Document Search During the Defects Liability Period

The defects liability period, typically twelve months from practical completion under standard building contracts, is the client's opportunity to have construction defects rectified at the contractor's cost. To exercise this right effectively, the building management team needs to demonstrate that an issue is a genuine defect rather than normal wear and tear, misuse, or a maintenance failing.

This demonstration relies on documentation. You need to reference the original specification to show what was specified, the installation records to show what was actually installed, the commissioning data to show how the system was set up, and the warranty terms to confirm the defect falls within scope. Without this documentary evidence, contractors can dispute defect claims, and the client bears the cost of rectification.

The challenge is that this documentation was typically provided at handover and may be buried within a large and poorly organised document package. When a defect is discovered, the building team needs to locate the relevant evidence quickly, often under time pressure as the DLP end date approaches.

While the main defects liability period is typically twelve months, many building components carry manufacturer warranties that extend well beyond this period. Roofing membranes, curtain walling seals, and specialist coatings may have warranty periods of ten, fifteen, or even twenty-five years.

PM Assist makes it possible to search for warranty information at any point during the building's life. When an issue emerges three years after completion, you can quickly search for the relevant warranty document to check whether the item is still covered and what conditions apply to making a claim.