Defect register template for new homes
Keep each defect's next action beside its home reference, responsible team and deadline. Use this editable register to follow residential cases through the care team's review and recorded outcome.
- Download blank registerXLSX · Start your own register, with field guidance and a history sheet.
- Download completed exampleXLSX · See how one fictional case is recorded.
- Download CSV versionCSV · Use the register columns in another spreadsheet tool.
See what a completed record looks like
Give each case a reference that stays the same in the register, photo names and updates. The full workbook also includes completion evidence and review details.
Defect register
| Case | Defect | Stage |
|---|---|---|
| D-2026-014 | Cracked kitchen floor tile | Closed |
| D-2026-015 | Balcony door does not close | Closed |
How to use the register
Give each case its own reference
Enter the development, home and location with the report date and description. Use one row for one case. Keep the reference with the related photos and documents.
Name the next action and responsible team
Write what needs to happen next and who should act. The customer care team sets the deadline after reviewing the report. Record an agreed visit separately.
Keep the current record and earlier updates
Update the register as the case moves forward. Add a dated entry to the history sheet when the next action, date or outcome changes. Link relevant files from a location your team can access.
Record the review before closing
When the contractor reports completion, change the stage to Ready for review and add supporting evidence. The care team records its decision before closing the case.
Share the relevant record
Keep the full register with your customer care team. Give an owner or contractor a separate extract containing the information they need for their home or assignment. Filtering a spreadsheet does not restrict access to its other rows.
Keep the register useful as the work grows
Agree who maintains the file and where the latest version lives. The workbook provides structure; your team still sends updates, controls access and follows up. Its history sheet is editable, not an immutable record.
Compare spreadsheets and aftercare software →Frequently asked questions
Is this a snagging list?
No. A snagging list is usually made around handover. The register follows each case after the owner has moved in, until the care team records the outcome.
Can we change the columns?
Yes. Keep the reference, home, next action, responsible team, deadline and stage, and add what your process needs.
Does the template decide urgency or repair deadlines?
No. The customer care team decides both after reviewing the report, then records them in the register.
Does this import directly into Toveta?
No. It is a standalone working template, not a Toveta import format. Check the supported fields and mapping before importing any records.
See how Toveta would work for your team.
Choose a case you would like to discuss. In thirty minutes, we will show how Toveta supports the process, from the homeowner's report to your team's review and case closure.
Book a demo