The acceptance protocol documents the formal acceptance of construction work: it records that the client accepts the work as essentially conforming to the contract, lists identified residual defects and reservations, and marks the moment at which transfer of risk, reversal of the burden of proof and the warranty period begin.
Why acceptance is the most important moment of the construction contract
With acceptance, the burden of proof flips: before it, the contractor must prove the work is free of defects — afterwards, the client must prove a defect already existed at acceptance. The warranty period also starts and the final invoice becomes due. An incomplete acceptance protocol can therefore cost more than any single defect.
What belongs in the acceptance protocol?
- Parties and date of the acceptance walkthrough
- Subject — which work/which trade is being accepted
- Identified defects — itemized, located, with photo and rectification deadline
- Reservations — e.g. regarding known defects or contractual penalties
- Declaration of acceptance (or refusal with reasons)
- Signatures of all parties
Creating the acceptance protocol digitally
The walkthrough with clipboard and camera, then two hours of Word: that was yesterday. In XBuild you capture defects during the walkthrough directly on the drawing — and the finished acceptance protocol including all defects, photos and deadlines is generated at the press of a button and provably sent to all parties.
The more precisely defects are located and documented in the acceptance protocol, the faster they get fixed — and the less often the acceptance ends up in court.
Frequently asked questions: acceptance protocol
Is an acceptance protocol mandatory?
With formal acceptance (often agreed contractually; standard in many public-works contract regimes on request) yes. It is strongly recommended in any case — it is the central evidentiary document.
What happens with defects that were overlooked at acceptance?
Visible but unrecorded defects can be deemed approved. So: walk the site thoroughly and document everything you notice.
When does the warranty period start?
With acceptance. The acceptance protocol documents this moment bindingly.