Describe the difference before assigning blame
Finding a door, window or service in a different position from the one you expected can quickly become an argument. Start by turning that impression into an observation someone else can check. State the room, the element, the date and the difference you have noticed. “The bedroom doorway appears narrower than the dimension on the drawing” gives the team something to investigate. “The whole thing is wrong” does not identify a particular task.
Keep three things separate: what you can see, the document you are comparing it with and the practical consequence that concerns you. This might be reduced access, insufficient room for furniture or a change in the finish. You do not need to identify the cause yet. An apparent discrepancy may involve an old drawing, a misunderstood dimension or work that needs correction.
Establish which information applied to that work
Gather the relevant drawing, including its date and revision, the associated details and any later written decisions. An image shared while the design was being discussed may not be the information issued for construction. A sales illustration does not automatically replace a construction detail either. Ask the team to identify the instruction that applied to this work and how it was communicated.
Do not alter the original dimensions yourself to match what has been built. Keep the source file and mark your question on a copy. If several versions share the same filename, request a clear list of current documents. For equipment or materials, include both the approved reference and the reference of the installed product. Compare like with like, including performance and dimensions, rather than relying on two photographs that happen to look similar.
Make a short record that others can locate
Give the issue a simple reference number. Include a wide photograph that shows its position, a closer photograph and a mark on a copy of the plan. A visible tape measure can help where you can take a measurement safely and understand its limitations. Do not dismantle anything to obtain it. Date the photographs, keep the original files and say whether the measurement relates to unfinished construction or a completed surface.
A useful record includes location, observation, reference document, question sent, response, decision and current status. Identify who needs to respond and when the construction sequence needs that answer, without inventing a contractual deadline. Where several people comment, bring their contributions into an identifiable discussion or meeting record. This prevents a significant photograph from disappearing among unrelated messages about deliveries and finishes.
Ask the people responsible for assessing it
Send the issue through the agreed communication route and involve the site professionals responsible under the appointment. Ask them to assess the discrepancy, its significance and the next steps. Spanish building legislation distinguishes the roles of those involved in construction. As a client, avoid improvising technical instructions to whichever tradesperson happens to be nearby. An on-site conversation may clarify the facts, but decisions affecting the work need an appropriate written record.
If the next operation will cover the element, make that clear so the team can consider how to proceed before access is lost. Do not instruct demolition or accept a technical substitution through an informal verbal agreement. If there are signs of immediate danger, move away and notify the responsible people and emergency services where appropriate. Getting a photograph never justifies entering an unsafe area.
Compare the full consequences of each solution
Once the issue has been assessed, ask for alternatives that explain what stays, what changes and what result is intended. Correcting an element can affect neighbouring work, services or furniture decisions. Accepting a variation also requires a clear understanding of its consequences. The quickest option to construct may still fail to meet the need behind the original design.
Ask the team to identify the effects on scope, cost and the construction sequence, together with the approvals each aspect needs. Technical acceptance and the client's agreement to additional expenditure are distinct matters; one does not necessarily replace the other. If a check is still outstanding, record what it is and which decision depends on it. Avoid leaving the matter at “we will see later” when another trade is about to build on the proposed solution. Where costs are disputed, gather the records and seek appropriate advice before attributing financial responsibility.
Close the issue with a record of the outcome
A reassuring reply alone does not close an issue. Record the agreed solution, when it was carried out and the check undertaken by the appropriate person. Keep photographs of the result. If the design changed, ask which final documents need updating. An issue can be resolved, accepted as a documented variation or awaiting a later check. These are different statuses and should remain visible in the register.
Review open issues during progress meetings and carry any outstanding items into the handover list. One shared register with dated versions makes it easier to understand what remains. To prepare an enquiry to the practice, start with the location, the identified drawing and relevant photographs. This gives the team a specific question to consider and helps establish the next step. It does not assume that a remote review will be sufficient to determine the cause or resolve the discrepancy.
Projects and next steps
Sources and references
Published: October 25, 2026. Requirements and documents must be checked for each property and proposed intervention.