How to document building defects in WA, step by step

Why the record matters more than the argument

Most building disputes are not won by the person who is most upset. They are won by the person with the clearest record. Building and Energy, the WA regulator that handles building complaints, says plainly that the onus is on the parties to provide enough evidence to support their position, and that evidence may include photographs or reports from building experts.

That means the work you do now — with a phone, a tape measure and an email account — is the foundation for everything that comes later: a letter to your builder, a formal complaint, or a hearing.

The routine, step by step

1. 1Walk the house room by room. Use the same order every time (for example, front door clockwise). It stops items being missed or recorded twice.
2. 2Give each item a number, once. Item 1, item 2, item 3. Never renumber, even after something is fixed — mark it “fixed” or “withdrawn” instead, so older letters still make sense.
3. 3Take three photos per item. A wide shot that shows where in the room it is, a mid shot, and a close-up. Put a tape measure, ruler or straightedge in the close-up so the size is obvious.
4. 4Write a specific description. “Grout missing for 300 mm along shower floor/wall junction, north wall” is evidence. “Shoddy tiling” is an opinion. Say what, where and how big.
5. 5Measure where a tolerance applies. Many WA tolerances are stated over a set length — for example a deviation over a 2 m straightedge. Record the length you measured over and the reading.
6. 6Date it and tell the builder in writing. Email the builder the same day. That email is a dated record the builder also holds. Keep a copy of every reply.
7. 7Store the originals. Keep the original photo files (they carry the date the photo was taken), not just screenshots or compressed copies sent through messaging apps.

How WA measures tolerances (so your numbers count)

The Western Australia Guide to Standards and Tolerances 2019 is the reference WA builders and owners commonly use for what is an acceptable standard of work. It is an advisory guide, not a regulated standard: your contract, the National Construction Code and the relevant legislation all take precedence over it. But its measuring rules are worth following, because a reading taken a different way is easy to dismiss.

• A tolerance is not scaled down. The Guide says a tolerance stated over 2 m applies the same over 1 m or 500 mm — you do not halve it for a shorter length.
• Appearance is judged from a normal viewing position. For surface finish, the Guide describes looking from 1.5 m or more (600 mm for appliances and fixtures) in diffused light, not a torch held flat against the wall. Photograph it that way too.
• Time periods run from practical completion. The Guide says its time periods start at practical completion, so note that date and how it was set (for example, the date in your contract or the handover).

For specific trades, see our guides on waterproofing and tiling and drummy tiles, or browse the standards library.

What else to keep with your defect list

• The contract and specifications, including any inclusions list, plans and signed variations. What you were promised is the starting point.
• The building permit and handover documents, and any warranty or manufacturer information you were given.
• Every message with the builder, in date order. If something was said on site or by phone, confirm it by email the same day.
• Receipts for anything you paid to investigate or make safe a defect.

Watch the clock

WA has time limits. Under the Building Services (Complaint Resolution and Administration) Act 2011, a building service complaint is generally made out of time if it is made more than 6 years after the work was completed, and some complaints about home building contract matters have a 3-year limit. The exact rule depends on the type of complaint, so check with Building and Energy early rather than late.

Frequently asked questions

Sources checked for this page

Last reviewed 2026-10-13. Requirements change — check the current version of each source.

• Building and Energy — Building dispute resolution (wa.gov.au, updated 25 Jun 2026)
• Building and Energy — Provision of evidence and notice of proposed complaint (wa.gov.au)
• Building Services (Complaint Resolution and Administration) Act 2011 (WA), s 6 — version as at 5 Apr 2023
• Western Australia Guide to Standards and Tolerances 2019, sections D, E and F

Related guides

• Building complaint in WA: what to prepare
• Scott Schedule template for building defects
• Waterproofing defects: AS 3740:2021 explained
• Tiling defects and drummy tiles: AS 3958:2023
• Defend My Build vs spreadsheets vs a building inspector
• Surviving a building dispute — the human side