Reasons for Defect Rejection: How to Avoid?

Anushree Chatterjee

Software Testing

“Fix the cause, not the symptom.”

A statement that can hold a lot of value in the software industry. Yet, what do you do if the symptoms you complain about are discarded? It’s like going to a doctor, giving a verbose description of what’s happening to your body, and then the doctor waving his hand in dismissal. Definitely annoying, and even borderline concerning, right? The same can be said for testing.

While some defects warrant dismissal (reasons for which we’ll get to in a bit), most cases call for better investigation of the causes of the symptoms the software is showing.

In this article, you’ll learn more about

The different reasons why defects get rejected
Strategies to make sure that your keen observations result in valuable feedback

Key Takeaways

A defect is an unintended issue in software that causes it to behave incorrectly or unexpectedly.
Defect rejection occurs when reported issues are dismissed due to reasons like unclear reporting, environmental issues, or misunderstandings.
It may happen due to:
- Bugs are rejected when reports lack clear steps, expected vs. actual results, environment details, or supporting evidence.
- Defects that can’t be recreated due to randomness, tester error, or environment mismatches are likely to be dismissed.
- Bugs seen only in the tester’s setup but not replicated by developers are often rejected.
- Misunderstood features, behaviors by design, or unrelated reports outside the current scope lead to rejection.
- Bugs previously reported or resolved may be re-reported with different terms and get rejected.
- Overstating the criticality of minor issues can result in rejection due to misaligned prioritization.
- Defects caused by faulty test environments (e.g., outdated builds, network issues) are not considered valid.
Treat bug reports like instructions—precise, reproducible, and complete to help developers understand and act.
Engage QA early in development to identify issues sooner and avoid downstream defects.

But first, let’s get to the basics.

What is a Defect?

A defect in software is simply a mistake or problem in a program that causes it to behave in a way that wasn’t intended. It could be something like a button not working, a calculation showing the wrong result, or a page not loading as expected.

Think of it like a typo in a book – it’s something that shouldn’t be there and needs to be fixed for the software to work smoothly and as intended. It’s a glitch or error that prevents the software from functioning correctly or as expected by the user.

What is Defect Rejection?

Defect rejection is when the team decides that the issue you reported isn’t something that needs fixing. This could be because the defect wasn’t clear enough, it’s actually working as designed, or it’s something that can’t be repeated.

For example, if you report a problem with a button not working, but the development team finds that it’s actually the user’s device causing the issue, they might reject the defect because it’s not a problem with the software itself.

Defect Rejection Reasons

Here are some of the common reasons why defects get rejected.

Insufficient Information

If the defect report doesn’t provide enough details for the team to understand or fix the issue, it may be rejected. You’ll see this happen because of:

Vague Description: Sometimes the defect might be described in a confusing or unclear way. “Bug in login” vs. “User cannot log in with correct credentials after session timeout.”
Missing Steps to Reproduce: No clear, sequential steps.
Unclear Expected vs. Actual Results: What should happen vs. what is happening.
Lack of Environment Details: Browser, OS, specific build/version.
Missing Attachments: Screenshots, videos, and logs help with a better understanding.

For example, if you only say, “The app crashes,” without saying what you did when it happened, it’s hard for anyone to figure out how to fix it.

Defect is Not Reproducible

If the defect can’t be reproduced, meaning the development team can’t make it happen again, it’s often rejected. Sometimes, bugs happen only under certain conditions, like specific software versions, user actions, or due to:

Intermittent Issues: Occur randomly, which is hard to pinpoint.
Environment Discrepancies: A Bug exists in the tester’s environment but not the developer’s.
Tester Error: Unintentional deviation from steps.

Environment Mismatch

This happens when the defect only occurs in a particular setup or environment (like a specific device, browser, or operating system). Think of it as the “Works on My Machine” Syndrome! If the team can’t replicate the defect in their own environment, they might reject it.

Known Behavior / Expected Behavior/ Out of Scope

The statement “it’s not a bug, it’s a feature” embodies this! Sometimes, a defect is rejected because:

The tester understands a feature differently than intended (Misinterpretation of Requirements)
The observed behavior is actually the intended functionality (Feature by Design)
The reported issue is for a feature not currently in the sprint/release (Out of Scope)

For example, if a feature is working as intended but the user doesn’t understand it, it might get flagged as a defect even though it’s not.

Defect is Already Fixed

If a defect has already been addressed or fixed in an earlier update, and someone reports it again, it will be rejected. You’ll usually see this in the case of:

Poor Search Before Reporting: Not checking if a similar bug already exists.
Different Phrasing/Terminology: Two similar bugs reported with different titles.

Wrong Severity or Priority

Sometimes, the defect is rejected because it’s classified as too high or too low in terms of importance. If a minor visual glitch is marked as a high-priority defect, it may be rejected because it’s not a critical issue. Quite often, you’ll see the following impacting these decisions:

Business Decision: The Product Owner decides it’s not critical enough to fix now.
Tester Over-estimation: Tester assigns high severity to a minor cosmetic issue.

Test Environment Issues

This happens when the defect is caused by problems in the test environment (e.g., misconfigurations, outdated software, or unstable network connections), not the software itself. Since the problem is not related to the software’s design, the defect is rejected.

Strategies to Avoid Defect/Bug Rejection

We’ve explored the myriad reasons why a perfectly good bug report can end up in the digital graveyard of “Rejected.” Now, let’s shift our focus to the crucial “how.” How do we, as diligent guardians of quality, prevent these frustrating rejections and ensure our efforts contribute directly to a more robust and reliable product? It boils down to a blend of meticulous reporting, proactive collaboration, and strategic tool utilization.

Master the Art of Defect Reporting

Think of your defect report not just as a complaint, but as a detailed instruction manual for a developer. A clear, comprehensive report is the single most powerful weapon against rejection.

Be Precise and Concise

Bad: “Login is broken.” (Cue developer sigh.)
Good: “User cannot log in with correct credentials after a 30-minute inactive session on the ‘Remember Me’ enabled browser.”
Every word counts. Eliminate ambiguity. Developers need to know exactly what broke and under what very specific circumstances.

Provide Detailed, Numbered Steps to Reproduce

This is the backbone of your report. Don’t just say “do X.” Break it down into discrete, actionable steps a fresh pair of eyes can follow.

Example:

Open Chrome browser (Version 123.0.6312.124).
Navigate to https://your-app.com/login.
Enter a valid username “[email protected]” and password “password123”.
Check the “Remember Me” checkbox.
Click the “Login” button.
Close the browser window.
Wait 30 minutes.
Reopen Chrome and navigate to https://your-app.com/.
The clearer the steps, the less room for “cannot reproduce.”

Clearly State Expected vs. Actual Results

This is where you bridge the gap between what should happen and what is happening.
Expected: “Upon reopening the browser after 30 minutes, the user should be automatically logged in, or redirected to the login page with a session expired message.”
Actual: “Upon reopening the browser after 30 minutes, the user is redirected to an infinite loading spinner instead of the expected login page or auto-login.”
This direct comparison highlights the deviation from the intended behavior.

Include Comprehensive Environment Details

“Works on my machine” is the developer’s lament when environmental differences are at play. Pre-empt this by providing every relevant detail. The more granular, the better.

Browser: (e.g., Chrome 123.0.6312.124, Firefox 119.0)
Operating System: (e.g., Windows 11 Pro 23H2, macOS Sonoma 14.2)
Application Build/Version: (e.g., v2.3.1, build #456)
Server/Database Environment: (e.g., Staging environment, DB version 12.3)
Specific Device (for mobile): (e.g., iPhone 15 Pro, iOS 17.2)

Attach Relevant Evidence

Don’t just describe; show. A Picture (or Video) is Worth a Thousand Words!

Screenshots: Clearly annotate them to highlight the issue. Arrows, circles, and text boxes are your friends.
Videos/GIFs: Especially for dynamic bugs, a short screen recording demonstrating the reproduction steps and the defect in action is invaluable.
Logs: Include relevant console logs, network requests (HAR files), or server-side logs that might shed light on the root cause. This gives developers diagnostic information immediately. Read: Test Log Tutorial.

Use a Standardized Template

Consistency is key for a team. Establish a clear template for defect reports in your bug tracking system. This ensures all critical information is consistently captured and makes it easier for developers to parse reports quickly.

Prioritize and Categorize Accurately

Don’t cry wolf. Understand the difference between “critical” (showstopper, blocking) and “minor” (cosmetic, usability tweak). Align with your team’s definitions. Over-prioritizing everything leads to a loss of credibility.

Enhance Reproducibility

Even with the best report, some bugs are elusive. These strategies help nail down those tricky, intermittent issues.

Test on Multiple Environments
- A bug seen only on your machine might be an environmental fluke. Verify it across different browsers, operating systems, and even development/staging environments if possible.
Document Pre-conditions
- Sometimes a bug only appears if the system is in a very specific state. “User must have 5 items in their cart and be logged in as an administrator.” Clearly state these prerequisites.
Provide Specific Test Data
- If a bug only manifests with certain user data or specific configurations, include that data in your report or link to a test data set. “Reproducible with user ID: 12345, using test data set ‘EdgeCases_001’.” Read: How to do data-driven testing in testRigor.
Pair Testing/Debugging
- For highly intermittent or complex bugs, sit down with a developer. Walk them through the steps in real-time. This often uncovers nuances that are hard to capture in a written report and fosters immediate understanding. Read: Testing vs Debugging.

Improve Understanding and Collaboration

It’s time to bridge the QA-Dev divide. Many rejections stem from misunderstandings. Proactive communication is your best ally.

Thoroughly Understand Requirements
- Don’t just read the requirements; internalize them. Participate actively in requirement reviews, ask clarifying questions, and ensure you have a shared understanding of how features are supposed to work. A bug might simply be a misunderstanding of the intended behavior.
Regular Communication with Development
- Don’t wait for the bug report. If you have a hunch or an initial observation that feels off, a quick chat with the relevant developer can prevent a full-blown bug report and subsequent rejection. “Hey, I noticed X, is that the intended behavior for Y feature?”
Peer Review Defect Reports
- Before submitting a critical or complex defect, have another tester review it. A fresh pair of eyes can spot missing information, unclear steps, or even confirm reproducibility.
Joint Bug Triage Meetings
- Regular, scheduled meetings with QA, Development Leads, and Product Owners to review new and open bugs are invaluable. This forum allows for immediate clarification, prioritization discussions, and ensures everyone is on the same page regarding the status and validity of defects.

Utilize Tools Effectively

Your bug tracking system and supplementary tools are not just for logging; they’re for communicating.

Robust Bug Tracking System (e.g., JIRA, Azure DevOps)
- Learn to use all its features: custom fields for environment details, linking to requirements/epics, attaching multiple files, and commenting for discussions. Use the system’s capabilities to make your reports richer.
- In case of automated testing, tools like testRigor do a great job in making test execution explainable. This is because everything is written and recorded in simple English. Thus, anyone wanting to debug or even log a bug can clearly see what the test steps are, as opposed to trying to interpret coded test steps or unclear test execution recordings.
Screen Recording/Screenshot Tools
- Tools like Loom, ShareX, Snagit, or even built-in OS recorders (macOS QuickTime, Windows Game Bar) are essential. If you’re using an intelligent test automation tool like testRigor, then you can use its excellent screen-capturing capabilities to validate every step execution. This eliminates doubt.
Log Aggregation Tools
- For complex applications, access to tools like Splunk, ELK Stack (Elasticsearch, Logstash, Kibana), or centralized logging services can provide developers with the specific backend logs needed to diagnose issues, especially for intermittent or server-side problems.
Version Control for Test Cases
- Link your test cases directly to your defect reports. This shows the developer which specific test scenario failed and how. Read: How to Do Version Controlling in Test Automation.

Proactive Measures for Reliable Feedback

The best way to avoid defect rejection is to prevent the defects from existing in the first place or to catch them much earlier.

Clear Definition of “Done”
- Establish a clear, agreed-upon “Definition of Done” for every user story and feature. This includes testing criteria, performance benchmarks, and any other quality gates. When everyone knows what “done” truly means, misinterpretations decrease.
Early Involvement of QA
- Don’t bring QA in only at the end. Involve testers from the design and planning phases. Their perspective can identify potential issues and ambiguities before a single line of code is written.
Shift-Left Testing
- Embrace the philosophy of “shifting left” – performing testing activities earlier in the Software Development Life Cycle (SDLC). This includes static code analysis, unit testing, integration testing, and API testing. Finding bugs earlier often means they are cheaper and easier to fix. Read: STLC vs. SDLC in Software Testing.
Knowledge Sharing Sessions
- Regular sessions where developers explain new features, architectural changes, or complex parts of the system to QA can significantly enhance testers’ understanding, leading to more accurate bug detection and reporting.

Summing it Up

“Optimism is an occupational hazard of programming: feedback is the treatment.”

To make sure that the feedback is reliable and well-received, you must try to make the information as easy to understand as possible. With the help of the above strategies and the right tools, you can definitely ensure this.

More Related Resources

You're 15 Minutes Away From Automated Test Maintenance and Fewer Bugs in Production

Simply fill out your information and create your first test suite in seconds, with AI to help you do it easily and quickly.

	Achieve More Than 90% Test Automation
	Step by Step Walkthroughs and Help
	14 Day Free Trial, Cancel Anytime

“We spent so much time on maintenance when using Selenium, and we spend nearly zero time with maintenance using testRigor.”

Keith Powe VP Of Engineering - IDT

Start testRigor Free

Request a Demo