Updated · 3 min read
In short
- Put every defect on a written list confirmed by both sides.
- Photograph each defect with the date visible, and keep the photos safely.
- Agree a concrete deadline for each fix and link it to the final payment.
Why a verbal discussion isn't enough
Pointing out a problem verbally, however firmly, leaves nothing to refer back to if the fix doesn't happen or the two sides remember the conversation differently. A written list, signed or confirmed by both parties, removes that ambiguity.
Dated photos of every defect
Photographing each problem with the date visible (most phones store it automatically in the file) and, if possible, with an object for scale creates evidence that is hard to dispute later. Keep these photos separately, not only in a chat thread that can get lost over time.
A clear deadline for each fix
Each defect noted should come with a concrete deadline agreed with the contractor, not just a general 'we'll sort it'. A specific written deadline gives a clear reference for checking later whether the fix happened on time or at all.
The link with the final payment
Documenting defects properly has the most practical effect when it's linked to the payment structure — part of the final sum can be explicitly held back until everything is put right, a conversation that is much easier with a written, photographed list than with a general feeling of dissatisfaction.