Defect notice: template for tenants and reply from the management.
A defect in the flat? Here you will find a neutral template for the notice and one for the confirmation by the management.
Filling in the template needs JavaScript. The layout of the template is shown on the right.
Notice of a defect
Sender
To
Defect
Availability
Signature
Template without guarantee, not legal advice.
In the print dialogue, turn off headers and footers, then choose “Save as PDF”. Documents are created locally. The letterhead stays on this device until you delete it.
How a defect notice works
- 1The tenant fills in the notice and attaches photos
- 2The management confirms receipt with the second template
- 3Record the defect in the defect list
- 4Arrange and enter an appointment with the contractor
- 5Record completion in the list
Worked example with fictional details
Observation: on 6 October, the kitchen tap keeps dripping with the handle closed. Photos 01 and 02 are attached. Access can be arranged. This records the place, date and visible problem without assuming a cause.
Management can acknowledge receipt, name the responsible person and record the agreed inspection appointment. Add the same issue to the defect log. The template does not prescribe a legal deadline or rent reduction.
Frequently asked questions
The tenant fills in the notice, the management the confirmation. The defect list helps you keep track of several defects.
No. The templates are worded neutrally and contain only fields to fill in.
Yes. Number the photos and enter the numbers in the notice.
Defects without media breaks
With ailean, tenants report defects via WhatsApp or email; the work order is created automatically.
How ailean works for property managers