How to Complete a Schedule of Condition

A Schedule of Condition is prepared to record the condition of a property before construction works commence or prior to a tenant taking occupation. Its purpose is to provide a clear and sufficiently detailed record of the property’s condition at a particular point in time.

The Schedule of Condition can then be referred to at the end of a lease or following completion of construction works to determine whether the commercial property has deteriorated or sustained damage beyond the condition recorded at the date of the original inspection.

There is a clear process that Commercial Building Surveyors can follow when preparing a Schedule of Condition for a commercial property.

1. Understand Your Client’s Requirements

The first step is to discuss the requirement with your client and establish exactly why the Schedule of Condition is required.

It is important to understand the intended purpose of the schedule and agree on its scope. For example, certain areas or elements of a property may be excluded from the inspection. You should also establish:

• What type of property is being surveyed?
• What is the size and extent of the property?
• Where is the property located?
• Are there any access restrictions?
• Are there any areas that cannot be inspected?
• Are there any particular elements the client wants to be addressed?

Where available, try to obtain as-built drawings, specifications and other relevant property information before attending site to undertake the Schedule of Condition. A desktop review can also be useful at this stage, including reviewing aerial imagery and mapping information such as Google Maps, where appropriate.

Taking the time to understand the client’s requirements at the outset will help ensure that the inspection and subsequent Schedule of Condition are appropriately tailored to the instruction.

2. Prepare a Fee Proposal

Once you have established the client’s requirements and the likely scope of the inspection, a formal fee proposal for the Schedule of Condition should be prepared.

The proposal should clearly set out:

• The scope of services;
• The extent of the inspection;
• Any exclusions or limitations;
• The proposed programme;
• The deliverables; and
• The professional fee.

It is particularly important to clarify the level of detail that will be included within the final Schedule of Condition.

For example, the client may only require a Photographic Schedule of Condition, which will generally contain less written commentary and technical detail than a comprehensive Schedule of Condition. Alternatively, a more detailed Schedule of Condition may be required, incorporating written descriptions of defects, materials, finishes and the condition of individual elements.

Agreeing the scope and level of detail with the client before the inspection helps to avoid misunderstandings and ensures that the final report meets their expectations.

3. Arrange the Inspection

Once formal instruction has been received, the inspection can be arranged.

Before attending site, review any available drawings, specifications, previous reports and other relevant information. This can help you understand the building and identify particular areas that may require closer attention during the inspection.

If specialist access equipment is required, and this has been included within the fee proposal, ensure that it is arranged in advance. The site contact should also be informed of any equipment or access requirements so that suitable arrangements can be made.

It is good practice to take relevant as-built information to site where available, as this can assist with identifying areas of the property and recording the location of defects.

Finally, ensure that appropriate commercial surveying health and safety procedures are followed. Someone should be aware of your location and expected movements while you are undertaking the inspection, particularly when surveying a property independently.

Good preparation before attending site will help make the inspection more efficient and ensure that the Schedule of Condition provides a reliable record of the property’s condition at the relevant date.

4. Arrive on Site and Complete the Inspection

On arrival at the property, make contact with the site representative and confirm the arrangements for the inspection. Ensure that you are wearing the appropriate PPE in accordance with the site’s requirements and complete any necessary site induction before commencing the survey.

It is good practice to begin with a general walkover of the property. This provides an opportunity to familiarise yourself with the building, its layout and overall condition before undertaking a more detailed inspection.

5. Undertake the Survey Systematically

Every Commercial Building Surveyor will have their own approach to undertaking a Schedule of Condition, often based on personal preference and experience. However, adopting a consistent and methodical approach is important to ensure that no significant areas are overlooked.

A typical sequence may be to inspect:

1. The roof;
2. External elevations;
3. External areas and grounds; and
4. Internal areas, working systematically on a room-by-room basis.

When inspecting internally, it can be helpful to follow a consistent sequence, such as ceilings, walls, floors, fixtures and fittings. Using the same methodology throughout the property can make the inspection more efficient and help ensure that all relevant elements are considered.

6. Take Comprehensive Photographs

Photographs are an important part of a Schedule of Condition and should provide clear supporting evidence of the property’s condition at the time of inspection.

It is generally advisable to take a good number of photographs, although the exact approach will depend on the surveyor’s preference and the size and complexity of the property.

A useful approach is to take a general photograph showing the overall condition of an element, followed by more detailed photographs of any specific defects or notable items.

For example, when inspecting a roof, a surveyor may take a photograph showing the overall roof area and then additional close-up images highlighting specific defects such as cut-edge corrosion, damaged flashings or misted GRP rooflights.

Photographs should be clear, appropriately framed and sufficiently detailed to allow the reader to understand the condition and location of the item being recorded.

7. Record Specific Examples and Measurements

Where a commercial property is relatively small, it may be possible to record the condition of virtually every part of the building. However, this is often impractical for larger commercial properties.

In these circumstances, the commercial building surveyor will need to identify representative examples that can be used to demonstrate the general condition of a particular element. The report should make it clear where observations are based on representative sampling rather than a complete inspection.

It is also important to record relevant quantities and measurements during the inspection. These details can provide greater accuracy and clarity within the final report.

For example, rather than simply stating that doors are damaged, the report could record that three doors are significantly damaged. Similarly, a crack could be described as being approximately 5mm wide and extending across five brick courses.

Specific measurements and quantities help establish a clear baseline against which the condition of the property can be assessed in the future.

8. Prepare the Schedule of Condition Report

Once the inspection has been completed and all relevant information has been gathered, the commercial building surveyor can return to the office to prepare the report.

The format and content of the report will depend on the requirements of the client and the commercial building surveying company’s standard template. However, a typical Schedule of Condition report will include a brief description of the property, including its location, type, construction and general arrangement.

The Schedule of Condition Report should also clearly define the condition-rating system being used. This might include ratings such as Good, Fair and Poor, or another system agreed with the client.

The main body of the report will typically comprise a schedule of individual building elements, with each element described in terms of its construction and observed condition. Supporting photographs should be included where appropriate to provide a visual record of the observations.

The report should be sufficiently clear and detailed to allow the condition of the property at the date of inspection to be understood by someone who may not have been present during the survey.

9. Issue the Report

Once the Schedule of Condition has been completed and checked, it should be issued to the relevant parties for review and, where appropriate, approval.

Before issuing the final report, it is good practice to undertake a thorough review to ensure that the scope of the instruction has been followed, observations are accurately recorded, photographs correspond with the written descriptions, and any relevant limitations or exclusions have been clearly identified.

The completed Schedule of Condition then provides an important baseline record of the property’s condition, which can be referred back to at a later date when assessing changes to the building.

At Bower Surveyors, we offer Schedule of Condition in the following locations: Schedule of Condition Bristol, Schedule of Condition Exeter, Schedule of Condition Plymouth, Schedule of Condition Cardiff, Schedule of Condition Swindon