📍 When to use this template
- Each defect raised during DLP.
- Periodic DLP inspection (monthly / quarterly).
- Pre-final completion certificate (FCC) issuance.
- Retention release (final 50 %).
Sections & fields
Preview of the template structure. Download Excel to fill on site.
1Defect Header6 fields
Defect Number
_____________
Date Reported
_____________
Reporter (Client / PMC / End User)
_____________
Location + Description
_____________
Affected Discipline (Civil / MEP / etc.)
_____________
Severity (Critical / Major / Minor)
_____________
2Investigation + Root Cause5 fields
Site Inspection Date + By
_____________
Root Cause (Material / Workmanship / Design / Misuse)
_____________
Contractor's Liability (Y/N)
_____________
Cost of Rectification (Estimated)
_____________
Disputed (Y/N)
_____________
3Rectification6 fields
Rectification Method
_____________
Contractor's Plan + Date
_____________
Resources Required
_____________
Approval of Method by Engineer
_____________
Work in Progress + Photos
_____________
Date of Completion
_____________
4Verification + Sign-off5 fields
Inspector's Verification
_____________
Test Results (if applicable)
_____________
User Acceptance
_____________
Sign-off Date
_____________
Re-occurrence (if any)
_____________
5Retention Impact5 fields
DLP Expiry Date
_____________
% of Total Defects Closed
_____________
Outstanding Defects + Reason
_____________
Retention Release Status
_____________
Final Completion Certificate Issued
_____________
💡 Sample filled excerpt
DLP Rectification: Defect #145 — Roof leakage at Block A. Reported 14-Aug-2026, 4 months into DLP. Root cause: inadequate waterproofing junction. Contractor liability: Yes. Rectification: re-waterproofing + new flashing. Completed 28-Aug-2026. Verified by PMC + client. Total DLP defects: 24 (22 closed, 2 outstanding). DLP expiry: 30-Sep-2027. Retention release: 80 % approved.
⚖ Compliance notes
- DLP per FIDIC Sub-clause 11.1: typically 12-24 months from substantial completion.
- Contractor's obligation to rectify defects free of cost; failure attracts deduction from retention.
- Material + workmanship defects within scope; misuse / vandalism beyond DLP scope.
- Final completion certificate per Sub-clause 11.9 — issued after all DLP defects rectified.
- Retention release: 50 % at substantial completion + 50 % at DLP expiry + final completion.
- Disputed defects → DAB → arbitration; track separately + escalate.