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14 April 2026 · 6 min read

How to create a defect protocol

A defect protocol is your most important document at construction handover. Learn what it must contain, the common mistakes, and how to create one digitally.

“I told them about it” – without written documentation, that is often all a building owner can prove in a dispute. A defect protocol changes that.

What it is

A defect protocol is a written record of all defects found at handover or during a site inspection. In Austria, it supports warranty claims under §§ 918 ff. ABGB and ÖNORM B 2110. Without it, enforcing those rights is significantly harder – even for obvious defects.

What it must contain

  1. 1Date and location of the inspection
  2. 2All parties present
  3. 3Exact description: not “poor workmanship” but “crack in plaster, approx. 40 cm long, north wall of kitchen, 1.2 m above floor”
  4. 4Photo with date and defect reference
  5. 5Responsible contractor or trade
  6. 6Agreed remediation deadline (typically 4–8 weeks)
  7. 7Signatures or written email confirmation

The three most common mistakes

  • Too vague. Courts and experts need exact measurements and positions – not general assessments.
  • Verbal only or via messaging apps. These do not constitute reliable written form. Use email or a signed document.
  • Paying the final invoice without reservation. This can be interpreted as accepting the work. If defects are open, pay under explicit protest.

Document defects from your smartphone

Capture defects with photos, track remediation deadlines, and generate a professional PDF report – free in Travio.

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