name
- Name or identifier of the project.
- 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.
- Damage description
- Detailed description of the defect.
- Photos
- Photographic evidence.
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 list and a punch list?
A defect list and a punch list are essentially the same thing. Both are used to itemize defects or incomplete work that needs to be rectified before final acceptance. The terms are often used interchangeably in construction.
Can I track the status of each defect?
Yes, each defect item includes a status field with options: open, in progress, resolved, and deferred. You can update the status as work progresses.
Can I add photos to the defect list?
Yes, each defect item includes a field for defect photos. You can attach photographs to provide visual evidence of the issue.
Who signs the defect list?
The inspector and the contractor typically sign the defect list. The inspector confirms the defects, and the contractor acknowledges them. Signatures are captured in the signatures section.
Is this template suitable for large projects?
Yes, the defect items section is repeatable, allowing you to add as many defects as needed. You can organize defects by area or trade for large projects.
How do I start using this template?
Click the 'Use this template' button to open it in the online editor. You can then fill in the project details and add defect items.
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