Acceptance protocol
A formal record by which the client accepts delivered work, often listing snags to be remedied.
Definition
An acceptance protocol (or delivery report) documents the moment a contractor hands over work and the client accepts it, frequently recording outstanding defects to be remedied within a set period. In Dutch construction practice it marks the transfer of risk and triggers warranty and payment-retention periods. The procedure rests on contract and standard conditions such as the UAV 2012 rather than a single statutory provision.
Example
At handover the parties sign an acceptance protocol listing three minor snags, which the contractor must fix within fourteen days.
Why this is a business risk
Without a signed acceptance protocol, disputes about when the work was formally accepted -- and therefore who bore the risk of damage afterwards -- can drag on for months. Unclear acceptance also delays warranty and payment-retention periods from starting, leaving payment terms uncertain and commercial relationships strained.
How to manage it
- Schedule a formal inspection at handover with both parties present and document every finding in writing on the same day.
- List each snag with a description, responsible party and agreed remedy deadline so there is no ambiguity about what must be fixed.
- Store the signed protocol together with the underlying contract so the acceptance date and any outstanding obligations are traceable at any future point.
- Set a milestone reminder for the snag-remedy deadline so you follow up before the cure period expires.
Frequently asked questions
Common questions about this term.