ArtBuild template ArtBuild template · All of Canada
Deficiency complaint intake form
Record the complaint exactly as received, item by item.
- Version
- 2026.1
- Last updated
- October 24, 2026
Prepared by ArtBuild to help you organise your paperwork. It is general information, not legal advice, and it has not been reviewed by a lawyer. Check the rules for your province or territory before you act.
Part of the Defective Work Disputes Kit: start with its guide, and download the whole kit there.
Download editable Word (.docx)
Capture the report as received
Complete one intake per complaint and give each distinct issue its own item ID. Use the reporter’s words in the allegation field. Leave a fact unconfirmed when it has not been independently checked.
- Complaint ID and received date and time
- Received by and channel
- Client name and preferred contact
- Project address and contract reference
- Reported location and work item
- Reporter’s description and first observation date
- Requested remedy and timing
- Original message and attachment location
Immediate triage
- Potential hazard or continuing damage reported; record what and by whom.
- Qualified assistance or temporary protection arranged where needed.
- No urgency identified from available information; uncertainty recorded.
- Protective action and authorization
- Triage owner and next contact time
Separate the report from the evidence
| Item ID | Allegation | Evidence received | Verification needed |
|---|
- Relevant contract and drawing revisions
- Earlier repairs or third-party work reported
- Occupancy and maintenance information requested
- Inspection access offered and restrictions
Optional acknowledgement wording
We received your report about [item/location] on [date]. We have recorded the condition as reported and propose [inspection arrangements]. Please send [specific records] and tell us about any change in conditions. Our inspection will help establish the facts; responsibility and the appropriate response have not yet been determined.
- Acknowledgement sent by and date
- Follow-up owner and target
- Reviewer and unresolved questions
Do not record an allegation as a verified defect merely because it appears in this form. Keep confidential personal information out of routine circulation copies.
Before you act: this document is general information prepared by ArtBuild to help you organise facts and paperwork. It is not legal advice and has not been reviewed by a lawyer for your situation. Rules differ by province and territory and change over time. Check the official source for your project, and for deadlines, liens, court or insolvency steps, speak with a lawyer licensed where the project is located.