Defect Resolution Notes: Examples
A resolution note should explain the evidence behind a status. “Done” tells the next reader very little. State who supplied the update, what changed, what was checked and what remains uncertain.
By Blu Mint Digital. 3 minute read. Last reviewed .
Use a four-part note
Record the date, source of information, action or observation, and next step. Keep contractor-reported work distinct from a result you checked yourself. If a photograph was supplied by someone else, identify that source rather than implying you attended.
Do not backdate a note to make it appear contemporaneous with a visit. If recording later, explain the observation date and note date where relevant. A precise account is more useful than a short statement that blurs the sequence.
Examples for common outcomes
- Reported complete: “2 October: joinery contractor advises drawer adjusted. Completion photo received. Operation not yet checked by inspector; return visit pending.”
- Checked result: “4 October: same kitchen drawer opened during return visit without the previously recorded contact. Context and detail photos added.”
- Partial work: “4 October: handle fitted; original surface mark remains visible. Item remains open for finish assessment.”
- Not accessible: “4 October: room locked at agreed visit. Repair outcome not observed. Coordinator asked to arrange access.”
Adapt these examples to what actually happened. Do not copy a checked-result statement into an item simply because it sounds professional. The note must match the evidence and the inspection scope.
Keep technical conclusions within the evidence
Describe what the check established. A visual observation of a repaired finish is not proof of concealed work performance. If a specialist provides a conclusion, name the source and reference the supplied document through the appropriate record system.
Where work remains uncertain, record the question and the person asked to answer it. “Awaiting contractor response about adjacent finish” is clearer than leaving the item marked resolved with no explanation of the remaining concern.
Review the note in the issued report
Site Audit includes resolution notes in its PDF reports. After editing a note, generate and open the PDF to check that the wording belongs to the correct item and that any new photos are captioned. An earlier issued PDF will not change automatically.
Choose statuses consistently using the status guide. If the same symptom returns, preserve the earlier note and record the new observation rather than overwriting the history. The reopened-defect workflow explains how to keep that sequence understandable without claiming that the app creates an immutable audit trail.