Defect report

When you need this form

Defects surface at handover, at purchase, and at every scheduled property inspection. Strata committees, incoming managers and buyers all want a written record of what was found, where, and how serious it is. Most states now expect owners to hold a defensible per asset record backing a long term capital works plan. Undocumented gaps do not disappear at settlement, they become the new manager's liability.

A Word report proves an opinion. A live record proves an inspection. Each defect carries its own photo, location and timestamp, so an owner reading it months later can see the crack, the date and the inspector who signed it. That record survives arguments about scope, feeds straight into a works program, and stands up when a board or a buyer pushes back.

What good looks like

• Each defect located to a level, unit or element, not "building generally".
• Severity and risk rating applied consistently, so priorities survive review.
• Photos taken at the defect, wide shot plus close detail.
• Corrective action named with an owner and a due date.
• Authorised sign off recorded, with compliance status stated per item.