Defect Report Template: Better Format Than Excel

Defect reports provide comprehensive documentation on all problems that need to be addressed on a construction project. When compiled, these reports help identify any recurring trends with defects. For the current project, identified trends can indicate if certain stakeholders are not fulfilling their duties or that changes to quality control processes are required. For future projects, these insights allow organisations to improve their quality management system and implement preventive measures.

A well-structured template for defect reports guarantees that defects are thoroughly and consistently documented. This makes analysing data and identifying trends easier, leading to the more effctive implementation of improvements.

An effective defect report requires the following sections:

• Project and Team Information: Basic details about the project and the team handling the defect report.
• Defect Details: Information including the form number, date identified, location reference, and involved parties such as subcontractors and suppliers.
• Defect Description: Detailed account of the defect, accompanied by a before photo and a sketch.
• Rectification Plan: Proposed actions to fix the defect and approval sign-off for the scheduled rectification.
• Rectification Verification: Confirmation that the defect has been resolved, with after photos, comments, and final sign-off.
• Additional Documentation: Extra photos, location maps, and any other relevant notes or tags for comprehensive documentation.

You should ensure that you can export your defect reports to PDF so that they can be viewed easily on all types of devices.