If the contract does not say what is to be done when a problem is seen in a delivered job, the process gets stuck between "I do not like it" and "it is wrong". Defect notification establishes this distinction: it defines what is to be notified, within what period and how concretely it is to be communicated.
Definition of notification
It is the communication of a problem in a delivered job to the other party. The procedure is written in the contract. The process is defined.
The time requirement
Notification is made within a set period. After the period has passed, the job may be deemed accepted. The date is written down.
Reasonableness of the period
The period is long enough for the client really to examine the text. A very short period removes the right in practice. A balance is struck.
Form of the notification
The channel through which it is to be communicated is stated. An oral complaint is not recorded. The channel is written down.
The requirement of concreteness
It is shown which section is defective and why. General dissatisfaction cannot be processed. Detail is requested.
Showing by example
The notification is supported by concrete sentence examples. An example speeds up the examination. The process becomes shorter.
The distinction between defect and preference
A style preference is not a defect. Choosing between two correct options does not count as a correction request. The distinction is kept.
Tying preferences to the style guide
Any style preferences are entered in the guide and applied in later jobs. They are not counted as a defect retroactively. The solution looks forward.
Factual error
Errors of meaning and of numbers are clear defects. These findings have priority. The examination is made at once.
Terminology deviation
Failure to follow the approved list is a defect. If no list was provided, the situation is assessed separately. A basis is sought.
Problems arising from the source text
Ambiguity in the source does not count as a translation defect. If it was reported, no liability arises. The record is shown.
Addressee of the notification
To whom the notification is to be sent is defined. The wrong addressee wastes the period. The address is written down.
Examination period
Within what period the notification will be assessed is written down. This too is a commitment. A period is set.
Classifying the findings
Findings are separated by severity. A spelling error and an error of meaning are not counted the same. The distinction is kept.
Priority of serious findings
Errors of meaning and of numbers are dealt with first. The order is set by risk. The practice is consistent.
Findings that are accepted
Findings that are found to be justified are corrected. The correction is given priority. The period is written down.
Findings that are rejected
The reasons for findings that are not accepted are given in writing. Defensive language is not used. Communication is kept open.
Disputed cases
For findings on which no agreement is reached, an independent opinion may be obtained. The procedure is written in the contract. The route is known.
Recording the findings
Notifications and their outcomes are kept on file. The trend is examined in the review. An archive is kept.
Turning it into learning
Accepted findings are entered in the term list and the checklist. The same defect is not repeated. The loop is closed.
The value of notification
A well-written defect notification is not merely a complaint but the most direct information that allows the service to be corrected; a notification that is concrete and sent in time raises the quality of all later jobs. That is why the procedure is made easy. The channel is kept open.
Limits of legal information
What is described here is for information purposes and does not replace a legal opinion. The text is passed through the legal department before it is signed. The limit is stated.