Writing a letter to a contractor about defective work.

When a letter is the right step

Most defects are resolved by assigning them through the normal closeout workflow. A formal letter is for the harder cases: rectification that has been promised and not done, disputed responsibility, work that failed re-inspection, or defects discovered during the defect liability period that the contractor has not returned to fix.

A written notice does two things a phone call cannot. It starts a record that supports contractual remedies if the contractor still does not act, and it forces precision about exactly which items are defective and what rectification is required.

A letter versus a formal notice to rectify

Terminology matters here. An informal letter or email puts the request in writing and starts the record. A notice to rectify defective work is usually a formal contractual step: issued under a specific clause of the subcontract, triggering defined consequences — such as the right to engage others and back-charge, or to suspend payment — if the contractor does not comply within the stated period.

Check what the subcontract actually requires before sending. Many subcontracts prescribe how a notice must be served, what it must reference, and how long the contractor has to respond. A letter that does not meet those requirements may not activate the contractual remedies, so for serious or high-value defects, issue the notice under the clause and in the form the contract prescribes.

What the letter must include

The letter should leave no room for argument about what is being asked. Vague complaints produce vague responses.

• The project, the subcontract or trade package, and the relevant contract clause if known.
• Each defect identified specifically: defect ID, location, element, and a description of the defective work.
• Photo evidence attached or referenced for each item.
• The rectification required and the date by which it must be completed.
• What happens next if rectification is not completed: engaging others and back-charging, withholding payment, or other remedies available under the contract.
• A contact for arranging site access.

Template letter to adapt

Adapt this template to the contract and the situation, and have significant notices reviewed before sending. It is a starting point, not legal advice.

Dear [Contractor], Re: Defective work at [project address], [trade package] under subcontract [reference]. Following inspection on [date], the works listed in the attached defect schedule are defective and do not comply with the subcontract. The schedule identifies each defect by ID, location, and description, with photographs attached. You are required to rectify the listed defects by [date], during site hours, with access arranged through [contact]. If rectification is not completed by this date, we may engage others to complete the work and recover the cost under the subcontract, and further remedies under the subcontract and at law are reserved. Please confirm by [date] when you will attend site. [Name, position, builder, date].

The letter is only as strong as the defect schedule

The attachment does the real work. A schedule with numbered defects, locations, photos, and clear descriptions is difficult to dispute; a paragraph of general complaint is easy to ignore.

SiteWarden produces this schedule directly from the defect records already captured on site: each item with its ID, photos, location, trade, priority, and status. The same records then track whether the rectification actually happened and passed verification.