What to write when submitting a defect report: a copyable cover message

Give the recipient a clear attachment context

A PDF should arrive with a short message explaining what it contains. Identify the property and unit, inspection date, report version, exact filename and the response you need. Use the developer’s designated channel. Email, a portal, an App and a site form are not automatically interchangeable.

Run five checks before sending

Check the unit and contact details, confirm the file opens, match photo references to defect IDs, remove unintended old versions and follow the actual upload size or format requirements. A Wefect download link is not a report attachment. A chat preview of a report is not the same as preserving the submitted file.

Copyable cover message

Subject: Defect report submission — [Property / Unit] — [Date]
Hello [Team], please find attached the defect report for [Property / Unit], inspected on [Date]. Report version: [Version]. Attached file: [Filename]. Please confirm receipt and advise the next steps for the listed items. My contact details are [Contact]. Thank you, [Name].

Replace the bracketed fields. This communication template does not replace a required project submission form.

Make an update explicit

For later evidence, label the message “Updated report” or “Additional evidence”. State whether the new file replaces an earlier report and identify the affected items. Example: “This report replaces version 1 dated [Date]. Additional photos are included for items [IDs].” Avoid a message that only says “Here is the new one”.

Keep the submission trail

Preserve the exact sent attachment, submission date, acknowledgement or portal reference and subsequent replies. Acknowledged receipt is different from completed rectification. Match reinspection results to the original defect IDs and reference the specific unresolved items in follow-up messages.

Fit a Wefect PDF into this workflow

Wefect organises photos, descriptions, rooms and locations, then generates an English PDF according to your chosen plan. Submit it through the required developer channel. Generating the PDF, submitting it and receiving acknowledgement are separate actions; the website does not send it on your behalf.