Defect list

Defect lists usually start as the project nears completion. The site team and each subcontractor walk their areas and list everything that is incomplete, damaged or not to specification, from chipped paint and missing silicone to doors that will not latch. This is often called pre-completion defecting.

The superintendent, architect or client representative then does their own inspection and issues their list. Items are assigned to the responsible trade, fixed, then checked and closed. A second list is common at the end of the defects liability period, when the building has been in use and new issues have appeared.

On bigger jobs, the list is usually split by level, area or trade so each subcontractor only sees the items they need to fix, and the site manager can see at a glance which areas are ready for client inspection.

For a deeper look, read The Hidden Cost of Getting Defects Wrong at Handover.

Most Australian contracts allow practical completion to be certified even though minor defects remain, provided they do not prevent the works being used for their intended purpose. The usual approach is to attach a list of minor outstanding items to the certificate, and the contractor fixes them during the defects liability period.

What counts as minor is often the subject of argument. Check your contract's definition of practical completion, because some principals require all known defects to be closed before it is granted.

During the defects liability period, the principal or superintendent can usually direct the contractor to fix defects that appear, within a reasonable time set in the direction. Keeping the same list running from pre-completion through to the end of the period makes it far easier to show what was raised, when it was fixed, and whether security can be released.

They are the same idea with different names. Punch list is the North American term, snagging list is used in the UK and Ireland, and Australian builders mostly say defect list or defects schedule. You will hear all three on Australian sites, especially on projects with overseas consultants.

A defect list is different from a non-conformance report. Defect list items are usually workmanship and finish issues fixed as a batch. A non-conformance report is a formal quality record for a departure from the specification that may need an engineering decision.

A useful defect list lets a trade find and fix an item without asking anyone. Each item should have:

• Location. Level, room or grid reference, ideally pinned on a drawing.

• Description. What is wrong, in plain words.

• Photo. Taken at the time the item is raised.

• Trade. The subcontractor responsible.

• Due date. When it needs to be fixed.

• Status. Open, fixed by trade, verified and closed, with a closing photo.

Avoid lists kept in several spreadsheets or on paper walkthroughs that are retyped later. Duplicates, lost items and arguments over what was on the original list are the usual result.