A dispute you cannot find is a dispute you cannot manage.
One register
List each case with the other party, stage, next hearing date and linked project. Include papers or links.
Assign owners
A named person and a fallback. Cases slip when ownership is vague.
Review monthly
Review open matters with leadership. Many cases need business decisions, not just legal ones.
Why a register is needed
Disputes and legal notices are uncomfortable, but ignoring or mishandling them can be costly. When notices sit in an inbox or a single person’s folder, deadlines are missed and nobody has a full picture of the company’s exposure.
A disputes register records every dispute and notice in one place, with owners, deadlines and status.
What to record
For each dispute or notice, record the parties, the project and unit, the nature of the issue, the date received, response deadlines, the owner, the current status and any amounts involved. Attach relevant documents.
Include disputes with buyers, partners, vendors and authorities, so the register reflects all exposure.
Assigning owners
Every entry needs an owner responsible for the next action. For legal notices, this is often an in-house legal person or external counsel; for operational disputes, a manager may lead with legal support.
Record the owner’s actions and dates, so progress is visible.
Deadlines and reminders
Many notices have strict response deadlines. Record them clearly and set reminders well in advance. Missing a deadline can weaken your position significantly.
Review upcoming deadlines weekly.
Linking to records
Link each dispute to the relevant booking, partner or vendor record, so context is easy to find. Seeing payment history, communications and documents alongside the dispute helps resolve it faster.
Restrict access to the register to people who need it, because it may contain sensitive information.
Monthly reviews
Review the register monthly with legal and management. Look at new disputes, resolved ones, those approaching deadlines and patterns across projects or partners.
Patterns may reveal process problems, such as unclear cancellation terms or inconsistent commission rules, that can be fixed to prevent future disputes.
Resolving and closing
When a dispute is resolved, record the outcome, any settlement and the date. Close the entry but keep it searchable for future reference.
Learn from resolved disputes and update policies or templates where needed.
Why it matters for the business
A complete register gives management a clear view of legal exposure, supports accurate financial planning and helps external counsel work efficiently. It also demonstrates good governance to banks, investors and auditors.
Most importantly, it prevents missed deadlines that could turn manageable issues into serious problems.
A worked example
A legal notice arrives from a buyer about a delayed possession date. Legal records it in the register, links it to the booking, sets the response deadline and assigns an owner. The owner reviews construction status and communications, drafts a response with counsel and sends it before the deadline.
The monthly review notes several similar concerns in the same project, and management decides to send proactive construction updates to all buyers there.
Common mistakes
Common mistakes include notices left in individual inboxes, no owner assigned, deadlines tracked from memory and resolved disputes never analysed.
Another mistake is broad access to a register containing sensitive information.
Questions teams often ask
Should minor complaints be included? Record formal disputes and notices; route everyday complaints through customer service, but escalate them to the register if they become formal.
Who should see the register? Legal, management and specific owners.
A register checklist
Every dispute and notice recorded with parties, issue, dates, deadlines, owner, status and documents. Entries linked to bookings, partners or vendors. Deadlines reminded in advance.
Weekly deadline review and monthly register review. Outcomes recorded and lessons applied. Access restricted.
In practice
Gather all open disputes and notices from inboxes and folders, enter them into the register and assign owners. Set reminders for every deadline and schedule the first monthly review.
From then on, record new items on the day they arrive.
A final thought
A disputes register will not prevent every disagreement, but it ensures none is forgotten.
In short
Record every dispute and notice in one register with owners and deadlines, link entries to the relevant records, remind deadlines early, review monthly, learn from resolutions and restrict access.
Working with external counsel
Many developers use external lawyers for disputes. Share register entries with counsel in an organised way: the summary, documents, deadlines and history. Well-prepared information reduces the time counsel spends gathering facts, which often reduces cost.
Record counsel’s advice and actions in the register, so the internal team always knows the current position and next steps, even when the matter is handled outside.
Agree reporting expectations with counsel, such as a short update before each monthly review. Regular updates keep management informed without needing separate meetings for every matter.
Clear, organised information also helps counsel give better advice, because they see the full picture from the start rather than discovering important facts late in the process.
In one line
One register, clear owners, early reminders and regular reviews keep disputes manageable and deadlines safe.
Start today.
Is there a register in Propto?
Yes, Legal and Registry includes a disputes and notices register.