A schedule of condition surveys is a thorough record of how a building is right now. People typically conduct these surveys before signing leases, initiating construction, or engaging in other transactions that could impact the property. These reports help keep disagreements from happening by making it clear how a building looked at a certain point.
This type of survey serves as an impartial tool for landlords, tenants, contractors, and property owners. It is important to know how to prepare your site and understand the process, whether you are renting a business unit or starting to build next to another property.
Why Preparation Matters Before Condition Surveys
By getting your property ready ahead of time, you can help the inspector see all the important parts without any problems. In addition, it makes the record more complete and correct, which is good for everyone. Well-prepared buildings are less likely to report mistakes or overlook flaws.
We’ve stressed how important it is for clients to get buildings ready for inspections so that there aren’t any delays and the report includes all the important details.
Key Steps to Prepare Property Surveys
1. Appoint a Qualified Building Surveyor:
The first thing you should do is hire a licensed and skilled building surveyor. Find people who are regulated by the RICS and who know about the type of building you want to look at. Property services companies like Lansdown Associates often give personalised help on what paperwork might be needed and how to best get ready for the assessment.
2. Notify All Relevant Stakeholders:
Ensure that all parties with an interest in the property are aware of the upcoming survey. This includes landlords, tenants, property managers, contractors, and any on-site employees. Clear communication prevents delays and ensures that everyone understands the process and the surveyor’s expectations on the day.
3. Clear Access to All Relevant Areas:
A common cause of incomplete or delayed condition reports is restricted access. Make sure the surveyor can freely inspect all necessary parts of the building, including:
- Internal walls and floors
- Ceilings and roof spaces
- External elevations and boundaries
- Plant rooms and service risers
- Basements and lofts
Remove any obstructions, including furniture, stored items or temporary barriers that could prevent a clear visual inspection. If high-level areas need reviewing, consider if ladders or mobile access equipment will be required and whether these are available on site.
4. Clean and Tidy the Premises:
Although cleanliness isn’t part of a schedule of condition surveys, a clean area makes it easier to see finishes, fixtures, and possible problems. Clutter, dirt, or dust can hide problems like cracks, wet spots, or signs of wear. Before the check, a quick clean-up makes sure the surveyor can do their job quickly and correctly.
5. Provide Building Documentation Where Available:
Sharing existing documentation can help the surveyor gain a more comprehensive understanding of the property. This may include:
- Floor plans and elevations
- Past maintenance records
- Photographic records from earlier inspections
- Details of any previous refurbishments or repairs
Share these documents even if the report does not require them. They help the surveyor understand the building’s history and identify areas that need special attention.
6. Prepare a List of Known Issues:
Record any known damage, defects or maintenance issues before the survey. Share this information with the surveyor to support accurate documentation and reduce the chance of missed problems that could lead to future disputes.
What Happens During the Inspection?
The surveyor will take pictures, write down a lot of information, and sometimes use tools to measure things like cracks or levels of dampness during the visit. Then, these results are put together in an organised report that usually has mapped floor plans and images with notes on them.
The information is true and can’t be interpreted; it’s a picture, not an opinion based on circumstances. For law or insurance reasons, this clarity is very important, especially if there is a disagreement later on about who is responsible for the damage.
After the Survey: Review and Storing the Report
Review the completed report thoroughly to ensure it covers all key points. Store both digital and printed copies securely, as you may need them for court cases, lease negotiations or building disputes.
Surveyors like Lansdown Associates often advise clients to store reports and important building documents in a safe place. This ensures consistent property management and provides a clear reference point for future comparisons.
Essential Reminders Before Your Survey
Preparing a building for a schedule of condition surveys is about more than just tidying up. It involves creating a clear path for the surveyor to do their job, supplying useful background information, and making the building safe and accessible.
From commercial premises to residential lettings, every property benefits from an accurate record of its state. Whether you’re a landlord, tenant or contractor, a properly conducted survey helps manage risks and clarify responsibilities.
Taking the time to prepare in advance reduces the chance of follow-up visits, missed issues or legal confusion later on.