Free templatesDefect register
Free template · CSV for Excel or Google Sheets
Defect register template
A defect register tracks every fault found on site from the day it is found to the day it is fixed, so nothing found on an inspection is forgotten.
The columns
- Defect ID
- A running number.
- Site
- Client or site name.
- Asset
- Asset ID the defect belongs to.
- Found
- Date found.
- Found by
- Technician's name.
- Description
- What is wrong, in plain words.
- Severity
- Your scale, for example critical, non-critical, recommendation.
- Photo
- Link or file name of the photo.
- Quote
- Quote number, if one was sent.
- Quote status
- Not quoted, sent, accepted, declined.
- Fixed
- Date rectified.
- Notes
- Client instructions, parts on order.
Example rows
Sample data, included in the download so you can see the format. Delete these rows and add your own.
| Defect ID | Site | Asset | Found | Found by | Description | Severity | Photo | Quote | Quote status | Fixed | Notes |
|---|---|---|---|---|---|---|---|---|---|---|---|
| D-101 | Example Plaza | EXT-014 | 2026-09-12 | A. Tech | Pressure gauge reading low | Non-critical | d101.jpg | Q-2201 | Sent | ||
| D-102 | Example Plaza | DOOR-07 | 2026-09-12 | A. Tech | Fire door closer not latching | Critical | d102.jpg | Q-2202 | Accepted | 2026-09-19 |
Using it well
- Quote a defect the same week it is found. The longer it waits, the less likely it is to be approved.
- Keep declined defects in the register. The record that you reported it matters.
- Use the same severity scale across every client.
Outgrowing the spreadsheet?
Taskr records defects with photos against the asset, turns them into a quote in a few taps, and keeps them open until the fix is done.
Quotes not followed up: how Taskr helpsFAQ
Frequently asked questions
Who should see the defect register?
Your office, so defects are quoted, and the client, so they know what is outstanding on their site.