How to Write a Defect Report at Apartment Handover So the Developer Fixes the Issues
Publication date: February 17, 2026
A defect report prepared at apartment handover is an official document that records the identified deficiencies and sets a deadline for the developer to remedy them. It protects the owner’s interests because it relies on precise, measurable, and unambiguous wording.
The handover inspection is, in practice, the only real opportunity to identify workmanship violations, deviations from standards, and installation errors before moving in. If defects are not documented in the report, it becomes significantly harder later to prove they existed and to secure proper repairs.
Based on the experience of PKB building inspectors, verbal comments and back-and-forth correspondence rarely lead to a reliable outcome. Only a properly drafted defect report with specific parameters and clear deadlines consistently works.
How to Properly Prepare a Defect Report at Apartment Handover
A defect report is not a formality and not a list of subjective complaints. It is a technical document that must be drafted in a way that leaves the developer no valid grounds to refuse remedying the identified defects.
Why Verbal Comments Have No Legal Weight
Comments made verbally are not considered officially recorded. Even if the developer’s representative is present during the inspection, they can later claim that the defect was not identified or was not confirmed.
Only a written record of defects in the defect report has legal weight. This document serves as the basis for demanding repairs, scheduling a follow-up inspection, and, if necessary, taking further legal steps.
Mandatory Elements of a Defect Report
For a defect report to be considered properly drafted, it must include all key elements:
- property details, including the address and apartment/unit number;
- details of the parties involved — the owner and the developer;
- the date of the inspection and the basis/grounds for carrying it out;
- a list of identified defects with precise descriptions;
- a reference to the breached requirements, the design/project documentation, or relevant construction standards;
- deadlines for remedying each defect;
- signatures of the parties or a note that one party refused to sign.
Missing any of these points reduces the document’s evidentiary value.
How to Describe Defects So They Cannot Be Disputed
How a defect is worded determines whether the developer will acknowledge it or whether it will become a point of dispute.
Use Neutral, Technical Wording
Value judgments and emotional wording do not belong in a defect report. Descriptions should be neutral, technical, and verifiable.
Incorrect:
- “poor tile installation”;
- “a crooked wall”;
- “low-quality work”.
Correct:
- “deviation of the wall plane from vertical by 7 mm over a 2 m length”;
- “tile grout joints vary from 2 to 6 mm, while the design value is 3 mm”;
- “gaps present between the window frame and the internal reveals”.
Such wording leaves no room for multiple interpretations and makes it easier to verify whether the defect has been properly remedied.
How to Document a Defect So It Cannot Be Challenged
Each defect should be:
- measurable — with specific values, distances, or deviations;
- precisely located — the room, wall, or exact section;
- unambiguous — without vague wording or assumptions.
The more precise the description, the harder it is for the developer to claim the defect was “fixed” only formally or that it never existed.
Deadlines for Remedying Defects and How to Specify Them Correctly
Deadlines for remedying defects are one of the most vulnerable parts of a defect report. Phrases such as “within a reasonable time” or “as soon as possible” are ineffective in practice and provide little legal certainty.
The Correct Approach:
- specify a clear date or a defined time period for remedying each defect;
- for complex or large-scale defects, set phased deadlines;
- avoid wording that allows for subjective interpretation.
Clearly defined deadlines make it possible to monitor the developer’s compliance and serve as a basis for a follow-up inspection.
Frequently Asked Questions About the Defect Report at Apartment Handover
How can you make the developer fix the defects?
The basis for requiring the developer to remedy defects is a properly drafted defect report. After it is submitted to the developer, you should send a formal request for rectification that references the specific items recorded in the report.
What if the developer does not remedy the defects?
If the developer ignores the request or fails to act, the defect report serves as evidence for a follow-up inspection and, if necessary, further legal steps.
What is considered a major (material) defect?
Major defects are those that affect safety, usability, or compliance with the design/project documentation. Cosmetic issues should also be recorded if they exceed permissible tolerances.
What should you watch for when signing the handover/acceptance certificate?
Signing the handover/acceptance certificate without listing defects significantly weakens the owner’s position. The defect report should be prepared before signing the main document or at the same time as it.
Common Mistakes That Lead to Defects Being Rejected Later
In practice, the following mistakes occur most frequently:
- vague and subjective wording;
- missing deadlines for remedying defects;
- signing the handover/acceptance certificate without listing any reservations;
- lack of photo documentation;
- attempting to fix defects independently before they are officially recorded.
These mistakes weaken the owner’s position and give the developer grounds to reject or challenge the claims.
Expert Insight and PKB’s Practical Experience
For PKB building inspectors, a defect report is an engineering document, not a list of complaints. We record issues in a way that makes them verifiable and unambiguous: each defect is tied to a specific location in the apartment, described with measurable parameters, and linked to the relevant project requirements and construction standards.
This approach reduces the risk of formal rejection by the developer and makes it easier to verify whether defects have actually been remedied. As a result, the owner receives a practical document that can be used as the basis for an official demand to correct the issues.
A defect report is the primary tool for protecting the owner’s interests during apartment handover. Its effectiveness depends on precise wording, a complete structure, and properly defined deadlines. Mistakes at the handover stage often lead to financial losses that can far exceed the cost of a professional inspection.
