Defect Liability Period Monitoring Checklist

Handover does not always end rectification duties. A defect-liability register keeps defects, warranties, retention, access, communication and evidence connected through close-out.

How to assess this decision in practice

One defect may involve several parties. Peeling paint, for example, may relate to leaks, waterproofing, plaster, moisture, product, preparation or application. Record conditions and coordinate investigation before assigning responsibility.

Near period end, review all open items, warranties, manuals, as-built records, test results, retention and security. Close-out should show what is complete and what remains a written exception.

What to check

Use this list as a starting point. The depth of review should still match the project stage, decision value, documents and risks.

1. Combine prior defects, new findings, product warranties, retention and contract deadlines.
2. Assign location, category, priority, responsible party, target, evidence and status.
3. Coordinate access with occupants or operators and protect areas during repair.
4. Reinspect against references; do not close from a message or limited photograph alone.
5. Issue a close-out separating closed, open, recurring, excluded and record-pending items.

Turn the review into a recorded decision

1. Set the baseline: documents, conditions, dates, parties, reviewed areas and access limitations.
2. Separate observed facts, third-party statements, assumptions, risks and professional opinions.
3. For each issue, define the required decision, authority, action owner, target and closure evidence.
4. Retain document versions and approvals so later changes can be compared against the correct basis.

Questions before deciding

A useful answer should be traceable to documents, site conditions, a responsible party or a clearly stated assumption boundary.

• Which period and duty applies to each item?
• What minimum evidence is required for closure?
• How do open items affect retention or security?

How to document the outcome

Record information sources, review dates, documents read, people interviewed, inaccessible conditions, key findings, decisions, owners and follow-up deadlines. Separate facts, third-party statements, assumptions and recommendations.

For legal, structural, geotechnical, tax, permitting, land, design or specialist-testing decisions, use appropriately authorised and qualified professionals.