Questions and answers on the subject of acceptance protocol in the craft sector
When is an acceptance report made?
An acceptance report is prepared by you as a craftsman or craftswoman together with the contracting parties after you have performed the contractually assured work. However, you can also prepare partial acceptance reports after individual specified work steps. This is useful for long-term large-scale contracts.
Why do Tradesmen need an acceptance report?
The acceptance protocol confirms that the work has been carried out correctly. This record of the construction work performed is signed by the client and offers Tradesmen and women numerous advantages:
- Beginning of the warranty period
- Right to invoice
- The burden of proof lies with the customer in the event of a complaint
What information should the acceptance protocol contain?
It is essential to note the following information in the acceptance report:
- Acceptance date and place
- Address of the place where the construction work was performed
- Name and address of the craft enterprise
- Name and address of the Jobing party
- Present at the acceptance test
- Contract number and date
- Service description
- Performance period
- If present: Defects and deadline for rectification
- Warranty period
- References to contractual penalties
- Signature of the Jobing party
Can the signature on the acceptance report be refused by the client?
Yes, the signature can generally be refused. One reason for this is, for example, that the crafts company has not yet fully performed the service.
An acceptance protocol is advantageous for you as a craftsman or craftswoman as well as for the client. On the one hand, it marks the proper completion of a (renovation) construction project, and on the other hand, it entitles you to issue a final invoice. In addition, acceptance is associated with legal advantages:
- The risk of performance is transferred from you to your Jobing party.
- The warranty periods and guarantee periods begin.
- The burden of proof reverses and rests with your Jobing parties.
In Job to be able to assert your legal claims in case of doubt, you need a document that contains all mandatory information from a legal perspective.
To ensure that your acceptance report is as informative as possible in the event of a dispute, not only should all construction work be described in detail, but these details should also be noted without fail:
- Date and place of acceptance
- Address of the place where the construction work was performed
- Name and address of your company
- Name and address of the client
- Names of the persons present
- Reference to total or partial acceptance
- Contract number and date
- If available: Defects and a deadline for their elimination
- Warranty and guarantee periods
- References to contractual penalties
- Signature of the client or customer
Free Acceptance Protocol Template
You don't have your own template for your acceptance protocols yet? Online you will find a variety of documents as free Excel or Word files. But be careful! Please do not simply adopt these templates for your use, but check the content thoroughly. In any case, adaptations to your operation and your Job are necessary.
You can record your acceptance reports in digital form with the Meisterwerk app. You upload your form to the Handwerker app and store it in the corresponding Job. You can fill out the acceptance report on your tablet or smartphone while you are on the move. You fill out the form and have it signed on the screen. Your acceptance report is then available in real-time to your colleagues in the office for invoicing. And you or your installers will no longer lose a piece of paper!
