Property Condition Survey Checklist

1. Plans, site layouts and building or asset references.
2. Previous surveys, defect lists and repair records.
3. Details of alterations, extensions and changes of use.
4. Available maintenance, inspection and specialist reports.
5. Relevant hazard information and known access restrictions.
6. Occupant observations, with dates and photographs where available.

Keep observations specific. Record “water appeared above the east stairwell after heavy rain” rather than deciding the roof covering has failed. The inspector needs evidence to assess the cause.

Confirm the local contact, keys, permits, escorts and occupied-area restrictions. Identify roofs, voids, locked rooms and service areas requiring special arrangements. Establish which areas can be reached safely and which need another method or visit.

Agree the response to inaccessible areas in advance: record the limitation, explain its significance and identify the next investigation. A blocked room must not silently disappear from the report. Discuss opening up and making good before authorising intrusive work.

Ask for a consistent location reference and a clear description of each issue. The report should separate the observation, interpretation, recommended action and urgency. Photographs should be traceable to the relevant finding.

Agree priority definitions and whether the appointment includes quantities, budget allowances or a maintenance programme. For larger properties, a summary action table helps managers use the detailed report without losing important exceptions.

1. Are all instructed buildings and areas accounted for?
2. Are exclusions and inaccessible areas clear?
3. Do significant findings have understandable actions?
4. Is specialist investigation identified separately from routine repair?
5. Are cost allowances and assumptions explained where included?
6. Can each action be traced to its location and supporting evidence?

Replace vague instructions such as “repair damp” with a defined next step: “Investigate the source of water entry before specifying repairs to damaged finishes.”

Give each action an owner and decision date. Arrange urgent attention through the relevant site process, commission investigations, and group related repairs into coherent packages. Record completed work against the survey reference and retain unresolved items for review.

For managing agents, keep responsibility boundaries visible. In education, incorporate teaching, access and occupancy into the programme.

Tell the inspector about planned and completed repairs. Retain photographs and records so relevant history is not lost. Do not postpone necessary safety action just to preserve a survey finding.

Provide what exists and list what is missing. This allows the scope to identify information gathering or specialist checks instead of assuming that missing records will be available on arrival.

No. It prepares the appointment and checks its outputs. The report needs the inspecting professional's findings, assessment and recommendations for the actual property.

Read about repair versus replacement. Explore Asset Maintenance, Building Fabric and Surveys and Feasibility.

Browse all services, maintenance, projects, sectors and locations, or discuss your property survey with the property details and intended survey outcome.