The Crucial Role of Defect Notification in the VOB Contract
The defect notification is the formal communication from the contractor to the client that a previously reported defect has been rectified. This document is a central component in defect management according to §13 VOB/B and forms the basis for the (partial) acceptance of the corrected performance. Without this notification, the client has no official knowledge of the rectification of defects, which can block the final Construction Acceptance According to VOB A clean documentation is therefore not an optional extra but a contractual necessity to minimize risks. The warranty period according to VOB usually lasts 4 years and starts only with the acceptance. Thus, a delayed defect notification can have far-reaching financial and time consequences. Proper handling of this process is therefore of great importance for the liquidity and reputation of every construction company.
Formal Requirements and Legal Consequences According to §13 VOB/B
Although there is no legal form prescribed for defect notifications, written form is strongly recommended to ensure a secure documentation. An inadequate or missing notification can have severe consequences. If the client finds that a defect still exists, they can demand further rectification or reduce costs. For the rectified performance, a new limitation period of 2 years starts after acceptance. This makes a precise approach all the more important. A complete defect notification should always include the following points:
- Exact Project and Contract Designation
- Name of the Client and Contractor
- Clear Description of the Originally Reported Defect
- Detailed Description of the Measures Taken to Rectify the Defect
- Date of Completion of the Defect Rectification
- Location, Date, and Signature of the Contractor
This structured approach protects against misunderstandings and forms the basis for a successful Change Order and Defect Management.
Traditional Processes: An Efficiency Killer for Every Construction Project
In many companies, manual management of defects costs 5 to 10 hours per project manager weekly. Information is scattered across countless emails, WhatsApp messages, and unstructured Excel tables. Photos from smartphones must be manually assigned, and reports painstakingly created by hand. This media discontinuity between the construction site and the office leads to an information loss of up to 30%. The result is not only delays but also error-prone documentation that can be worthless in case of disputes. When a Defect Notification After Acceptance is submitted, the tedious search for the appropriate documentation often starts anew. This inefficient process not only jeopardizes meeting deadlines but also generates avoidable annual costs amounting to several thousand euros per construction manager.
Increase Efficiency with Digital Defect Management
A digital system for defect management centralizes all communication and documentation in one place. Instead of manually transferring information, it is captured directly on-site and made available to the office in real-time. This reduces administrative effort by up to 40%. With a digital defect management solution like Valoon, the entire process from capturing to notification is automated. The process looks as follows:
- Mobile Capturing: A defect is captured via photo and voice message through WhatsApp and lands directly in the system.
- Automatic Assignment: The responsible subcontractor is automatically informed and receives a clear deadline.
- Live Status Tracking: The construction management can see the current processing status of each individual defect at any time.
- Automated Reporting: The defect notification is created at the push of a button as a PDF report including all photos and comments.
This seamless digital chain prevents information loss and creates a complete, legally secure documentation for every Damage During the Construction Phase.
Valoon: Generate Defect Notifications Directly from WhatsApp
Valoon was developed to bridge the gap between the construction site and the office with a tool that everyone is already using: WhatsApp. Employees on-site do not need a new app or training. They document a rectified defect with a simple photo and a short message. This simplicity ensures an acceptance rate of over 95% among the executing teams. In the Valoon web dashboard in the office, this information is automatically transformed into a structured log. With just one click, you can generate a VOB-compliant defect notification or a complete Completion Notification, which contains all relevant data. This efficiency allows construction managers to focus on their core tasks instead of spending hours on paperwork.
From Defect to Acceptance: Ensuring the Entire Process is Legally Secure
A clean defect notification is just one part of comprehensive construction documentation. A fully digital process secures all steps, from the construction log to the final Construction Protocol. Every communication step, every photo, and every decision is chronologically and immutably stored. This seamless chain of evidence is crucial in cases of dispute and can reduce litigation costs by up to 50%. Digital tools create a single source of truth and eliminate misunderstandings. With an app-based Defect Tracking you ensure that no information is lost and that the acceptance process runs smoothly. This turns reactive defect remediation into proactive quality management.
Conclusion: Your Advantage with Valoon
The digitization of the defect notification according to VOB is not an end in itself but a direct lever for more efficiency and legal certainty. By avoiding isolated solutions and using a simple tool like WhatsApp, you reduce administrative effort by up to 10 hours per week and minimize liability risks. Valoon seamlessly connects the construction site and the office, creates a complete documentation, and ensures that you can complete your projects faster and more profitably. Secure your acceptances and protect yourself against costly disputes. Book your free demo now and find out how to digitize your processes in less than 24 hours.
More Links
Wikipedia describes the Procurement and Contract Regulations for Construction Services (VOB), a German framework for construction contracts.
Das Federal Statistical Office (Destatis) provides statistics and data on the topic of construction.
Wikipedia describes the German Procurement and Contract Committee for Construction Services (DVA), which develops the VOB.
Der Federal Gazette contains the official part with relevant announcements, including those from the construction sector.
Das Fraunhofer IESE offers a blog post or a study on digitization in the construction industry.
BIM Germany provides information about Building Information Modeling (BIM) in Germany.
Das Federal Institute for Research on Building, Urban Affairs and Spatial Development (BBSR) offers information on digital planning and construction.
PwC publishes an article on the challenges and pressures in the construction industry.
Der Main Association of the German Construction Industry offers a thematic page on digitization.
FAQ
How do I create a defect notification according to VOB template with Valoon?
With Valoon, the process is fully automated. As soon as a defect on the construction site is marked as ‘completed’ via WhatsApp, the status updates in the system. With a single click, you can generate a complete, VOB-compliant PDF report as a defect notification in the office, including all photos, comments, and timestamps.
What advantages does a digital defect notification offer compared to a template?
While a template only standardizes the final document, a solution like Valoon digitizes the entire process. The documentation is created automatically and seamlessly in the background, from the first defect notification to the final notification. This saves time, prevents data loss, and creates an irrefutable chain of evidence.
Is the documentation with Valoon and WhatsApp legally secure?
Yes. Valoon stores all communication, including all images, voice messages, and text messages with timestamps and authors on German servers. The generated reports provide a solid basis for legally secure documentation according to VOB and BGB.
Do my subcontractors also have to purchase Valoon?
No, and that is a central advantage of Valoon. Your partners and the employees on-site communicate simply through WhatsApp, which they already know and use. Only the users in the office, who manage the data and create reports, need a license. This reduces the entry barrier to zero.
