Acceptance protocol

Definizione

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.

Esempio

At handover the parties sign an acceptance protocol listing three minor snags, which the contractor must fix within fourteen days.

Perché rappresenta un rischio aziendale

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.

Come gestirlo

• 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.