Preparing for a schedule of condition properly is the easiest way to make sure the finished record covers the whole property and can be relied on if a dispute ever arises. The surveyor can only record what they can see and reach, so a little planning on access, documents and timing makes a real difference. This guide gives you a step-by-step checklist for the weeks before, the day itself, and what to do once the report arrives.
If you are still deciding whether you need one, start with what is a schedule of condition.
Why preparation matters
A schedule of condition is only as good as the areas it covers. Anything hidden behind stock, locked away or left out because of poor access is not recorded, and a gap in the record is exactly where disagreements start. Good preparation:
- Gives the surveyor a clear view of every part of the building within the scope.
- Avoids return visits and delays to your lease completion or building programme.
- Produces a record that the other party is more likely to accept and sign.
Know which type of schedule you need
Preparation differs slightly depending on why the schedule is being prepared.
Before a lease starts
The schedule records the premises before you take occupation, so the aim is to capture the whole demise in the state it is handed over. Ideally the inspection happens after the landlord’s works (if any) are finished, but before you move furniture, stock or fit-out in. Check the draft lease plan so everyone agrees what is included, such as the roof, external walls, yards and car parking. Our page on how we prepare a schedule of condition explains what happens at each stage, from the lease review to annexing the agreed schedule to the lease.
Before building works next door
Developers and contractors often commission a schedule of the neighbouring buildings before demolition, piling or excavation. Where the Party Wall etc. Act 1996 applies, for example to certain excavations within three or six metres of a neighbour’s building, a schedule of condition is commonly prepared as part of the party wall process. Here, preparation means arranging access with the neighbour, explaining the purpose, and agreeing a time that suits them. Lansdown Associates does not act as party wall surveyor, but we can record a building’s condition before neighbouring works begin.
Step-by-step: before the survey
1. Instruct a suitable surveyor early
Appoint a RICS regulated chartered surveyor with experience of the building type. Agree the scope in writing: which areas, whether roof spaces and external areas are included, whether services are recorded, and who the report is for. Booking early avoids a rushed inspection just before completion.
2. Tell everyone who needs to know
Let the landlord, tenant, managing agent, on-site staff, security and any contractors know the date and time. If a neighbour’s property is being recorded, give them plenty of notice and a contact name. Clear communication prevents a wasted visit because a key holder or alarm code is missing.
3. Arrange access to every area
Restricted access is the most common reason a schedule is incomplete. Make sure the surveyor can reach:
- All rooms, stores and cupboards, including locked areas.
- Roof spaces, lofts and, where safe, flat roofs.
- Basements, cellars, plant rooms and service risers.
- External elevations, boundaries, yards and car parks.
Consider whether ladders or other access equipment will be needed for high-level areas, and whether any areas require a permit, escort or induction.
4. Clear obstructions
Move furniture, stored goods, racking contents or temporary screens that block walls, floors or ceilings. If items cannot be moved, tell the surveyor in advance so the limitation can be noted in the report and does not come as a surprise on the day.
5. Give the building a basic clean
Cleaning is not part of the survey, but dirt and clutter can hide cracks, staining, damp patches and damaged finishes. A quick tidy helps the surveyor record condition accurately and makes photographs clearer.
6. Gather useful documents
The surveyor does not always need them, but background documents help put what they see into context:
- Floor plans and elevations, including the lease plan.
- Maintenance and repair records.
- Photographs or reports from previous inspections.
- Details of past refurbishments, alterations or insurance claims.
7. List known issues
Write down any defects you already know about, such as a roof leak, a cracked slab or a faulty door, and share the list. It makes sure nothing obvious is missed and shows transparency, which helps if the schedule is later relied on.
8. Check safety and services
Make sure lighting is working, walkways are clear and any hazards are flagged. If services are to be recorded, confirm they will be switched on and accessible.
What happens on the day
The surveyor works methodically through the building, usually elevation by elevation outside and room by room inside. Each element is described in writing and photographed, with the photographs referenced to the entries. Instruments may be used to record things such as crack widths or moisture readings. The result is a factual record of condition, not an opinion or a list of repairs.
It helps to have someone on site who knows the building and can open doors, but they should not try to steer the record. The value of a schedule lies in its objectivity.
After the survey: review, agree and store
Review the draft
Check that every area in the scope has been covered and that known defects are recorded. Raise any omissions straight away, while the condition is unchanged.
Agree it with the other party
For a lease, the schedule should be agreed by landlord and tenant and annexed to the lease, with the repairing covenant drafted to refer to it. For neighbouring works, share it with the adjoining owner. An agreed record is much harder to challenge later.
Store it securely
You may need the schedule years later, for a dilapidations negotiation at lease end or a damage claim after construction. Keep signed digital and paper copies with the lease or project records, and make sure colleagues know where they are.
Quick checklist
| Before the survey | On the day | After the survey |
|---|---|---|
| Agree scope and areas with surveyor | Key holder on site | Review draft for gaps |
| Notify landlord, tenant, neighbours, staff | All areas unlocked | Agree with other party |
| Clear obstructions and tidy | Lighting and services on | Annex to lease if applicable |
| Collect plans and records | Safe access to high level | Store secure copies |
| List known defects | Hazards flagged | Diary lease end and break dates |
Book your schedule of condition
Lansdown Associates is a RICS regulated firm of chartered surveyors preparing schedules of condition for tenants, landlords and developers across London, Birmingham, Liverpool, Manchester, Leeds and Northern Ireland. Call 0151 374 0905 or email office@lansdownassociates.co.uk and we will talk you through what to prepare for your building.
