Defects period
Practical completion starts a clock that is often kept only in someone’s diary: the end-of-defects inspection, the end of the defects liability period, the certificate of making good and any extended aftercare. Fidrel counts each period in months from the day you enter, adds the dates to the facilities register and reminds the person who added them and the project administrators before each one arrives.
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The end-of-defects inspection is meant to take place before the period closes. If nobody diarises it at practical completion, month twelve arrives with no inspection booked and the list of defects still sitting in an inbox.
The employer’s agent who tracked the period moves on to the next scheme, and the facilities team taking over the building inherits the contract but not the diary. The period can then end before anyone has checked what is still open.
Sectional completion, a specialist’s own guarantee and an aftercare commitment each run to their own dates. A single note reading “twelve months from handover” does not show which of them is about to run out.
A UK project starts from four entries. The end-of-defects inspection at 11 months and Soft Landings extended aftercare at 36 months are marked Common practice. The end of the defects liability period at 12 months and the certificate of making good are marked Under the contract. The certificate has no figure until you give it one, because it is issued once the notified defects have been made good rather than on a fixed day. The periods are common starting points to check against your contract; Fidrel does not give legal advice.
Operations
The dates sit in Warranties & contracts beside service contracts, maintenance contracts, insurance and leases, in order of end date. Edit an entry to name the contractor as counterparty, add a contract reference, link a document such as the practical completion certificate, choose a discipline and write notes. Running Dates after handover a second time adds only the periods not yet on the list.
Step 1
In Facilities management, open Warranties & contracts and choose Dates after handover. On a UK project the date field is labelled Practical completion, and every period is counted from the day you enter there.
Step 2
Fidrel proposes the end-of-defects inspection at 11 months, the end of the defects liability period at 12 and Soft Landings extended aftercare at 36. Change any figure between 1 and 240 months, untick what your contract does not use, and tick the certificate of making good and give it a figure if you want it dated.
Step 3
Add the dates puts each period on the register as a warranty with an end date. The inspection and the defects period start with a reminder 30 days before, aftercare with 90; edit an entry to choose anything from 0 to 730 days.
Every morning Fidrel checks the register. When an entry reaches its reminder day, the person who added it and the project administrators receive Agreement nearing its end date among their notifications, provided they can see the entry. On the register the entry is marked Ending soon, and the overview counts it among those in their notice period. Reminders appear in Fidrel only; nothing is sent by email or text.
Defects that show up after handover can be logged as fault reports in the same Facilities management area: what is wrong, where it is, a priority and up to twelve photos. Assign the report to someone in the project, name the contractor fixing it, set a fix-by date and follow it from Reported to Fixed and Closed. By the end-of-defects inspection you have a list of what was reported and what is still open.
The UK folder structure for facilities has a folder named 10 Warranties and defects, with separate folders for guarantees and warranties, collateral warranties, the snagging list, the defects liability period and the certificate of making good. Keep the practical completion certificate, the inspection record and the signed certificate there, so the next person to look after the building finds them.
Fidrel does not write to the contractor: it produces no defects notices, letters or schedules of defects. Fidrel does not book the end-of-defects inspection or invite anyone to it. There is no snagging app and no pins on drawings; fault reports are entered in the browser, on a phone or a computer.
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Read moreYou enter the practical completion date, and Fidrel adds 12 months for the end of the defects liability period and 11 months for the end-of-defects inspection. Both figures can be changed before the dates are added.
No. Twelve months is a common starting point, not a rule. The building contract sets the period, so check it and change the number of months before you add the dates.
The person who added the entry and the project administrators, through a notification in Fidrel on the reminder day, as long as they can see the entry. You choose the reminder, from 0 to 730 days before the end date.
Yes, by adding an entry of type Warranty for each one in Warranties & contracts, with its own end date and reminder. Dates after handover counts one set of periods from a single date, so further sections are added by hand.
It is on the list, marked Under the contract, but it follows the making good of defects rather than a fixed number of months. Tick it and enter a figure if you want it dated, or add it later by hand.
Yes, as fault reports in Facilities management, each with a location, a priority, photos, the contractor fixing it and a fix-by date. Their status shows what is still open before the end-of-defects inspection.
