Free defect and punch list template

List every defect from a walk-through with its location, the trade responsible, a description, priority, the date raised, when it is due and its status. The list numbers each item and counts what is open and overdue. No sign-up.

  • No account needed
  • Numbers items for you
  • Flags overdue items
  • Works on a phone
  • Export Excel, CSV and PDF

Punch List Template

Loading the punch list…

What a punch list is

A punch list, also called a defect list or snag list, records the work that is incomplete or not up to standard when an area is inspected, usually near practical completion or handover. Each item says where the defect is, who has to fix it and by when.

Working through the list item by item, and checking each fix before closing it, is how a builder gets to handover with nothing outstanding, and how a client confirms that what they accept is finished.

When to use a punch list

  • On a walk-through before practical completion or handover.
  • When a client, superintendent or certifier inspects and raises defects.
  • At the end of each trade’s work, before the next trade covers it up.
  • During the defects liability period, for items reported after handover.
  • To give each subcontractor the list of items they have to fix.

How to make a punch list

  1. 1. Set the inspectionEnter the project, the area inspected, who inspected it and the date.
  2. 2. Walk the areaAdd an item for each defect. Each gets the next number (PL-001, PL-002 …). On a phone, each item opens as a card.
  3. 3. Describe it preciselyGive a location the trade can find without asking, and describe what is wrong and what fixed looks like.
  4. 4. Assign and prioritiseName the responsible trade, set the priority and the due date.
  5. 5. Track the fixesMove items to In progress and Ready for inspection, check the fix, then close the item with the closed date.
  6. 6. Send it outPrint the list to PDF, or export Excel or CSV and sort it by trade to send each trade its items. You can also share a link.

Punch list fields explained

Project and inspection

ProjectRequired
The project or building inspected.
Project number
Your job or contract number.
Area inspected
The part of the works this list covers.
Inspected by
Who walked the area and raised the items.
Inspection date
The day of the walk-through.

Items

Item
Filled in automatically (PL-001, PL-002 …). You can type your own numbering instead.
LocationRequired
Where the defect is, precise enough for the trade to find it without asking.
Trade
The trade responsible for fixing it.
DescriptionRequired
What is wrong and what “fixed” looks like.
Priority
High for safety, function or handover-critical items.
Raised
The day the item was recorded.
Due
When it must be fixed. Items past this date and not closed show as overdue.
Status
Open, In progress, Ready for inspection (the trade says it is fixed) or Closed (checked and accepted).
Closed
The day the fix was checked and accepted.

Sample punch list

Six items from a Level 2 walk-through on a residential build. Load them to see the statuses and overdue count.

Punch list — Riverside Apartments, Level 2: Items
ItemLocationTradeDescriptionPriorityRaisedDueStatusClosed
PL-001Unit 201, kitchenJoinerPantry door rubs on the frame at the top corner. Adjust hinges so it closes freely.Medium2 Nov 20269 Nov 2026Closed5 Nov 2026
PL-002Unit 201, bathroomTilerTwo cracked floor tiles beside the floor waste. Replace and regrout.Medium2 Nov 20269 Nov 2026Ready for inspection
PL-003Unit 202, balconyBuilderBalustrade glass panel loose at the base clamp. Secure and check all clamps.High2 Nov 20264 Nov 2026Open
PL-004Unit 203, bedroom 1PainterPaint runs on the wardrobe wall. Sand and recoat.Low2 Nov 202616 Nov 2026In progress
PL-005Unit 204, livingElectricianDownlight above the dining area does not work. Check fitting and circuit.Medium2 Nov 20269 Nov 2026Open
PL-006Level 2 corridorFire servicesSmoke detector cover missing outside unit 203.High2 Nov 20265 Nov 2026Open

Free punch list or the TaskRox Defect List

The free template is a list you keep yourself in one browser. The TaskRox Defect List runs each defect as a record with an owner, a workflow and evidence, for the whole project team.

Free punch list template

  • Location typed as text
  • You type the status
  • Overdue count in this list
  • Text only
  • Trade as text
  • Print or export the list

TaskRox Defect List module

  • Location, plus a pin dropped on the drawing
  • A workflow from open to ready for review to closed, with ball in court on every defect
  • Overdue tracking and due-date reminders
  • Before and after photos on every defect
  • Assigned to a person and company, with a manager and an approver
  • Escalate a defect to an NCR in one step, and issue a close-out certificate when it is closed
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Punch list questions

Is this punch list template really free?

Yes. There is no account, no trial period and no download. Open the page and start typing. You only need a TaskRox account if you want to run the punch list with your team inside a project; that starts with a 14-day free trial, no credit card.

What is the difference between a punch list and a defect list?

They are the same thing under different names. Punch list is common in North America, defect list or snag list in Australia and the UK. Each lists incomplete or faulty work to fix before or after handover.

What should each punch list item include?

A unique number, a precise location, the responsible trade, a description of the defect, a priority, the date raised, a due date and a status. Add the closed date when the fix is checked and accepted.

Which items count as overdue?

An item is overdue when its due date has passed and it is not Closed. The summary above the list shows the count, and each overdue row is marked.

Can I use it on a phone during the walk-through?

Yes. On a phone each item is a card you open to edit, so you can add defects as you walk. It saves in the phone’s browser as you go.

How many items can it hold?

Up to 500 items in one punch list. For a larger register, or one the whole team edits at once, use the TaskRox module it is based on.

Where is my punch list saved?

In your browser's local storage on the device you are using. It saves automatically as you type and is not sent to TaskRox. Clearing your browser data deletes it, so export a CSV or Excel copy, or copy a share link, if you want a backup.

Can I open it in Excel or save it as a PDF?

Yes. Export an Excel workbook (.xlsx), a CSV file for Excel or Google Sheets, or a PDF through your browser's print dialog. Every export carries a small line naming the free tool. You can also import a CSV back in, for example a punch list you kept in a spreadsheet.

How do I share the punch list?

Choose Share and copy the link. Everything is packed inside the link itself, after the # sign. Browsers do not send that part of a link to a server, and the TaskRox page analytics are set to ignore it. Anyone with the link opens their own copy to edit; your copy does not change.

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