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To find and document construction defects in a new condo, inspect each accessible room and system systematically, write down specific observable problems, and take dated photos or video. Record concerns on the pre-delivery inspection (PDI) or walkthrough form, keep a copy, and report issues you discover later promptly in writing. The right claim form, responsible party, warranty coverage, and deadline depend on where the condo is located and on your purchase and warranty documents.
A PDI is a valuable record of the unit’s condition before occupancy, not a guarantee that every defect will be found or a decision that an issue is covered. As Tarion puts it in its information sheet effective May 1, 2024, “The PDI is only one piece of evidence relating to damaged or incomplete items.” Tarion’s guidance for new condominium units also recommends documenting concerns missed at the walkthrough after occupancy.
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What should I do before the condo walkthrough?
Prepare to compare what you can see with what the contract and plans say should be there. Before the appointment, gather your purchase agreement, unit plans, finish and fixture selections, builder instructions, PDI form, and warranty certificate or information. These documents help you identify missing items or visible differences without relying on memory. Queensland’s building regulator likewise advises referring to the contract and plans during an inspection; its guidance applies in Queensland, but the comparison is useful wherever you live. QBCC’s apartment guidance
- Ask how observations will be recorded. Confirm whether the builder will use a PDI or walkthrough form, how you can add an item, and when you will receive the completed copy. Keep that copy with your transaction records. In Ontario, the Condominium Authority of Ontario (CAO) says the developer must provide the buyer a copy of the completed PDI form. CAO Condo Buyers’ Guide
- Consider qualified help. If you want technical assistance, ask whether an independent inspector or building consultant may attend and choose someone appropriately qualified for the issues you want assessed. Tarion says a buyer may bring someone who can provide expert assistance to an Ontario PDI; BC Housing notes that some buyers hire an inspector for a new-home walkthrough. Rules and access arrangements can vary, so check with the builder in advance. BC Housing’s consumer guide
- Bring a simple recording setup. A phone or camera, a way to take notes, and copies of the relevant plans are generally enough to create a useful record. Ask permission before photographing if the builder’s access rules require it.
- Plan a consistent route. Make a room-by-room list and include balconies, storage areas, parking or other included spaces if they are accessible and within the scope of the walkthrough. A repeatable route reduces the chance of overlooking a room or losing track of where an observation was made.
Do not treat the walkthrough as a technical assessment, code inspection, or warranty ruling. If something appears serious, concealed, or potentially unsafe, document what you observed and promptly seek appropriate professional advice rather than diagnosing the cause from appearance alone.
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What should I look for at the pre-delivery inspection?
Look for incomplete, missing, damaged, or non-operational items, and describe each one in concrete, neutral terms. The goal is a useful record of an observable condition—not a guess about who caused it or what repair it requires.
- Check visible finishes and fixtures against the agreed selections. Note a missing fixture, visible damage, incomplete finish, or apparent mismatch with the plans or selections. Identify the exact location rather than writing only “wrong” or “poor quality.”
- Check doors, windows, and accessible hardware. Note an observable problem, such as a window that does not latch or a door that will not close. Avoid conclusions about the cause unless a qualified person has assessed it.
- Look for signs of damage or incomplete work. Record the specific location and what is visible. A broad note such as “wall damaged” is less useful than a description identifying the room and the observable mark or condition.
- Ask for demonstrations of included systems and controls. Review how ventilation, heating, plumbing, and other included systems operate, and ask the builder’s representative to demonstrate unfamiliar controls. Record a fixture or system that does not operate as demonstrated. The CAO and Tarion both describe the PDI as an opportunity to note problems and learn how building systems work. Tarion’s PDI information
- Take overview and close-up images where allowed. An overview establishes the room or area; a close-up shows the particular condition. Associate each image with the written entry, using the same item number or a clear file name. BC Housing identifies pictures as useful documentation during an inspection. BC Housing’s walkthrough guidance
- Put each concern on the form. Ask the representative to include the item on the PDI or walkthrough record. Before leaving, review the entries for legibility and accurate location details, then obtain the completed copy or confirm when it will be sent.
Write “bedroom window does not latch” rather than “bad window.” The first entry states what you observed and where; the second is vague and may be interpreted in several ways. Similarly, “water visible on the floor beside the kitchen sink at 10:15 a.m.” is more useful than “plumbing defect” if you have not established the source.
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Make one traceable record per concern, then preserve the supporting evidence and all follow-up. A dated, specific entry helps a builder, manager, inspector, or warranty administrator understand what you noticed and when, although documentation alone does not prove a condition is a covered defect.
This practical log format is not a universal or mandatory form. It brings together information official complaint guidance identifies—such as dates, correspondence, plans, reports, and photos—with details that make individual observations easier to track. NSW’s building-defect complaint guidance, for example, asks consumers to gather relevant dates, plans or contracts, correspondence, and reports or photographs. Building Commission NSW complaint guidance
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| Record field | What to enter | Example |
|---|---|---|
| Item number | A unique number for this concern | Unit item 07 |
| Date and time noticed | When you observed it; distinguish discovery from later reporting | 14 November 2026, 10:15 a.m. |
| Location | Room, exact area, unit, or common area | Bedroom 2, north-facing window |
| Neutral description | What is visible, missing, incomplete, damaged, or not functioning | Window handle turns but the sash does not latch |
| Photo or video files | File names linked to the item; keep originals when possible | 07-bedroom-window-wide.jpg; 07-bedroom-window-close.jpg |
| PDI status | Whether it was written on the walkthrough form | Recorded on PDI; see item 07 |
| Report details | Date, method, recipient, and any applicable submission reference | Sent by email to the builder on 16 November |
| Response and promised action | Acknowledgment, proposed work, responsible contact, and stated timing | Builder acknowledged; inspection proposed for 20 November |
| Follow-up | Current status and next action | Awaiting appointment confirmation |
| Related records | Warranty form, report, plan, or correspondence reference | Warranty notice reference, if applicable |
Keep the completed walkthrough form, photographs or video, plans, contract and finish selections, occupancy or completion dates, inspection reports, emails, and warranty submissions together. Use filenames or a log so you can find the image associated with a particular item. Keep the original files and messages as well as any copies you send.
What if I notice damage after moving in?
Document and report the condition promptly after you notice it, even if it was not recorded during the PDI. A missed item does not become irrelevant just because it was absent from the walkthrough form, but you still need to follow the applicable local warranty process and deadlines.
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- Photograph or video it promptly. Capture a contextual view and a closer view where possible. For an intermittent issue, a short video may show what a still image cannot, such as a fixture failing to operate.
- Avoid making the condition worse. Do not start work that could worsen a suspected issue before documenting it and contacting the responsible party. QBCC gives this advice in its Queensland guidance; treat it as a sensible precaution, not as a universal legal rule. If there is an immediate safety concern, prioritize safety and contact the appropriate emergency or building-management contact.
- Notify the builder or other responsible party in writing. Identify the item and attach or refer to the evidence. Ask for acknowledgment, the proposed next step, and timing. Keep a copy of what you sent and the response. QBCC advises confirming discussions, agreed work, and timing in writing; Tarion also directs Ontario owners to report unresolved PDI items and new defects through the applicable warranty process. QBCC’s guidance
- Submit any required warranty notice separately. Do not assume that an email, PDI entry, or conversation is the formal claim required by your warranty. Check the certificate and local authority’s current instructions for forms, delivery method, and deadlines. In Ontario, Tarion’s performance guidelines say unresolved PDI items and new defects should be reported in writing to the builder and Tarion within the applicable warranty period, using standard warranty forms where required. Tarion’s warranty information
- Track every response and appointment. Update the log with the date and recipient of each contact, promised action, and follow-up status. If a discussion produces an agreement, confirm it by email so the terms and timing are recorded.
Do not infer from a photograph, report, or builder response alone that a condition is covered, or that a particular party is responsible. Warranty authorities assess coverage under their local rules; a qualified technical professional may be needed to assess cause or significance.
Should I report a unit problem or a common-property problem?
Report a problem where it appears, but do not assume the location tells you who is responsible. A symptom inside your unit—such as a leak—could involve shared plumbing, the exterior envelope, or another common element, so ask the condo or strata manager to identify the appropriate reporting route.
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Keep a clear record of the affected unit and any common area, and send the information to the manager or corporation as well as the builder or warranty contact when appropriate. Shared-property concerns are often coordinated by the condominium, owners’, or strata corporation under local rules. In Ontario, the CAO says common-element defects are generally addressed by the condominium corporation with the developer, and the corporation has a separate performance-audit process. NSW guidance likewise advises raising common-property apartment defects through the owners corporation or its representative. The precise allocation depends on local law and governing documents. CAO’s common-elements guidance · Building Commission NSW guidance
Ontario’s process illustrates why owners should not assume every unit owner can manage a common-element warranty claim alone: the CAO says the condominium corporation must appoint an engineer or architect for a common-elements performance audit within six to ten months of registration and submit the report to Tarion before the end of the eleventh month. Those dates are specific to Ontario, not general condo deadlines. The CAO warns that a missed submission may jeopardize a common-element deficiency claim. If your condo is elsewhere, consult your own governing documents and local warranty authority instead of applying those dates. CAO Condo Buyers’ Guide (2025)
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No. A record establishes what you observed and can help support a request or claim, but it does not itself prove the technical cause, establish responsibility, or guarantee warranty coverage. The applicable warranty terms and local authority determine whether a condition qualifies; technical professionals may need to assess issues that are concealed, complex, or safety-related.
For instance, Tarion says damage is covered when it was caused by the builder, so a photo of damage alone does not establish that condition. Tarion’s information sheet In New South Wales, Building Commission NSW describes examples of major defects that include structural components, fire-safety systems, and waterproofing, but those examples are part of that jurisdiction’s framework. Its inspectors examine the specific reported items rather than conducting a general inspection; a homeowner seeking a technically qualified general inspection should arrange an appropriately qualified private consultant. Building Commission NSW’s complaint process
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Use precise observations and preserve evidence, but leave diagnosis and coverage decisions to the people and processes qualified to make them. If the concern may be a serious safety issue, report it promptly and seek qualified advice rather than waiting for an ordinary cosmetic repair discussion.
Independent reader supportYour contribution helps us test, update, and keep practical guides available for everyone.Which reporting rules apply where I live?
Use your own purchase agreement, PDI form, warranty certificate, local warranty authority, and condominium or strata rules. Deadlines, forms, coverage, and remedies differ; examples from another jurisdiction should not be treated as rules for your home.
- Ontario: The CAO says a condo PDI occurs before interim occupancy and the developer must give the buyer a copy of its completed form. Tarion’s information sheet is effective May 1, 2024, and its performance guidelines were updated June 6, 2024. Follow the applicable Tarion process and forms rather than assuming an informal punch list substitutes for a warranty notice. CAO Condo Buyers’ Guide · Tarion information sheet
- British Columbia: BC Housing’s consumer guide discusses the new-home walkthrough and notes that buyers may hire an inspector to help. Consult the applicable contract and local warranty documents for the reporting route and timing. BC Housing consumer guide
- New York: The Attorney General describes a written walkthrough defect list as a “punch list” and says a builder’s written commitment to perform post-closing work should be included in closing documents. The offering plan’s written warranty-notice procedures matter. Its statutory-warranty summary concerns a defined class of New York homes and must not be generalized to other homes or jurisdictions. New York State Attorney General: Before You Buy a Co-op or Condo
- New South Wales: Building Commission NSW explains how it handles building defect complaints, what supporting evidence to gather, and the scope of its inspections. It does not describe a general inspection of the entire property when it examines specific reported items. Building Commission NSW complaint guidance
- Queensland: QBCC recommends documenting suspected defective work, contacting the contractor promptly, and confirming agreed work and timing in writing. Its advice and any remedy details apply in Queensland. QBCC apartment guidance
Before relying on any deadline, confirm the applicable version of the warranty information and how a notice must be submitted. A builder’s punch list, a PDI entry, a repair request, and a formal warranty claim can be different records with different purposes. Keep proof of submission and check whether the warranty authority requires a particular form or a separate notice to the builder.
How do I make a defect report clear and useful?
Keep it factual, itemized, and easy to match to supporting records. A short report that identifies each location and requested follow-up is more actionable than a long message that combines unrelated symptoms and assumptions.
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For each item, include the unique log number; date noticed; unit or common-area location; what is visible or not functioning; linked photo or video names; whether it was on the PDI form; and the date, method, and recipient of the report. Ask the recipient to confirm receipt, state the proposed next step, and provide a schedule or explain when one will be available. Attach only the relevant evidence, and retain the full message and its attachments.
Separate observations from interpretations. For example, write “a damp patch appeared on the living-room ceiling on 14 November” rather than “the upstairs unit has a plumbing leak” unless that cause has been established. If the condition may be changing, document the new observation and date rather than editing the earlier entry so the sequence stays clear.
If a builder or manager disputes a point, preserve the response and ask what additional information or inspection is needed. If the issue remains unresolved, consult the warranty authority’s complaint or claim procedure and consider qualified independent advice. Do not rely on an informal promise if the local process calls for written notice or an official form.
Frequently Asked Questions
What if the builder does not respond to my defect report?
Keep the original message and evidence of delivery, then follow up in writing with the item numbers and ask for a response date. Check your warranty authority’s escalation or complaint process and any required notice format; a builder’s silence does not pause a deadline unless the applicable rules say so.
Can I hire an inspector after I have moved into a new condo?
You can seek an appropriately qualified private inspector or building consultant for a technical assessment, subject to access and building rules. Ask what the professional’s inspection covers, whether concealed conditions are within scope, and whether the report is intended for diagnosis, warranty documentation, or both.
Should I repair a leak or other defect before the builder inspects it?
First document the condition and notify the responsible contact, but do not leave an immediate hazard unaddressed while waiting for a routine appointment. If mitigation is needed to prevent further damage or protect safety, contact building management and the responsible party, retain records of the condition and any work, and follow local guidance.
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In some jurisdictions, the corporation or owners’ association coordinates common-element reporting, but authority and procedures depend on local law and the governing documents. Ask the manager or board who is responsible for submitting notices and what information owners should provide.
