Revision documents according to VOB: Your foundation for project success and a legally secure acceptance
Heartfelt truth: The correct preparation and handover of revision documents according to VOB is often neglected, yet it is a true game-changer for the success of your construction projects. These documents are much more than just paperwork – they are the be-all and end-all for a smooth acceptance according to VOB and indispensable for everything that follows: operation, maintenance, and possible renovations. In this article, we want to show you why these documents hold such high importance, what the regulations and contract provisions for construction services (VOB) have to do with it, and how you can ensure that these essential documents truly meet all requirements. We at Valoon GmbH are intimately familiar with the pitfalls of construction documentation and have solutions at the ready that make your life easier. So, if you want to get your project documentation, and thus also your construction documentation, in top shape, you’re in the right place. Let’s explore together how you can navigate expensive mistakes and bring your projects safely to completion.
- Meaning: Revision documents are fundamental for project success and a smooth acceptance according to VOB.
- Long-term benefit: They are essential for the later operation, maintenance, and any renovations of the building.
- VOB relevance: The regulations and contract provisions for construction services (VOB) play a central role in defining the requirements.
- Goal of the article: To show how correct revision documents are created to avoid mistakes and successfully complete projects.
Revision documents – what exactly are they and why are they so crucial for your project?
Think of revision documents, often referred to as as-built documents, as the memory of your building. They record in black and white how the building actually looks after completion or after significant changes. In them, you will find all technical drawings, plans, calculations, descriptions, and proof – everything that accurately documents the performance delivered. It cannot be emphasized enough: These documents are worth their weight in gold! They are the foundation for any maintenance and repair work, enable quick fault analysis, and are simply indispensable for later extensions or renovations. Missing complete and correct revision documents according to VOB, can quickly become costly and lead to frustrating delays. Furthermore, they are an important proof for authorities and insurance companies and a centerpiece of any modern digital construction record software..
VOB plays a strong role: Its part in revision documents
The regulations and contract provisions for construction services (VOB), particularly VOB Part C (ATV – the General Technical Contract Conditions for Construction Services), sets a clear tone regarding the necessity and scope of revision documents according to VOB . Many DIN standards referred to by VOB/C precisely specify which documents are required for which trades (think electrical, heating, ventilation, plumbing). Adhering to these requirements is not only a contractual obligation – it also ensures quality and makes construction execution transparent. VOB/B clarifies the rights and duties of clients and contractors regarding the handover of these documents. And this has direct impacts on the acceptance and the final payment. It is worth it for all parties involved in the construction to engage intensively with the VOB requirements to ensure that these documents truly fit in the end.In a nutshell: What belongs in your revision documents according to VOB
To avoid misunderstandings or nasty surprises later on, we first need to clarify what exactly is included in the revision documents according to VOB . Simply handing over a few plans is far from enough – the documentation must be truly comprehensive and detailed. What is required can vary from project to project and depending on the trade, but a few core components are usually always involved. Ensuring that these documents are complete and up-to-date is crucial not only for acceptance but for the entire life cycle of the building. Incomplete or outdated documentation can make maintenance a nightmare and cause considerable headaches during later changes. That’s why our advice is: Pay attention to clean preparation of revision documents from the start..
The must-haves: What specifically belongs in the revision documents?
When compiling your as-built documents, it’s crucial to systematically gather all important information. What absolutely must not be missing typically includes:
- Technical drawings and plans: Here, we mean current floor plans, sections, views, and detail drawings that show the actual state precisely. For technical trades, this may include pipeline diagrams, circuit diagrams, or piping plans.
- Documentation of the executed works: This includes construction daily reports, photo documentation, and measurements. They demonstrate the construction progress and what has actually been achieved. An construction documentation app can be a great help here.
- Material specifications and manufacturer data: You need product data sheets, declarations of conformity, and approvals for every material installed and every component.
- Maintenance and operating instructions: These are mandatory for all technical systems and devices to ensure everything operates safely and efficiently later on.
- Test protocols and acceptance certificates: Proof of conducted tests (think tightness tests or electrical tests) and official acceptances must absolutely be included. As Datex aptly describes it, it concerns all technical and structural documents that reflect the current state.
With these components, you ensure that these documents fulfill their purpose and provide a reliable foundation for the future of your building.
A small but fine distinction: As-built documentation vs. revision documents according to VOB
Although the terms are often lumped together, there are small but significant differences. An as-built documentation records how a building looks at a specific point in time – often before renovation or refurbishment work begins. revision documents according to VOB In contrast, revision documents specifically document the services performed after the completion of construction work or modernization, and the final actual state. They are, in a sense, the result of the construction execution and show all changes and adjustments made during the project. One could say that these specific documents are the more dynamic version, accompanying and concluding the entire construction process up to completion. With a cloud-based construction documentation , the ongoing updating and management of these important papers becomes a breeze.On solid ground: The legal and contractual basics for revision documents according to VOB
The preparation of revision documents according to VOB is not just a matter of good manners but is based on solid legal and contractual foundations. The regulations and contract provisions for construction services (VOB) play the lead role, as they define general requirements and establish specific obligations for clients and contractors. A clearly articulated construction contract that specifies exactly what is expected regarding these documents is essential to avoid later disputes and legal conflicts. This primarily concerns the scope, form, and deadlines for the handover of documentation. Every project participant should be familiar with these foundations to ensure compliant and complete documentation.
- Legal and contractual basis: The VOB forms the foundation for the necessity and design of revision documents.
- Technical specifications: VOB/C and associated DIN standards define specific requirements for the content and scope of documentation for various trades.
- Contractual obligations: VOB/B clarifies the rights and obligations of clients and contractors regarding the preparation and handover.
- Significance of the construction contract: Detailed agreements in the construction contract regarding scope, form, and deadlines are essential to avoid conflicts.
VOB/C and DIN standards: The technical requirements under scrutiny
In VOB/C, specifically in the General Technical Contract Conditions for Construction Services (ATV), many trade-specific DIN standards contain quite concrete provisions for documentation. These standards are an integral part of any VOB contract. Important examples include:
- DIN 18382 for electrical, safety, and information technology systems
- DIN 18381 for gas, water, and drainage systems within buildings
- DIN 18379 for air conditioning systems.
These standards stipulate which specific plans, diagrams, calculations, and descriptions must be delivered as part of the required documentation. With the update of VOB in 2019, the requirements for planning, execution, and maintenance documents were further tightened, as well as . Contractors often need to submit assembly and working plans before execution – this then serves as the basis for later revision documents according to VOB. Adhering to these standards is crucial for the quality and completeness of the documentation.
VOB/B: Clear rules regarding rights and obligations
VOB/B deals with the contractual aspects of construction execution, including the obligations related to documentation. According to , the client is obliged to timely provide the documents necessary for the execution. In return, the contractor must prepare and hand over the agreed documents. If these documents are missing or deficient, this may be considered a defect under VOB/B. This gives the client the right to withhold part of the final payment or even refuse acceptance. The deadlines for handover are also important; often it is required that the documents be submitted at least a few weeks before the VOB acceptance, as shows. A precise contract design helps to clearly regulate these points and is part of good Change order and defect management according to VOB/B.
Contractual agreements: The be-all and end-all for clear conditions
In addition to the general provisions of the VOB, it is super important to detail the documentation requirements in the construction contract. This creates clarity and binding obligations for both parties. Important points that should be included in the contract are a detailed description of services to be compiled, the specification of the exact scope (which plans, what level of detail, which formats), clear deadlines for the handover of the documents and last but not least the consequences of non-compliance, such as withholding from the final invoice. Careful contractual regulation minimizes the risk of disputes and ensures that the client receives the documents they need for the operation and maintenance of the building. Using a revision documents according to VOB bekommt, die er für den Betrieb und die Instandhaltung des Bauwerks braucht. Der Einsatz einer mobile construction site documentation can significantly simplify the collection of data for these documents.Polished structure and content: How to make your revision documents compliant and practically useful
To create truly high-quality revision documents according to VOB documents, it’s not enough to just gather all relevant data. It also requires a well-thought-out structure and a clear format. Only then can the documents fulfill their purpose and be easily understood and used by others. Guidelines such as VDI 3805 provide valuable tips for content and organization. A logical order, for example by functional categories or trades, makes it much easier to access specific information. Choosing the right format – whether on paper or digital – also plays a significant role in how practical these documents are in the end. The goal is to create documentation that is not only complete but also user-friendly.
VDI guideline 3805 and trade-specific tables as your compass
The VDI guideline 3805 “Product Data Exchange in Technical Building Equipment” is a great basis for the structure and content of planning, execution, and revision documents. It includes, among other things, trade-related documentation tables, which list in detail which information and documents are important for individual groups of systems (such as heating, ventilation, plumbing, electrical). These tables help you to precisely define the scope of the revision documents according to VOB and ensure that you don’t forget anything important. Applying VDI 3805 ensures standardized and thus comparable documentation, which is especially a blessing in complex construction projects with many different trades. It supports the preparation of revision documents from the start. process with clear requirements.
The core components of comprehensive revision documentation
A complete revision documentation that meets the documentation requirements should contain some central components. These provide a comprehensive overview of the construction project and the installed systems, including:
- Overview plans and detail drawings: These must show the final “As-Built” condition and clearly represent all relevant installations.
- Technical descriptions of the systems: Detailed functional descriptions, performance characteristics, and settings for all technical systems.
- Maintenance and inspection plans: According to manufacturer specifications and important standards such as VDMA 24186 (maintenance) and VDMA 24176 (inspection) to ensure everything runs smoothly over the long term.
- Parts lists and manufacturer directories: Comprehensive lists of all installed components with manufacturer information, type designations, and sources for spare parts.
- Safety guidelines and operational instructions: All information necessary for the safe operation and handling of the systems.
Carefully compiling these elements is essential for how valuable your documentation will be later on.
Format and organization: Clear structures for easy handling
How you organize your revision documents according to VOB physically and digitally is just as important as its content. There are often specific requirements for formats, for example, filing in DIN A4 folders with standardized spine labels, so that you can quickly find what you’re looking for. A parallel delivery in digital form, usually on a data carrier (like CD/DVD or USB stick) in common file formats (PDF, DWG), is basically standard today. The documents should logically be structured by functional categories , such as: acceptance protocols, approvals, technical descriptions, plans, maintenance instructions, manufacturer directories. A detailed table of contents, often also required in editable form (e.g., as an Excel table), makes it easier to navigate through extensive documentation. A smart document management software for construction can significantly support this process and simplify the management of these important documents.Overcoming hurdles: How to avoid mistakes and make your revision documents more efficient
The preparation of comprehensive and correct revision documents according to VOB documents poses real challenges for many construction companies. The range of mistakes includes incompleteness, outdated information, and an unclear structure. Such deficiencies not only threaten acceptance but can also lead to significant follow-up costs. But don’t worry: By using checklists, consistent quality control, and leveraging modern technologies like Building Information Modeling (BIM), these issues can be significantly reduced. Early planning of the documentation creation and clear assignment of responsibilities are also key to success. With the right tools and processes, such as those offered by our construction documentation app , the preparation of these important documents can be carried out much more efficiently and accurately.
Typical stumbling blocks: Recognizing common mistakes and deficiencies in revision documents
When compiling revision documents according to VOB similar mistakes keep surfacing that can lead to complaints. The most common annoyances include incompleteness and missing details, for example, when not all relevant plans or proofs are attached. Often, faulty or outdated information sneaks in because changes during the construction phase have not been consistently documented. Another critical issue is the lack of structure and clarity, making it difficult for users to quickly find the information they need. Such deficiencies can result in the created documents failing to fulfill their purpose and, in the worst case, even serving as the basis for a defect complaint. Retrospective correction is usually an expensive and time-consuming affair.
Solutions: Checklists, quality control, and the BIM advantage
To ensure the quality of your documentation, a proactive approach is required. The use of detailed checklists, which list all required documents and information, helps you avoid forgetting anything and ensures completeness. A systematic quality control before handover, in which the documents are checked for accuracy, currency, and readability, is essential. A huge advantage lies in the method of Building Information Modeling (BIM). “As-Built” models, which digitally represent the actual construction state, can serve as a central data source for the As-Built documentation. The integration of CAFM systems (Computer-Aided Facility Management) also enables a seamless transfer of data for later building operation. Utilizing a cloud-based construction documentation supports these modern approaches perfectly.
Practical tips for smooth preparation of your revision documents
Successful preparation of important construction documents does not start only right before the deadline, but requires continuous support throughout the project. Early planning and documentation are crucial; ideally, you should define from project start what documentation requirements are to be met and implement a system for collecting relevant data. There must be clear responsibilities defined: Who is responsible for which information? Who reviews the documents? The collaboration with all participants – planners, site managers, contractors, and the client – is absolutely crucial to ensure that all necessary information comes together and meets the revision documents according to VOB expectations. Regular coordination and the use of collaboration platforms can work wonders here.Caution, pitfalls! What risks arise with deficient revision documents according to VOB?
Missing or deficient revision documents according to VOB documents are not only annoying but can have far-reaching legal and financial consequences for the contractor. Courts have repeatedly confirmed that incomplete documentation can constitute a defect in the construction performance. This gives the client various rights ranging from withholding payments to claims for damages. When one considers these potential consequences, it becomes clear why the preparation and handover of the documentation should be of the utmost priority. Careful preparation of revision documents from the start. documentation is therefore also an important measure for risk minimization.
- Legal classification: Missing or faulty revision documents may be classified as a defect in the construction performance.
- Financial risks: The contractor may face rights of retention regarding remuneration and possible claims for damages.
- Court practice: Numerous rulings confirm that incomplete documentation can have significant consequences.
- Preventive measure: Careful preparation serves to minimize risk and ensure contract compliance.
Deficient construction performance: When documents are missing or faulty
If contractually agreed revision documents according to VOB documents are not delivered or are delivered only incomplete or faultily, this may be considered a defect in the due construction performance. This applies especially when the documents are indispensable for the proper operation, maintenance, or safety of the system. The has decided, for example, that missing revision documents constitute a defect that entitles the client to withhold final payment. The costs for creating or procuring the missing documents afterwards can be considerable and may severely impact the contractor.
Right of retention and claims for damages: Financial risks for contractors
If it is established that the documents are deficient, the client usually has a revision documents according to VOB right of retention regarding remuneration. The amount withheld can, according to common case law, be twice the anticipated costs for rectifying the deficiencies – that is, the costs that would be incurred for creating the missing documents. Additionally, the client may be entitled to bezüglich der Vergütung. Die Höhe des zurückbehaltenen Betrags kann nach gängiger Rechtsprechung das Doppelte der voraussichtlichen Mängelbeseitigungskosten betragen – also die Kosten, die für die Erstellung der fehlenden Dokumente anfallen würden. Darüber hinaus können dem Auftraggeber claims for damages if they incur damage due to the faulty documents, for example, through increased maintenance costs or operational interruptions. These financial risks underscore how important accurate and complete documentation is, which also plays a role in the Change order and defect management according to VOB/B legal evaluation.
Court decisions as beacons: The practice of jurisprudence
Several court rulings confirm the importance of complete documentation. In addition to the previously mentioned ruling by the OLG Brandenburg, decisions by the and OLG Bamberg (Az. 3 U 93/09) are also relevant. These judgments emphasize that the absence of necessary documentation, especially in complex technical systems, can represent a significant defect that prevents acceptance. The courts thus support the position of clients who insist on a complete handover of documents before the performance is deemed contractually fulfilled. This jurisprudence should be a real incentive for contractors to pay the utmost attention to the documentation requirements.Acceptance in the bag: Why revision documents are so important in the acceptance process according to VOB
Die acceptance is a super important milestone in every construction project. It marks the transfer of risk to the client and is a prerequisite for the final payment becoming due. However, missing or incomplete revision documents according to VOB documents can severely disrupt this process and even lead to refusal of acceptance. It is therefore absolutely crucial to comply with the contractually agreed deadlines for the handover of documentation and to ensure that all documents meet the requirements. The acceptance protocol should clearly record the handover and the condition of the documents transferred to avoid later ambiguities.
Refusal of acceptance: A real risk with missing documentation
If the contractually required documents are not available or are deficient at the time of acceptance, the client can refuse to accept the construction performance. This is particularly true when the documentation is essential for the use, operation, or maintenance of the facility, and its absence constitutes a significant defect. Jurisprudence, for example from the OLG Bamberg (3 U 93/09), supports this view. A refusal to accept has far-reaching consequences: the liability for the construction performance remains with the contractor, the warranty period does not commence, and the final invoice does not become due. Timely and complete submission of the revision documents according to VOB is therefore a key factor for a successful acceptance according to VOB.
Deadlines and dates in sight: When must the documents be on the table?
The deadlines for handing over the documentation should be clearly outlined in the construction contract. It is often agreed that the complete documentation should be submitted several weeks before the actual acceptance date for the client’s review. A typical time frame is, for example, the handover at least three weeks before the VOB acceptance and at least two weeks before the training of the later operators, as required. This lead time allows the client to carefully review the documents and timely address any deficiencies or gaps before acceptance. Adhering to these deadlines is critical to avoid delays in the acceptance process and ensure that the revision documents according to VOB are ready on time.
The acceptance protocol: Documenting the handover of the revision documents
The acceptance protocol should explicitly note the handover of the documentation. It is advisable to detail which documents were handed over in what form and whether they are recognized by the client as complete and contractual. Any reservations or identified defects in these documents should also be recorded in the protocol, as well as deadlines for their rectification. Clear documentation in the acceptance protocol creates legal certainty for both contracting parties and helps avoid future disputes over the scope and quality of the submitted documents. A digital construction file software can help make this process transparent and traceable.Costs vs. Benefits: Why investing in top-quality revision documents according to VOB pays off
Of course, creating detailed and complete revision documents according to VOB initially costs the contractor money. But this investment pays off in the long run for both parties – and how! For the client, high-quality documents are the foundation for efficient and cost-effective building operation. For the contractor, correct documentation means less risk and the avoidance of costly revisions or disputes. The initial expenses for diligent documentation are therefore in very good proportion to the long-term benefits and the preservation of the building’s value. The use of a document management software for construction can also help optimize the effort required for creation.
Cost of creation: What is a reasonable effort?
The costs for creating documents can naturally vary depending on the complexity of the construction project and the level of detail required in the documentation. It is important to realistically plan this effort in the offer calculation. The amount is often criticized as too low when documents need to be completely recreated externally. The actual costs for subsequent creation by third parties can be significantly higher. Timely and ongoing documentation during the construction phase is usually more cost-effective than later reconstruction. Investing in qualified personnel or specialized service providers for the creation of the revision documents according to VOB can therefore be worthwhile to ensure quality and avoid follow-up costs.
Long-term benefits for the client through comprehensive documentation
For the client (and later user of the building), complete and accurate revision documents according to VOB offer a wide range of benefits that go far beyond mere contractual compliance:
- Efficient maintenance and upkeep: Accurate plans and manufacturer specifications enable targeted and swift maintenance work. This minimizes downtime and extends the lifespan of the facilities.
- Quick troubleshooting: In case of a malfunction, technicians can quickly identify and resolve sources of errors based on the documentation. This saves costs and increases operational safety.
- Foundation for future alterations and extensions: Precise as-built drawings are indispensable for planning and executing later construction measures – without nasty surprises.
- Proof to authorities: The documents serve as an important proof of compliance with legal regulations and technical standards.
These benefits make it clear why clients should insist on the delivery of comprehensive documentation.
Benefits for the contractor: Avoiding disputes and building a good reputation
Also for the contractor, careful creation and handover of documents brings significant advantages. By ensuring complete and defect-free documentation of his services, he minimizes the risk of disputes over contractual compliance and secures prompt payment of the final invoice. Professional documentation is also a true quality feature and contributes to a positive reputation of the company. Satisfied clients receiving comprehensive and usable documentation are more likely to award follow-up contracts or recommend the company further. The investment in good construction documentation is thus also an investment in one’s competitiveness and customer satisfaction. A mobile construction site documentation can support this process and increase efficiency.Fit for the future: Digitalization and smart management of your revision documents
The importance of high-quality revision documents according to VOB will only increase in the future, you can be sure of that. The ongoing digitalization in the construction industry, particularly through methods like Building Information Modeling (BIM), opens up completely new possibilities for more efficient and transparent creation and management of these important documents. A proactive approach that considers documentation requirements from the start and utilizes modern tools is key to success. We at Valoon GmbH support you with innovative software solutions to optimize your communication and documentation processes, thus easily mastering the challenges of creating these important documents. By transforming everyday messenger communication into structured project data, we are tackling the information flood and significantly simplifying data collection.
The most important insights for your revision documents according to VOB at a glance
To summarize: The careful preparation and handover of revision documents according to VOB is of crucial importance for everyone involved in construction. They are not only a contractual obligation but also the basis for a successful acceptance, smooth building operation, and avoiding costly litigation. The completeness, accuracy, and timely availability of these documents should have the highest priority. A clear contractual regulation of the scope and requirements is just as important as consistent implementation throughout the entire construction process. Adhering to relevant DIN standards and VDI guidelines helps you ensure the quality of the documentation.
Outlook: The role of digitalization and automation
The future of revision documents according to VOB is digital; there’s no way around it. Tools such as document management software for constructionBIM and cloud-based construction documentation are already revolutionizing the way data is collected, managed, and handed over. The automatic creation of ‘as-built’ models from digital construction process data, integration with CAFM systems, and the use of mobile devices for on-site data collection (mobile construction site documentation) will further increase efficiency and reduce susceptibility to errors. These technological developments offer enormous potential to simplify the creation of construction documents and sustainably improve their quality. Companies that recognize and leverage these trends early will secure a clear competitive advantage.
Our recommendations for clients and contractors
Both clients and contractors can actively contribute to ensuring that the creation and handover of documentation go smoothly. Clients should clearly define in the tender what documents they expect in what form and quality. Contractors, in turn, should regard the documentation as an integral part of their service and plan cleverly from the outset. The use of modern software solutions, such as those we offer at Valoon GmbH, can help you efficiently capture and structure data. Our platform transforms everyday messenger communication into usable project data, thus facilitating the creation of comprehensive construction documents. Invest in professional documentation – it pays off! Contact us today to start your individual consultation and optimize your documentation processes. Visit our Contact page and find out how we can help you make your projects even more successful.
What exactly are revision documents according to VOB, and why are they so important for my construction project?
Revision documents according to VOB document the actual final state of your construction project upon completion of all work. They are crucial for the VOB acceptance, later maintenance, servicing, and any alterations as well as being proof to authorities.
What consequences may arise if my revision documents are incomplete or incorrect?
Incomplete or incorrect revision documents are considered a defect in construction performance. This can lead to a right of retention on the final payment (often double the creation costs), claims for damages and even to a refusal of acceptance .
When must the revision documents according to VOB be handed over at the latest?
The handover deadlines should be contractually clearly defined. It is common to hand over at least 2-3 weeks before the VOB acceptance and before the training of later users to allow for a review.
How can I ensure that my revision documents meet the VOB requirements?
Define the scope and quality precisely in the construction contract. Use checklists, pay attention to compliance with relevant DIN standards (e.g., DIN 18381, 18379, 18382) and carry out a careful quality control before handover.
Can digital tools like those from Valoon simplify the creation of revision documents?
Yes, digital solutions like Valoon optimize data collection directly from the construction site (e.g., via messenger), automatically structure information and facilitate central management. This significantly reduces effort and minimizes errors.
