Gather useful records
- Building drawings, site plans and asset identifiers.
- Earlier condition reports, recorded defects and repair histories.
- Records of extensions, alterations and changed building use.
- Existing servicing, inspection and specialist documentation.
- Known hazards and limitations on inspection access.
- Dated occupier reports and supporting photographs when available.
Distinguish observed symptoms from assumed causes. A dated report of water above a particular stairwell after rain gives the surveyor evidence; calling it a failed roof prematurely narrows the investigation.
Plan access before the visit
Arrange the site representative, permits, keys and escorts, including constraints in occupied spaces. Flag roof areas, concealed voids, secured rooms and plant spaces needing special access. Confirm what can safely be inspected and what requires a different approach or return attendance.
Set a reporting requirement for every access limitation, its consequence and the recommended follow-up. Unvisited spaces must remain visible in the findings. Agree any opening-up work and reinstatement before authorising intrusive investigation.
Agree how findings will be recorded
Require findings to use stable location references and explicit descriptions. Separate what was seen from the surveyor's assessment, recommended response and priority. Match supporting photographs to individual findings so the evidence remains traceable.
Define the priority categories and confirm whether quantities, budget estimates or maintenance programming form part of the commission. An action summary can make a large estate report usable while retaining the detail and exceptions behind each entry.
Check the report against the brief
- Does coverage match every building and area in the instruction?
- Are inspection limitations and excluded spaces identified?
- Is the response to each material finding clear?
- Can specialist investigation be distinguished from straightforward repairs?
- Where budgets are provided, are their assumptions stated?
- Do actions identify a location and the evidence supporting them?
Turn general labels into a sequence that can be commissioned. For damp finishes, establish the source of moisture before defining reinstatement work; simply instructing a damp repair leaves the cause unresolved.
Allocate and follow up
Allocate findings to named owners with decision dates. Escalate urgent matters through site arrangements, instruct further assessment and combine compatible repairs. Link completed actions to the survey identifier and keep remaining defects on the review agenda.
Maintain clear responsibility allocations for managed properties. At education premises, programme around teaching activity, occupancy and access restrictions.
Common questions
Should we repair visible defects before the survey?
Make planned and previous repairs known to the surveyor and retain their records and photographs. Necessary safety measures must proceed; preserving visible evidence is not a reason to defer them.
Do we need every document before booking?
No. Supply the records held and identify the gaps. The appointment can then allow for obtaining information or specialist investigation without assuming unavailable documents will appear during the visit.
Can the checklist be used as the survey report?
No. This checklist supports commissioning and acceptance of the report. The appointed professional must provide the findings, judgement and recommendations arising from inspection of the building.
Related guidance and services
Consider whether to repair or replace, alongside asset maintenance planning, fabric work and survey commissions.
Review service disciplines, maintenance options, project support, sector coverage and areas covered. Submit a survey requirement with the premises and decisions the survey should inform.
