Understanding the legal basis: § 12 VOB/B
The Procurement and Contract Regulations for Construction Services (VOB/B) govern the acceptance of construction services in § 12. The completion notice is the first, crucial step taken by the contractor. It officially signals to the client that all contractually owed work has been completed. Without this written notification, the 12 working days set for acceptance will not begin. An oral notification of completion alone is legally insufficient to trigger the consequences of acceptance. Adhering to this formality is thus not a bureaucratic act, but the basis for the entire subsequent process. A well-documented procedure is the first step toward successful VOB acceptance. This clear regulation provides both contracting parties with the necessary security for the next steps.
Avoid fictional acceptance through proactive action
If a client does not respond to the completion notice, a so-called fictional acceptance occurs after 12 working days according to § 12 Abs. 5 Nr. 1 VOB/B. If the client utilizes the service, this deadline can even be shortened to 6 working days. This automation carries risks, as acceptance takes place without a joint protocol, and potential defects may remain undetected. By promptly notifying about completion and actively requesting a formal acceptance, you as the contractor retain control. This ensures that an official acceptance meeting takes place, where the condition of the service is recorded in a construction protocol This is your best protection against later unjustified claims.
Content of a VOB-compliant template
Although an informal letter is permissible, a standardized VOB Completion Notice Template minimizes errors and speeds up the process by up to 25%. It ensures that none of the 8 essential pieces of information are forgotten. A complete document is the prerequisite for a smooth procedure. The following points must not be omitted:
- Full name and address of the client and contractor
- Clear description of the construction project and contract number
- The exact date of completion of all services
- An unambiguous statement that the work has been completed
- The exact description of the completed service or trade
- The formal request for acceptance of the provided service
- Place, date, and legally binding signature of the contractor
- Reference to possible attachments such as a list of revision documents
Using such a template ensures that all legal requirements are met and that acceptance deadlines are securely activated.
Common mistakes in the completion notice and their consequences
In practice, even small errors in the completion notice lead to significant delays of an average of 2-3 weeks. A frequent mistake is the purely oral notification, which is legally ineffective and does not trigger any deadlines. Another pitfall is the incomplete listing of the completed services, which leads to ambiguities regarding the scope of acceptance. Also, missing the notice when essential but not complete work is finished can delay the start of the warranty period by months. A late or erroneous notice can, in the worst case, serve as a basis for a construction delay notice from subsequent trades. These mistakes are avoidable and cost your company money.
Digitizing the process with Valoon: Increasing efficiency and legal certainty
Manually creating, sending, and archiving completion notices takes up to 30 minutes per instance and is prone to errors. Communication chaos via WhatsApp leads to important information being lost and not documented in a legally secure manner. Valoon solves this problem by combining the simplicity of WhatsApp with the accuracy of professional construction documentation. With Valoon, you create a completion notice as a VOB template directly on your smartphone in less than 5 minutes. The platform ensures automatic, legally secure documentation and traceable sending to the project manager in the office. This reduces administrative effort by over 80% and ensures compliance with VOB deadlines. All communication is automatically archived in a digital construction diary . This transforms a tedious obligation into an efficient, digital process that works without training effort for site personnel.
Conclusion: Your advantage with Valoon
The proper handling of the completion notice is not just a detail, but a central lever for the liquidity and legal certainty of your construction company. A standardized VOB Completion Notice Template is the first step, but the true efficiency increase lies in the digital process. Valoon offers you the easiest solution to create and manage these critical documents quickly, legally securely, and traceably. You save valuable time, minimize risks, and ensure that you receive your money faster. Professionally secure your projects. Book your free demo now and experience how easy construction documentation can be.
More Links
Wikipedia provides a comprehensive overview of the Procurement and Contract Regulations for Construction Services (VOB).
Auf Laws on the Internet you will find the complete legal text for § 631 of the Civil Code (BGB), which regulates the work contract.
Die IHK Munich and Upper Bavaria provides useful information and guides on construction law.
Der Federal Gazette serves as the official platform for official announcements and corporate news that may also be relevant for construction projects.
FAQ
What deadline applies after the completion notice?
After receipt of the written completion notice, a formal acceptance requested by one party must take place within 12 working days. If no acceptance is requested, the service is considered fictitiously accepted after this period of 12 working days.
Who has to create the completion notice?
The completion notice must be created by the contractor (e.g., the construction company or tradesman) and sent to the client (e.g., the client or general contractor).
What must be included in a completion notice according to VOB?
It must include the contracting parties, the construction project, the date of completion, and the request for acceptance. A reference to the construction contract and a precise description of the service are also essential.
Can I use a free template for the completion notice?
Yes, you can use a free template. However, ensure that it contains all necessary details according to § 12 VOB/B and adapt it to your specific construction project to ensure legal certainty.
What is the advantage of a digital completion notice with Valoon?
Valoon simplifies the creation through an intuitive, WhatsApp-like interface. The notice is automatically documented in a legally secure and chronological manner in the project process, minimizing administrative effort and maximizing evidential security in case of disputes.
Does the warranty period start with the completion notice?
No, not directly. The warranty period only begins with the successful acceptance of the construction service (formal or fictitious), which is initiated by the completion notice.
