How to Complete a Schedule of Condition

How to Complete a Schedule of Condition

A schedule of condition is prepared to record the condition of a property prior to the undertaking construction works or before a property is occupied. The purpose is to sufficiently record the condition so that on expiry of a lease or on completion of the construction works, an assessment can be undertaken to assess whether the commercial property is in worse condition than it was at the date/time of when the schedule of condition was drafted. 

There is a clear process that can be followed by Commercial Building Surveyors when undertaking a schedule of condition on a commercial building. 

The first to do is to discuss the requirement with your client. Understand why they require the schedule of condition, what the extent of the schedule needs to be (sometimes elements may be excluded), what type of property will you be surveying, are there any restrictions, what is the size, location etc. Try and obtain any as-built information, or undertake a desktop review by looking on Google maps or the like. 

Once you have undertaken the above and ascertain your clients requirements then you will need to issue a formal fee proposal which will set out the services to be undertaken, any limitations, the programme and fee. It is important at this stage to clarify the detail that will be included in the report. Sometimes there is only a requirement for a photographic schedule of condition which contains less detail than a detailed schedule of condition. 

Once instruction is obtained arrange to undertake your inspection. If access equipment is required and has been allowed for in the fee proposal then be sure to arrange this and make the site contact aware. Take copies of any as-built information to assist with your survey. Ensure that someone knows where you are in accordance with commercial surveying safely practices.

When you arrive on site make contact with the site representative. You will need to wear sufficient PPE in line the site requirements and you may need to undertake a site induction. It is best practice to undertake a general walkover of the site to understand the general condition and arrangement. 

Most commercial building surveyors have their own methods to undertaking their survey dependent upon personal preference. It is suggested to undertake the survey in a methodical manner, this may be to start by surveying the roof, then the external elevations, external areas, and then the internal areas on a room-by-room basis. Internally, it may be that you adopt the technique of surveying ceilings, walls, floors and then fixtures and fittings. 

It is best to take numerous photographs that can be used within the report. Again this will depend on personal preference but most surveyors will take a general photograph of an element (say the whole or section of the roof) and then to take photographs of specific defects/items which show the condition in more details (for example cut edge corrosion or misted GRP rooflights). 

If the commercial property is small it may be possible to record every part of a building, however more often than not a building is too large and therefore the surveyor will need to use specific examples to reference the general condition of an element. 

It is also important to take quantities and measure parts of the building to assist with referencing the condition of elements in the report, for example stating that 3no. doors are significantly damaged or that a crack is 5mm in width and extends 5no. brick courses. 

Once you have gathered all information then the surveyor will return to their workstation to produce the report. The report will be dependent of the specific surveying companies template although will typically contain a section which briefly describes the property type, location and construction. The condition report will include clear definitions relating to condition ratings, may this be poor, fair and good etc. The report will then include a schedule of the elements providing a description of the construction and condition, and will also include supporting photographs. 

Once complete the report should be issued to the relevant parties for review/approval. 

At Commercial Building Surveyors, we offer condition surveys in the following locations: Condition Survey Bristol, Condition Survey London, Condition Survey Manchester, Condition Survey Cardiff