To track builder repairs, give each inspection finding a stable item number, record the agreed action and contact, and separate “repair reported complete” from “repair verified.” Keep the original observation, dated evidence and follow-up result together. Close an item only on the basis recorded for that particular defect; leave unverified work visible.
A snag list is useful after an inspection because a report and a repair tracker serve different purposes. The report records findings. The tracker shows what happened next. A spreadsheet or shared document is sufficient if everyone uses the same item numbers and status definitions.
What should your repair tracker contain?
Start with the inspection report and preserve its wording. If the report already has defect IDs, reuse them. If you add your own numbers, retain a column linking back to the report page or item.
- Item ID and location: name the room and specific component so similar issues cannot be confused.
- Original observation: keep this separate from the builder’s proposed explanation or repair.
- Priority: carry over the inspector’s rating and definition. Ask about unclear ratings instead of inventing your own technical assessment.
- Next action and coordinating contact: record who will respond or arrange work. A contact name does not itself establish contractual responsibility.
- Target date: distinguish a date proposed by you from one agreed by the repair team.
- Evidence: link the original report, photographs, repair notes and any verification result.
- Status and history: record the latest position, who updated it and when.
Keep each distinct finding in its own row. “Bathroom repairs” is too broad when it includes a door adjustment, an incomplete fitting and a drainage concern. Separate rows allow one item to close while the others stay open.
Which status labels make progress clear?
Agree a small set of labels before sharing the tracker. These are suggested workflow terms, not a technical grading system or a statement of legal rights.
| Status | Meaning in this tracker | What to record next |
|---|---|---|
| Open | The finding has been recorded; action remains outstanding. | Requested response or agreed next action. |
| In progress | The repair team reports work is under way. | Update from the team and any revised target date. |
| Ready to verify | The team reports completion, but verification is pending. | Checks, access and person needed for verification. |
| Closed | The agreed verification basis has been recorded for this item. | Result, date, verifier and remaining limitations. |
| Unable to verify | A necessary check could not be completed. | Reason and the condition needed to proceed. |
Record a disagreement in a separate “disputed” field or note. A disputed finding is different from a repair that cannot be accessed. Keeping the distinction helps the next person understand whether the problem is evidence, access or agreement.
What does a useful tracker entry look like?
The following examples are hypothetical and do not represent PropChk customer cases. A real tracker should retain the inspector’s own observations and priorities.
| Item | Observation | Latest update | Status and next step |
|---|---|---|---|
| D-01: bedroom door | Door catches on the frame during operation. | Site contact reports adjustment completed. | Ready to verify: arrange the agreed operation check. |
| D-02: kitchen sink | Leak recorded during the original inspection. | Repair reported complete; water unavailable at follow-up. | Unable to verify: coordinate supply readiness and a further check. |
| D-03: living room finish | Localised surface damage recorded in the report. | Repair reviewed and result added to the tracker. | Closed for the recorded surface finding only; attach review evidence. |
The second example matters: a repair can be physically complete while its performance remains unverified. The tracker should preserve that uncertainty rather than turn the builder’s completion message into a passed check.
What evidence should you retain before and after repairs?
Keep the original report and photographs unchanged. Add later evidence as new files with the item ID and date in the filename. A wider view helps identify the location; a closer view can show the particular observation. Only collect evidence from places you can safely and lawfully access.
Ask the repair team to describe what it changed. “Repaired” is less useful than a specific work note linked to the item. Where relevant, ask which follow-up check is needed and who is qualified to perform it.
Photographs can document appearance and visible work. They may not establish the performance of plumbing, electrical components or a concealed repair. Ask the inspector or appropriate professional what verification can answer the original concern. Do not open electrical equipment or carry out intrusive checks yourself.
Keep evidence available to the people managing the work, while limiting access to unrelated personal information. Check that shared file links work before sending a tracker update.
How should you handle changed dates and disputed findings?
Retain the previous target date and add the revised date with its source. This makes the history understandable without repeatedly rewriting the past. If there is no agreement on timing, say “date requested” or “awaiting confirmation.”
For a disputed item, record the builder’s explanation alongside the original observation. Ask which specification, test result or technical assessment supports the response. Share that question with the inspector where clarification is needed. Avoid changing the original finding to match a later explanation without keeping the history.
A concise follow-up might say: “Please confirm the next action for D-02 and whether water will be available for the follow-up check. D-01 is reported complete and awaits verification. The explanation for D-04 is still under review.” This keeps the discussion tied to individual items.
When should you arrange a reinspection?
Consider a reinspection when you need an independent check of recorded repairs or when the original finding requires professional verification. Send the report and current tracker first. Agree which items will be revisited, what access and utilities are needed, and what written result you will receive.
Ask whether newly observed issues will be recorded and whether a broader inspection would require a separate booking. A visit to selected repairs should not silently become a claim that the whole property has been reassessed.
PropChk lists reinspection among its services. Confirm the applicable scope and fee with the team for your flat. A follow-up report can document observed results; it cannot guarantee that every concealed issue has been resolved or that another party will accept a finding.
Frequently asked questions
Who should update the snag list?
Choose one person to maintain the main version and record updates from the builder, owner and inspector. The person maintaining the spreadsheet need not be the person qualified to verify every repair.
Can the builder mark an item closed?
The builder can report work complete. Your tracker should distinguish that report from the agreed verification result. Record who checked the item and on what basis, rather than relying on the label alone.
Should a recurrence receive a new item number?
Keep a link to the original finding. You can reopen the item or create a linked recurrence entry, provided the earlier repair and verification history remain visible.
Does closing one finding confirm the whole system is sound?
No. Closure refers to the particular observation and the checks documented. It should retain any limits, including inaccessible areas or conditions that were not reproduced.
What should I send before booking a follow-up?
Send the inspection report, selected item IDs, repair updates and any outstanding access limitations. Discuss the proposed checks with the PropChk inspection team so the visit addresses the questions you need answered.
Related reading and professional guidance
If your report contains several unresolved findings, read PropChk’s guide to options after an inspection finds multiple serious defects. For a specific flooring concern, see uneven tiles in a new flat.
Where repair verification involves a structural engineering question, consult the Institution of Structural Engineers’ guide to appointing a structural engineer. This is international background; agree the appropriate local professional and scope for your property.