Gather useful records
- Gather drawings, layouts and references identifying the property and equipment.
- Find past surveys, repair paperwork and lists of known faults.
- Explain extensions, modifications and changes in use.
- Share any servicing records, inspections and specialist assessments.
- List known hazards and places that are difficult to reach.
- Collect occupants' dated observations and available photos.
Describe the evidence without diagnosing the fault yourself. Tell the inspector where and when water appeared after rain, for example, rather than assuming the roof needs replacing. They need those observations to assess what happened.
Plan access before the visit
Before the appointment, sort out keys, the on-site contact, any permits or escorts and restrictions around people using the building. Mention locked rooms, roofs, voids and service spaces. Agree which can be reached safely and where different equipment or another visit may be needed.
Ask how the report will explain any area that cannot be inspected and the further checks this leaves outstanding. A locked room should be recorded, not forgotten. If surfaces need opening up, agree permission and making good before that work starts.
Agree how findings will be recorded
You should be able to locate each reported problem. Ask for descriptions and photographs that use matching references, with a clear distinction between the visible defect, its assessed meaning, the proposed remedy and how urgently it needs attention.
Check what the priority labels mean and whether the price includes measurements, budget figures or a maintenance plan. For a larger building, request an action table that points back to the full findings and does not hide exceptions.
Check the report against the brief
- Has the report covered every area you commissioned?
- Does it say what was excluded or could not be reached?
- Can you understand what to do about important defects?
- Are further specialist checks separated from repair jobs?
- Are any estimated costs explained, including their assumptions?
- Can you match each recommendation to a place and supporting record?
Ask for an actionable next step when wording is vague. A report of damp should lead to investigation of how the water enters before anyone specifies repairs to the affected decoration or finishes.
Allocate and follow up
Decide who will take each recommendation forward and by when. Follow the property's process for urgent issues, arrange investigations and group repairs that belong together. Keep evidence against the survey reference and continue reviewing jobs that remain outstanding.
For agents and property managers, record who is responsible for each part. When arranging work in education buildings, allow for lessons, building users and access.
Common questions
Should we repair visible defects before the survey?
Let the inspector know what has already been repaired and what is booked. Save photographs and paperwork showing the history. Deal with necessary safety work without waiting for the survey to capture it.
Do we need every document before booking?
Send the information you have and tell the surveyor what you cannot find. They can account for missing information or additional checks in the scope rather than relying on records being available on the day.
Can the checklist be used as the survey report?
No. Use it to organise the appointment and review what you receive. A survey report requires the inspector's property-specific observations, assessment and advice.
Related guidance and services
Read the guide to repairing or replacing, then explore looking after assets, building repairs and surveys and feasibility work.
Browse property services, maintenance work, projects, property sectors and locations served. To ask about a survey, give the property details and explain what you need it to establish.
