If you are working in the construction industry and billing according to VOB/B, the question quickly arises: Is a defect notification via docu tools legally valid – especially in terms of form and delivery? Here you will find a practical and legally sound assessment.
What does "VOB-compliant defect notification" mean anyway?
VOB/B requires certain minimum requirements when notifying defects:
Clear defect designation with reference to the specific building or trade
Reference to § 4 para. 7 or § 13 VOB/B (depending on the timing and nature of the defect)
Reasonable deadline for rectification (often 7 to 14 days)
Documentation of delivery and timing
Important: It's not just about the content, but also about the verifiability of the delivery.
How does docu tools support defect notification?
With docu tools, you can efficiently and structurally capture, document, and directly Edit defects in the project team. Particularly helpful are:
Digital Task management: Each defect is automatically created as a Task, can be Assigned to participants, and remains transparently traceable at all times. This facilitates collaboration and accelerates rectification.
Defect Reports with standardized cover letter: These already contain the legal references (e.g., § 4 para. 7 VOB/B) and a standardized deadline setting. A Template for a docu tools Report can be found in the attachment to this article.
Automatic documentation: Images, plan assignments, dates, deadlines, and responsible parties are centrally stored and remain audit-proof traceable.
How is legally secure delivery carried out?
VOB/B does not require written form in the stricter sense (§ 126 BGB), but it must be demonstrable that the defect was notified in a form- and deadline-compliant manner.
Therefore, we recommend the following combined procedure:
Capture defect in docu tools and Assign as a Task to participants → Fast, digital collaboration and direct tracking.
Generate Report with VOB-compliant text and Export as PDF → Contains all legally necessary information.
Send PDF via email (e.g., via Outlook) → This way, you can document the delivery and timing (including shipping or read confirmation).
What about the "Share" function in docu tools?
Sharing Reports or Tasks directly via docu tools significantly improves collaboration. However, for a verifiable legal delivery, we additionally recommend sending via email with a PDF attachment.
This combines the advantages of digital Task management (fast, clear, team-oriented) with the formal legal security according to VOB/B.
Summary – Our Recommendation
Step | Purpose |
Capture defect in docu tools & Assign as a Task | Fast and transparent collaboration |
Generate Report with VOB-compliant text | Legally correct wording & deadline setting |
Export as PDF | Format for legally secure delivery |
Send via email (e.g., Outlook) | Verifiable delivery & archiving |