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Defect report: blank and filled sample
The defect report (defect act) for equipment repair — three formats and a filled sample. Downloaded right away without signing up.
No sign-up. A4, Times New Roman. No personal data in the files — just blank fields.
The blank files themselves are in Russian: this is the form accepted in Russia. This page and the instructions are in English.
Filled sample
This is what the completed document looks like. The data is fictional.
ДЕФЕКТНАЯ ВЕДОМОСТЬ № ________ от «___» ____________ 20___ г.
Общие сведения
| Заказчик | ООО «Карьер-Пример» |
| Исполнитель | ООО «Сервис-Пример» |
| Основание | Заявка № 214 от 22.09.2026 |
Объект ремонта
| Наименование | Гидроцилиндр стрелы экскаватора Komatsu PC300-8 |
| Заводской / инвентарный номер | ИНВ-017 |
| Наработка | 12 480 м/ч |
Состояние перед дефектовкой
Корпус без внешних повреждений, следы масла на штоке и крышке.
Выявленные дефекты
| № | Узел / группа | Описание дефекта | Критичность | Рекомендация |
|---|---|---|---|---|
| 1 | Гидравлика | Течь рабочей жидкости по штоку, следы масла на корпусе | Высокая | Замена уплотнений |
| 2 | Гидравлика | Продольные задиры хромового покрытия штока длиной до 60 мм | Средняя | Шлифовка и хромирование |
Требуемые запчасти и материалы
| № | Наименование | Артикул | Ед. | Кол-во |
|---|---|---|---|---|
| 1 | Ремкомплект уплотнений гидроцилиндра стрелы | 707-99-67090 | шт | 1 |
| 2 | Масло гидравлическое HLP 46 | HLP-46 | л | 12 |
Заключение
Гидроцилиндр ремонтопригоден. Требуется замена уплотнений, шлифовка и хромирование штока. После ремонта провести испытание под нагрузкой.
Дефектовку провёл:
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должностьподписьФамилия И. О.
Представитель заказчика:
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What this document is
The defect report is the list of faults found during stripping or diagnostics, each with what to do about it: repair, replace, watch. It is the basis for the repair estimate and for ordering parts, so a defect is written so that a buyer and the customer understand it, not only the technician. The unified form OS-16 "Act on defects found in equipment" covers a different case — defects found on acceptance, installation and commissioning — and is not mandatory either since 2013.
When it is drawn up
- After the inspection, once the machine has been stripped or diagnosed.
- Before the repair estimate — the report is its basis.
- For ordering parts — name, article number and quantity.
- For a warranty case — to record the cause of the failure.
How to fill it in
- State the basis — request, inspection act or contract, with number and date.
- Describe the object of repair — the machine or the unit, serial number, hours.
- Record the condition before the defect report — what is visible outside before stripping.
- For each defect — the unit, what exactly is wrong, how urgent it is and what you recommend.
- Collect parts and materials into a separate table with article numbers — it goes to procurement.
- Write the conclusion and sign the report together with the customer's representative.
Common mistakes
- The hydraulic cylinder is faulty — without saying what is wrong, the line can be neither priced nor ordered.
- Parts without article numbers — procurement brings the wrong thing.
- No severity — the customer cannot tell what can wait.
- A report without a basis — it is unclear which request it belongs to.
Questions and answers
Is form OS-16 mandatory for a defect report?
No. OS-16 was approved by the State Statistics Committee on 21.01.2003 No. 7 for defects found on acceptance, installation and commissioning, and since 2013 the head of the organisation decides the forms of primary documents (part 4 of Article 9 of Law No. 402-FZ). For repair work your own form is more convenient.
Are a defect report, a defect act and a defect statement the same thing?
Yes, they are names of one document — the list of faults found during defect detection, with recommendations and parts. Different organisations call it differently; the columns do not change. This blank fits any of the names — the header can be edited in the DOCX.
Who signs the defect report?
The person who did the defect detection and the customer's representative. If the repair is internal, the person responsible for the equipment takes the customer's place, for example the site mechanic or the chief mechanic.
Should prices be in the report?
Not necessarily. The report answers "what is broken and what is needed"; the cost is calculated separately, in the estimate or the work order.
Documents in order
Related articles
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