Black & White Facilities
Estate work brief
Version 1.0 | Print worksheet / editable text companion

Use one brief for each site or distinct installation. Keep a common programme reference where work spans an estate, without losing the local instruction. Complete the prompts from records already available; mark missing information rather than guessing.

This worksheet helps prepare a maintenance or project instruction. It is not a technical inspection, a compliance certificate, a quotation or approval to start work. Retain it with the agreed scope and update the record when decisions or responsibilities change.

1. Define the instruction
Describe the result needed and the issue prompting the work. Separate the observed symptom from any suspected cause. Record when it started, whether it returns and the effect on people, property use or operations. Link a recurring fault to its earlier job reference.

Programme / job reference and prepared by:
____________________________________________________________

Required outcome, observed issue and timing:
____________________________________________________________

2. Site and asset information
Give the full address and a precise room, floor or external location. Use the existing asset reference where available. Attach relevant reports, manuals and previous repair information, noting the source of each. A missing identifier should remain an explicit gap in the instruction.

Site address, location and asset reference:
____________________________________________________________

Existing records / attachments and information still needed:
____________________________________________________________

3. Operating constraints
Identify the local contact, occupied areas, access windows and work that must continue. Record any shutdown, escort or coordination requirement to be agreed. Explain how authorised access will be arranged; keep access secrets outside this worksheet and use the site's approved process.

Local contact, available access and operating restrictions:
____________________________________________________________

4. Scope and authority
Define the assets or areas included and what is excluded. Identify who can approve the initial work, expenditure and later changes; the access contact may hold none of those roles. State any assessment, specification or permission question that must be resolved before the instruction can proceed.

Included work and exclusions:
____________________________________________________________

Approver, authority limits and decisions still required:
____________________________________________________________

Additional findings: who receives them and how a change is agreed:
____________________________________________________________

5. Completion and follow-up
Agree what a completed task will show: the work performed, relevant checks, findings and any documents required. Keep completed work separate from an inaccessible item or follow-on repair. Give every unfinished action an owner and next step, using the site and asset references above.

Completion evidence required and person receiving it:
____________________________________________________________

Outstanding action / owner / next step or review date:
____________________________________________________________

Prepare information safely
Use existing evidence and photographs taken from a safe position. Do not climb, remove covers or enter a restricted area to complete this brief. Immediate danger needs the relevant emergency route; gathering information must not delay urgent reporting.

Final check
Before sharing: check that each attachment belongs to this site, remove unnecessary personal or sensitive information, identify the current version, and confirm which decisions remain open. Completing or sending the brief does not confirm attendance or authorise work.

Guidance and current resource
https://www.blackandwhitefacilities.co.uk/knowledge-centre/downloadable-resources

Supporting guides on the same website
Fault information: /knowledge-centre/reactive-emergency-guides/what-information-should-be-provided-when-reporting-a-fault
Task records: /knowledge-centre/planned-maintenance-guides/what-should-a-ppm-schedule-include
Handover: /knowledge-centre/checklists/commercial-property-handover-checklist