Construction - managing a defects liability period

Step by step

1. Log DLP in Job RecordJobs

   The DLP clock starts at practical completion. If you followed the Construction - Managing Practical Completion workflow, the PC date, DLP end date, and retention balance are already in the job record - confirm them now before defect tracking begins.

2. Raise 50% Retention InvoiceInvoices

   Raise the first 50% retention invoice same day as the PC certificate. Separate invoice from the main contract sum - triggered by the certificate, not a client request.

3. Open Defects RegisterProject Tracking

   Create a defects register with fields for date reported, description, location, reporter, priority, assigned resource, response deadline, and status.

4. Log and Triage Each DefectMentions

   Log every defect notification within 24 hours. Assess contractor liability vs exclusions (wear and tear, client misuse, manufacturer faults) before assigning.

5. Raise Repair Works OrderWorks Orders

   For contractor-liable defects: raise a repair works order linked to the job, assign resource, and confirm attendance date to the client in writing within 48 hours.

6. Capture Repair and Get Sign-offeForms App

   Capture work completed, materials used, and dated photograph via eForms App on each repair visit. Obtain written client sign-off before leaving site.

7. 30-Day Pre-Expiry ReviewProject Tracking

   30 days before DLP end: review defects register, chase any outstanding items, and notify client of any remaining visits required.

8. Request Defects CertificateJobs

   At DLP end: confirm in writing that all notified defects are resolved and formally request the Certificate of Making Good Defects under the relevant contract clause.

9. Raise Final Retention InvoiceInvoices

   On receipt of the Defects Certificate: raise the final 50% retention invoice immediately, sync to accounting, close the job record, and reconcile sub-contractor retention.