Inspection Flashcards
What is a homebuyers report
The HomeBuyer Report (Survey) aims to:
* Make a reasoned and informed decision on whether to go ahead with buying the property
* Take account of any repairs or replacements the property needs; and
* Consider what further advice you should take before committing to purchase the property
The report is broken down into sections A-K, section A-D being introductory statements and descrition, sections E, F, G and H condition ratings to the main parts of the building.
What are the types of homebuyers report
HomeBuyer Report (survey). This includes all the features of the RICS Condition Report and provides advice on defects repairs, and ongoing maintenance.
HomeBuyer Report (survey & valuation). This includes all the features of the HomeBuyer Report (survey) and also provides a market valuation and insurance rebuild costs.
What are the condition ratings in the homebuyers report
3 - Defects that are serious and/or need to be repaired, replaced or investigated urgently.
2 - Defects that need repairing or replacing but are not considered to be either serious or urgent. The property must be maintained in the normal way.
1 - No repair is currently needed. The property must be maintained in the normal way.
NI - Not inspected.
What are some criticisms of the homebuyers survey
Only a visual inspection. This means that we do not take up carpets, floor coverings or floorboards, move furniture or remove the contents of cupboards. Also, we do not remove secured panels or undo electrical fittings.
Roofs, chimneys and other surfaces on the outside of the building are inspected from ground level and, if necessary, from neighbouring public property and with the help of binoculars.
Do not report on the cost of any work to put right defects or make recommendations on how these repairs should be carried out.
No great depth as only broken broadly down by element.
The report contains multiple caveats and exclusions in order to cover the surveyor should anything unseen be missed.
What is a Reinstatement cost assessment
If damage is done to the building the cost of knocking it down and rebuilding it (Net rebuild costs) includes; demolition and debris removal, rebuild costs, professional and statutory fees, additional costs to comply with current regs, any tenant alterations, external works e.g. utilities supply.
What does reinstatement cost assessment report includes;
Description of the property
Specific exclusions
Reinstatement costs
Reinstatement period
Elemental break down includes; element, description, rate, IPMS 2, Cost & Notes
How is a rieinstatement cost assessment undertaken
General inspection before detailed
Description of the property
Consider demolition or rebuild restrictions
Consider deleterious materials are present (higher disposal costs)
Take plenty of Notes, Photos, Measurements (GIFA) and sketches
What are the types of cost reinstatement assessment;
- Day one reinstatement
- Reinstatement including inflation provision
- Reinstatement less wear and tear (indemnity basis)
- Obsolete buildings
- Site clearance, debris removal and ‘making safe’
- Second-hand value of building materials
What is Day one cost reinstatement assessment
Day one reinstatement - How most UK buildings are insured “new for old basis”. Declared Value - Cost of rebuilding on associated costs without inflation
What is Reinstatement including inflation provision
Reinstatement including inflation provision - Two separate parts to the policy, one sum is the declared value one allowance for inflation. Insurers accept a margin of error of 15% at the time of loss
What is Reinstatement including inflation provision
Reinstatement including inflation provision - Two separate parts to the policy, one sum is the declared value one allowance for inflation. Insurers accept a margin of error of 15% at the time of loss
What is Reinstatement less wear and tear (indemnity basis)
Reinstatement less wear and tear (indemnity basis) Few buildings are insured on this basis of indemnity. Reduce value due to old age or poor condition upon assessment. Elements that have not useful life left will be valued at £0
What is Obsolete building reinstatement assessment
Obsolete buildings - Obsolete’ building is a poor risk carrying a high premium. Elements that have not useful life left will be valued at £0
What is Site clearance, debris removal and ‘making safe’ reinstatement assessment
Site clearance, debris removal and ‘making safe’ costs only - Buildings due for demolition, if damage occurs it can be brought forward. If demolition costs increase due to damage it is to be made safe.
What is Second-hand value of building materials reinstatement assessment
Second-hand value of building materials - The value of items if they were sold on second hand. e.g. fireplace, roof tiles. Very rarely used.
What equiptment is required for an inspceiton
Mobile phone
Tape measure/laser
Binoculars
File, plans and other supporting information
Personal protective equipment (PPE) such as a fluorescent jacket, steel-toed boots, non-slip soled shoes, ear defenders, gloves, goggles and hard hat
Pen and paper / Dictaphone
What should you consider when conducting an external inspection?
Method of construction
Repair and condition of the exterior
Car parking / access / loading arrangements
Defects / structural movement
Check site boundaries with OS map and / or Title Plan
What should you consider when conducting an internal inspection?
Layout and specification - flexibility and obsolescence
Repair and maintenance
Defects
Services - age and condition
Statutory compliance e.g. asbestos, building regulations, health and safety, Equality Act, fire safety and planning
Fixtures and fittings and improvements
Compliance with lease obligations
What are the different ways that you could date a building?
Asking the client
Researching the date of planning consent or building regulations approval
Land Registry
Local historical records
Architectural style
Architects certificate of practical completion
What is an inherent defect?
A defect in the design or material of a building which has always been present.
What is a latent defect?
A defect that is not apparent upon reasonable inspection and may only become apparent after some time such as a leak in a service void.
What is a patent defect?
A defect that is apparent upon reasonable inspection
What would you say are common causes of defects?
High moiture conent e.g. wet rot
Movement e.g. subsidance
Physical e.g. vehicle impact
Chemical e.g. efflorescence
What are deleterious materials?
The term ‘deleterious materials’ is a broad one, encompassing not only materials that are dangerous to health or which are the causes of failures in buildings.
Examples include; Asbestos, Hydrofluorocarbons, Lead paint, mundic block.
What is Japanese knot weed
Japanese knot weed (Filliopia japponica) is an invasive species with no natural preditor in the UK. The plant is known to grow at a rapid pace, difficult to remove and supposidly cause damage to walls.
How do you identify Japanese knot weed
The plant looks different at various times of year. In the summer;
Heart/Shovel shaped leaves
clusters of creamy white flower
Stem grows in a zig zag fashion
In the winter;
Leaves brown and drop off
Hollow bamboo like stems remain
How do you ensure that you are safe when undertaking an inspection
Adhere to RICS surverying safely 2019 which includes:
– Visiting premises and sites
– Assessing hazards and risks
– Lone working procedures
– CDM regulations
– Health and safety procedures at work
How would you inspect a leak
Visual Inspection
Electronic leak detection
Thermography
Moisture meter
What is an EWS1
An EWS1 Survey allows for the inspection of the external wall systems of a building to make sure that it does not pose a fire risk to the people that may live or work inside it. The form is valid for up to 5 years.
What is the impact of an EWS1 survey
Potential remedial works
Cost for the survey/report
Unmorgageable property
How is an EWS1 undertaken
Review of the existing information including, BBA certificates, datasheets, record drawings e.c.t and a risk assessment.
Plan areas of opening up, typically locations where you expect to see a cavity barrier and areas of varying construction. (External walls, Insulation, Balconies, Undercrofts, Cladding, Fire breaks, Soffits)
Opening up of these areas, typically removal of panels or core holes in the external fabric.
Report to the client and completion of the EWS1 form indicating options A1,23 or B1,2.
What is a technical due diligence survey?
Technical due diligence of property, when carried out by an RICS member or RICS registered firm, consists of the systematic review, analysis, discovery and gathering of information about the physical characteristics of a property and/or land (the property).
The RICS member or RICS registered firm then undertakes an impartial and professional assessment of the property and provides a balanced and professional opinion of the condition of the property in the form of a technical due diligence report.
This enables a prospective purchaser, occupier or financier of the property to make an informed assessment of the risks associated with the transaction from a technical perspective.
What are the main stages in a property life cycle when a TDD survey may be instructed by a client?
For acquisition - a purchaser’s survey.
Occupation and operation.
Disposal - vendors’ survey.
For refurbishment and development.
What is a pre-acquisition survey
A pre-acquisition survey enables a potential purchaser to make informed decisions about the proposed premises and its investment potential.
The survey focuses heavily on defects that affect a financial impact on the purchaser.
The result of the survey can be used in leave or purchase negotiations.
Why may a client require a purchaser’s TDD survey undertaking? What would the associated report include / consider?
When an investor wishes to purchase the whole or part of a property.
The report will consider:
Whether significant defects exist in the structure, fabric and services installations (the latter if instructed to be undertaken by a specialist) of the property.
Whether there are legal implications of the defects or other deficiencies such that the property does not comply with statutory obligations or if there are any illegal works present.
Risk associated with the tenancies in relation to recovery of capital expenditure and operational expenditure and future reinstatement liabilities.
Whether the property is suitable for the client’s intended use (if known).
Whether there are any apparent life safety issues.
What is a vendor survey
Vendor surveys are often undertaken by commercial property owners prior to selling a building. They are objective surveys of properties intended to satisfy the due-diligence requirement of potential purchasers, avoiding the need for them to conduct their own surveys.
Why may a seller require a vendor’s TDD survey undertaking? What would the associated report include / consider?
Vendor’s technical due diligence survey before a proposed sale is to identify significant physical defects or any statutory non-compliances that may affect the value of the property on the open market.
A vendor’s technical due diligence survey may precede a valuation, such that the valuation can then provide an opinion on the value of the property having regard to its condition. However, a vendor may undertake a technical due diligence survey as a standalone process so that information on the physical condition of a property can be made available to prospective purchasers in an attempt to expedite the sale process.
It is typical for the client to request that a vendor’s report be assignable to the purchaser. In these circumstances, the RICS member or RICS regulated firm should make sure that their (and their subconsultants’) professional indemnity insurance provider is satisfied with such an arrangement, and any conditions are clearly stated on instruction of such an assignment.
A vendors’ report should include the same issued as a purchaser’s report including:
- Significant physical defects in the structure, fabric and services components and associated cost for remedial works.
- Issues relating to statutory and legal non-compliance that may prevent occupation or affect the value of the property.
- Costs relating to shortfall in tenancy repair, decoration and reinstatement obligations.
- Review of documentation with the intention to identify relevant data, locating obvious missing information, such as that listed in section 4.4.
What are the key stages to undertaking a TDD survey according to the RICS guidance note - Technical Due Diligence of Commercial Property?
Part 1 Instruction
Establish if there are any conflicts of interest. If so inform all parties to which the conflict of interest concerns, explain the repercussions and obtain informed consent that they wish for you to proceed with the instruction.
Undertake appropriate anti-money laundering risk assessment.
Issue services and terms of engagement (services to be provided, contracting parties, payment provisions and all limitations).
Confirm standard terms of business: limitations and scope of the survey, level of liability including confirmation that the firm / surveyor has appropriate PII, involvement of other consultants, timescales for report turnaround, whether disbursements will be included in the fee, whether specialist means of access required (MEWP etc).
Request access / location of data room.
Prepare a risk assessment and ask the client if they are aware of any site specific risks.
What are the key stages to undertaking a TDD survey according to the RICS guidance note - Technical Due Diligence of Commercial Property?
Part 2 Inspection
Note whether an area cannot be accessed and present worst / best scenarios for associated outcomes.
If any on site health and safety risks are identified, confirm them to the client, building owner of property manager as soon as practical.
Make enquiries on site: ask to see all documents held on site (asbestos register, fire risk assessment, statutory test certs O&Ms for as built drawing to confirm concealed construction).
Undertake elemental breakdown of the building fabric: roofs, rainwater goods, walls and cladding, windows and doors, structural frame etc.
Undertake visual inspection of building services (if specialist not appointed), but only note visual condition and age of installations and confirm that further investigation is required - this should be stated in the report.
Description of external areas - determine accessibility, vehicular and pedestrian access, drainage provisions, external grounds (trees, invasive plants and boundaries etc), review property in context of surroundings - shared access roads, contamination issues, and access for third parties such as UKPN.
Fire precautions - need to visually inspect and recommend whether specialist will need appointment, should comment on things such as combustible cladding etc.
Deleterious materials.
Legal and title issues - boundary issues etc.
Review of leasehold and repairing liabilities - Unless otherwise agreed, the RICS member or RICS regulated firm is not expected to undertake a detailed review of the lease(s) or leasehold structure. However, the RICS member or RICS regulated firm should state any assumptions that have been made as to recoverability of costs or other relevant matters. It may also be appropriate to comment on the landlord’s or tenant’s compliance with repairing obligations and reinstatement provisions at lease-end, having regard to the client’s brief.
What is the RICS guidance note Technical due diligence of commercial property?
A RICS professional guidance note that outlines the types of technical due diligence, why it is needed and also guidance on how to take instructions, complete the inspection and produce a TDD report to the professional standard expected of RICS members and firms.
What are the main RICS guidance docs regarding inspection ?
Surveying assets in the building environment - GN - 1st Ed 2017
Technical due diligence of commercial property 1st edition,
Surveying Safely: health and safety principals for property professionals - 2nd edition 2018
What are the responsibilities of a RICS related firm with regards to H&S?
RICS-regulated firms are obliged to ensure the health, safety and welfare of people at work by providing, monitoring and maintaining:
- a safe working environment
- safe work equipment
- safe systems of work and
- competent staff.
If you identify movement in a building, what further investigations might you wish to undertake?
Environmental matters, i.e. trees in close proximity
Neighbouring dwellings
Engineers structural survey
CCTV Drainage survey
What might you include in your desktop investigations?
Review of alterations carried out, check on planning authority, if the building is listed, check its listed status on historic England and English heritage. I will ask the client to provide me with any plans or brochures of the property and ask them generic safety questions to ensure that it is safe to survey.
Are you qualified to use a cherry picker?
I am not qualified to use a cherry picker or harness myself up. When I made the enquiry to book the cherry picker, I informed the company that I would need a competent operator that was also able to safely harness me and secure me to the safety rails and that the machine was safe to use in the event of windy conditions. When I arrived to site, I checked that the ID of the operative matched the name given by the company and provided on the license
What do you need to consider before going to site to carry out an inspection?
- Am I competent to undertake the inspection
- Am I properly insured
- Has an agreement been signed
- What are the risks involved
- What kind of survey is it,
- Review all relevant existing building information, leases.
- What equipment will be required to carry out the survey
How do you undertake an inspection?
Personally I would prefer to undertake an inspection of a building from the top down.
I would normally walk around the building externally a couple of times first to get my bearings and get an initial understanding
I would look for an indication of age, construction and additions etc.
Then I would start the inspection externally and inspect each elevation in turn looking and the roof, elevations, windows, doors, drainage and rainwater goods.
Then I move inside and again start from the roof space and move down through the floors.
What kinds of risks do you consider?
Lone working
Asbestos
Accessing roofs and roof spaces at height
Hazards associated with derelict/empty properties
Confined spaces
What are the key building elements you would look to survey?
Roofs
Walls & Cladding
Rainwater Goods
Windows, Doors and Joinery
Structural Frame
Substructure / basements
Floors
Finishes
Internal Walls, Partitions
Staircases
Sanitary Fittings
Building Services
Out Buildings
What is a hazard?
Something with the potential to cause harm to someone. The harm could be an injury or ill health.
What is a risk?
A combination of the likelihood of the harm being realized and the severity of the harm if realised.
What is a schedule of condition?
A schedule of condition (SOC) is a factual record of the condition of a property, normally prepared for legal or contractual reasons. Schedules of condition can be prepared for either residential or commercial buildings.
They create a complete record of the condition of the property on a particular date that can be used as a benchmark against which its condition can be assessed in the future and any changes identified.
What is a risk assessment?
An assessment of identifying risks, determining their likelihood and severity and then eliminating or mitigating those risks to reduce their likelihood and severity if they do occur.
3 key processes:
Identify all risks.
Decide the likelihood and severity of each risk.
Take action to eliminate the hazard or if not possible put in procedures to control the risk.
What is the risk control hierarchy in relation to risk assessments?
Elimination - redesign the activity or substitute so that the hazard is removed or eliminated e.g use drone for roof inspections to prevent need to work at height.
Substitution - Replace the materials used or the proposed work process with a less hazardous one. For example, use pre-prepared components rather than fabricating/cutting on site.
Engineering controls: Use work equipment or other measures to prevent falls where you cannot avoid working at height. Install or use additional machinery such as local exhaust ventilation to control risks from dust or fumes.
Administrative controls - Identifying and implement the procedures needed to work safely. For example, reducing the need for lone working or ensuring the work is completed in daylight; reducing the time workers are exposed to hazards (e.g. by job rotation); prohibiting use of mobile phones in hazardous areas.
Personal protective clothes and equipment - After all the previous measures have been tried and found ineffective in controlling risks to a reasonably practicable level must personal protective equipment (PPE) be used. For example, where you cannot eliminate the risk of a fall, use work equipment or other measures to minimise the distance and consequences of a fall.
What sections does a dilapidations schedule contain?
The dilapidations schedule itself (format according to pre action protocol - reinstatement, repair, redecoration and statutory breaches, details on how the breaches should be rectified and associated cost).
Confirmation of clauses referred to.
Surveyor’s endorsement.
Advise letter to the client explaining what items have been included in the schedule, items that may be contentious, estimated recovery and advise regarding next steps - how the schedule should be served (time period etc) and other documents that should be included when serving the schedule - reinstatement notice etc.
What documents may you review prior to undertaking a dilapidations inspection?
The current lease.
The previous lease if this is referred to by the current lease.
Any sub leases.
Licences to Alter.
Schedules of condition.
Side letters - a short document that is ancillary to the main commercial lease, which is intended to vary, clarify or supplement the main lease terms.
Deeds of variation - A deed of variation enables a landlord and tenant to change the terms of a property lease. It is a signed legal document that confirms in writing the changes that they have agreed – such as removing a restrictive covenant.
What sections / information did you include in your pre-acquisition TDD report
Sections
Executive summary
Recommendation - advised there was no reason not to proceed with purchase, but should give careful considerations to points raised in the report.
Key survey findings - Key findings which are colour coded to give easy assessment of associated risk. Key risks included: delamination of the PVF2 costing and cut edge corrosion to roof sheets, diesel storage tank and improper storage of deiseal cans - recommended installation of oil interceptor to drainage, CCTV drainage survey - silts and roots blocking pipes, cracked pipework and unmaintained oil interceptor to one side of site, only one utility service provided to the unit, if the client wanted to split the unit they could sub meter the supplies or the DNO’s (distribution network operators) would need to split the supplied (could cost £150K - dependent on capacity of local sub station), no fire detection in the warehouse, advised the fire risk assessments for the unit are reviewed to determine whether fire detection in warehouse needed.
Key landlord and tenant considerations: Property currently owned by occupier (super toughened glass) who let one half of the unit to their tenant cult beauty, Sale and lease back on FRI terms.
Leases are to terminate on 28 January 2028, with direct relationships between you and the two tenants, rather than head lessee and sub-tenant.
EPC: Rating was C - considered low risk, currently above minimum D rating set by MEEZ.
Reinstatement cost assessment: £12,000,000.
Solicitor’s enquiries and information requests: Request fire risk assessments, request copy of health and safety files / O&Ms + any occupier fit-out, asbestos reports or registers, all warranties and guarantees that may be transferable, water hygiene risk assessment, Fire alarm test certs, lightning protection test cert, below ground drainage.
Further investigations recommended prior to purchase: Phase 1 Environmental Audit to assess any risks - consider drafting the proposed leases to place liability on the tenants to ensure they adopt the correct approach in terms of their operations and potential contamination.
Further investigations recommended post purchase: Fire compartmentation audit, all tenant stat documentation, undertake feasibility study to establish current metering strategy.
What is a budget cost plan? What would your budget cost plan highlight for the pre acquisition survey?
Included costs for anticipated recoverable and non-recoverable maintenance costs for year 1, years 2-5 and years 6-10.
Recoverable costs included: cut-edge corrosion treatment works, recoating of delaminated roof sheets and general roof works, hardstanding repairs, elevation repairs, M&E replacement / repairs.
Non-recoverable costs: Could be if there were areas not demised to the tenant - common areas in multi-let premises.
How would your report structure and advice alter between a vendor’s survey or a pre-acquisition survey?
My advice for a purchaser’s survey would be slightly more tailored depending on their priorities and the scope of the instruction for example they may haver certain ESG requirements or eaves heights for a warehouse for example.
My core advise would remain the same for both a purchaser and a vendor’s survey as I am to provide impartial advise relating to the condition of the property to allow a prospective purchaser to make an informed decision as to whether they want to purchase a property or portfolio.
What is a good methodology for completing a successful property
inspection?
Step one:
Identifying the elements and sub-elements
The surveyor inspects the property, identifies all the elements and sub-elements,
and makes notes on the condition in the site notes.
Where an element consists of one or more distinct parts, it should be divided into
appropriate ‘sub-elements’. For example, a typical semi-detached, interwar dwelling
may have the following:
* three roofs – the main hipped and pitched roof, a front bay roof and a rear ‘back
addition’ roof
* two chimneys – the larger chimney at the ridge serving the main rooms and a
single chimney from the kitchen area
* two external walls – cavity walls to the main house and solid walls to the back
addition
* two types of windows – the original singleglazed casement windows to the rear and
PVC double glazed replacements to the front and side.
All of these parts can be considered as subelements. While the surveyor should
ensure the report does not become complex, the property can be subdivided at the
surveyor’s discretion.
Step two:
Condition rating the elements and sub-elements
After sufficient reflection, the surveyor should apply a condition rating to all the
elements and sub elements
Step three:
Establishing the element and sub-element rating
The condition rating to be shown in the elemental condition rating box for each
element must be the worst one identified by this process. The following examples
illustrate this procedure:
* Where the element has only a single part, then the condition rating will be given for
that element and must be included in the elemental condition rating box.
* Where there are some parts or sub-elements, condition ratings can be given
individually.
* Where some of the sub-elements are in the same condition and have the worst
condition rating of all the sub-elements, then that condition rating must be shown in
the elemental condition rating box.
* Where all of the sub-elements have the same condition rating, this will be the one
that is shown in the elemental condition rating box. The condition rating shown in the
elemental condition rating box will be the one that
Report writing
The elemental text box must be used to provide the necessary evidence that
supports the surveyor’s judgment of the condition rating reported, as well as the
condition ratings of individual sub-elements.
The following procedure should be observed:
* The worst rated sub-element should be described first, and the best last.
* Where several sub-elements have the same worst rating, the surveyor must
choose the one that presents the greatest problem to the property owner and report
this before the other sub-elements with the same rating. (For example, where the
main hipped roof, bay roof and rear single-storey extension are all given a condition
rating 2, the surveyor may choose to include the main roof in the summary because
it is higher and larger, and may be more expensive to repair.)
What is the difference between a schedule of condition and a condition survey?
Schedule of condition is usually used in leases where the condition of the property is recorded. A condition survey records the condition of the property alongside any recommended remedial items
How might you inspect a cavity within an external cavity wall?
Boroscope
How might you assess a concrete defect?
Visual Inspection
Carbonation testing
Hammer test
If you identify movement in a building, what further investigations might you wish to undertake?
Visual Survey
Drainage Survey
Speak to residents/occupiers for previous works
Any previous issues
Monitor if it isn’t serious
Appoint structural engineer
Explain how you can use thermal imaging to identify heat loss in a building
Use a camera on the building to survey. Blue areas are cold and red may be where heat loss is occuring
What other type of building defect can thermal imaging be used to identify.
Cold bridging
Outline the key changes introduced in the latest version of the RICS Home Survey Standard
New standard replaces all previous versions
Aims to increase clarity and communication to homeowners and what is to be expected from each survey type. Released March 2021
What is the RICS home survey standard?
A professional statement on best practice for completing home buyer reports
How do you recommend monitoring the cracks?
Pins and a calliper
What are standard conditions included on approved planning applications?
Works must be completed within 3 years and to the plans submitted
Any unusual conditions need to be discharged with the council where you prove that the conditional items have been carried out/ additional information provided
Some conditions may require approval by the planning authority before development commences (such as agreeing the colour of materials), others can be discharged during the course of development (for example limits to site operating hours).
What are the three levels of survey available to homebuyers?
Level 1 (Condition report) - Basic condition survey and recommended if house is in reasonable condition
Level 2 (Homebuyer report) - More detailed than condition report, advise on longoing repairs and maintenance, advise on any legal issues
Level 3 (Building Survey) - In depth survey for large, older or run down properties.
A client asks you to do a condition survey, can you tell me the process of gaining instruction to turning up on site?
Ensure I have the correct level of PII
Obtain the clients brief to ensure a condition survey is what is required.
Price up the fee and send across a proposal along with terms and conditions
(T&Cs include invoicing, temination, complaints handling, document storage
Tell me how you would go about conducting a measured survey?
Take the floor plan
Do the measurements along the length and width of the plan
Do triangulation to check the corners match up on the floor plan
Use tap measures for smaller measurements.
How would you check your measured survey was accurate?
Double check measurements.
Use triangulation
What do you understand by the phrase “plaster wicking’ in respect to low level damp in masonry walls?
The same term used for rising damp - The unwanted ingress of water that rising through capillary action
What are Dilapidations ?
Dilapidations are breaches of leases due to the condition of the property being leased. This may result from mistreatment of the property or poor or absent maintenance or repairs that are required by the lease. Further work may also be required at the end of a lease to reinstate alterations that have been made to the property by the tenant.
Interim schedule – claims during the term (uncosted to tenant, costed to landlord to show rights to claim).
Terminal schedule – claims near or at the end of the term.
Final Schedule - issued after expiry of the lease.
Can you name some common clauses you may come across with leases?
Premises description & if landlord has obligations to repair
Obligations of repair (FRI/Internal only) - good & substantial or tenantable - differs in extent of claim
Decoration - specific requirements stated, and usually included at intervals and a period before the end of the lease
Alterations and reinstatement - express provision required in lease for lawful alterations
Yielding up - comply with vacant possession, remove fixtures and fittings, reinstate etc up to wording in lease
Statutory obligations - specific to use of premises, carry out works required by statute/law
Recovery of fees - express provision for fees of preparing and issuing schedule as well as neogiotiation.
Schedule of condition: a benchmark to assess tenant’s repairing obligation
What is an interim schedule?
A interim schedule is served during the term of the lease relating to the current condition and not the end of terms schedule.
It is served uncosted, and is a method of envoking the tenant to comply with their repairing obligations where it is apparent they have not been and there is a risk that the value of the property might be reduced or further damage caused if they do not carry out their obligations when served the schedule.
What is the difference between a schedule of condition and a schedule of dilapidations ?
A schedule of condition review the current condition of the property at a certain point in time (the survey day), a schedule of dilapidations records the damages and breaches the tenant has made to the property during the tenancy linked to the terms of a lease, with remedial repairs and applicable costs.
What is Scott schedule?
A Scott Schedule is an extended version of the Schedule of Dilapidations which enables the tenant (or their surveyor) to respond to the content of the Schedule of Dilapidations.
What is the status of a schedule of condition?
Legal Document
What other information is important to consider when assessing a claim?
The proposed future of the building. For example is the building is going to be demolished the claim will have no affect on the value of the building, with the exception of hazardous materials that will be required to be disposed of accordingly.
What is a schedule of works?
A SOW is a single document that concisely lists what is to be done, where, how and to what quality.
On carrying out a survey, how do you structure your report?
Label items in traffic light system
Urgent repairs
Repair non urgent
Maintain building as normal
Outside, Chimney, roof coverings, RWG, walls, windows
Inside, roof structure, ceiling
Services, Gas/oil, water, heating
Grounds, garage, boundaries
What qualification do you need to take asbestos samples?
P402 Surveying and sampling for asbestos in buildings
What is the most important thing to do prior to inspection ?
Health and Safety Risk Assessment
Using an example where you have completed a snagging inspection, explain the methodology you followed during that inspection.
I follow the specification of works to the letter, I inspect each location and identify the works or remedy required, I identify omissions that require rectifying
What might you include in your desktop investigations?
Review of alterations carried out, check on planning authority, if the building is listed, check its listed status on historic England and English heritage. I will ask the client to provide me with any plans or brochures of the property and ask them generic safety questions to ensure that it is safe to survey.
What specialist investigation are you aware of?
Speedy carbide test
Thermographic testing
Drone surveys
Ground investigation
Asbestos investigation
What are some key valuable sources of occupiers information you would normally look to obtain prior to the survey?
Structural alteration drawings
Guarantees in respect of the premises or its services
Flooding or boundary documentation
Items of fixed equipment likely to be removed by the occupiers
Records of service agreements on items of plant
Records of testing of life safety systems
Water Hygiene and legionella reports
Planning and building control applications and approvals
Operation and maintenance manuals
Asbestos registers
Radon tests and high alumina cement tests
What advice would you give if slates were to be replaced by concrete tiles? What implications are there?
If the roof pitch is suitable.
If the change is in keeping with planning guidelines?
Is it a listed building?
Can the existing joists support heavier concrete tiles?
What thermal improvements need to be made in compliance with Part L whereby any refurbishment over 50% of the roof requires you to upgrade the roof as close as possible to current regs.
How can you tell if timbers have been structurally affected by fire?
I am not a qualified engineer to determine if the sound timber that remains is suitable.
After a fire, cracks can appear in brickwork, what could this be?
Cracks have appeared primarily because of thermal expansion and contraction. If the building is framed, the movement to the frame could have caused cracking.
A hedge on clay ground has been cut back recently, what would you expect to happen?
Potential for flooding and heave.
What is Radon Gas?
Produced during the decay of Radium which occurs naturally through the presence of uranium in most rocks, soil, bricks and concrete.
it’s not particularly dangerous if breathed in and immediately exhaled. The issue is when the decaying product attach themselves to dust and moisture which can get stuck in your lungs
Why is radon gas an issue within buildings
Radon disperses externally. Internally, it may potentially build up to harmful levels. The amount of gas released depends on the area in the UK but is more concentrated with areas of high concentrations of granite and limestone.
What is a PPM Survey ?
Planned Preventative Maintenance (PPM) surveys are an essential tool that enable building owners/occupiers to proactively maintain, manage and improve their properties over a period of years.
Planned preventative maintenance (PPM) and stock condition surveys are an essential tool that enable clients to monitor and control costs, as well as optimise the value of their property portfolios over a determined timeframe.
Can you expand on your knowledge of surveying assets in the built environment - RICS Guidance note ?
This is a 1st Edition Guidance Note
Including
Pre site survey preparations including desktop and health and safety
Survey and data collection
Survey content
What enquiries and arrangements should you make before carrying out a survey?
Enquiries: Clarify the purpose of the survey, the scope, any specific issues to focus on, and access requirements.
Arrangements: Confirm appointment, access permissions, scheduling, and if there are any specific requirements (e.g., health and safety concerns, client preferences). Also, make sure you understand the building’s history or any known defects.
List the equipment might you take when carrying out a survey?
Tape measure, digital level, camera, flashlight, damp meter, thermographic camera, laptop/tablet (for note-taking and documentation), ladder, PPE (Personal Protective Equipment) including gloves, helmet, and protective footwear.
How would you know if your equipment was safe to use?
Check for visible damage or wear, ensure calibration is up-to-date, review user manuals for proper use, and follow relevant inspection and maintenance procedures for the equipment.
What general legislation should you consider when carrying out a survey?
Health & Safety at Work Act 1974, Control of Asbestos Regulations 2012, Construction (Design and Management) Regulations 2015, Building Regulations, Fire Safety Regulations, and Environmental Protection Laws.
What RICS guidance are you regarding safety in surveying?
RICS Professional Guidance Note (PGN) and RICS Rules of Conduct, which provide guidance on safety, risk management, and professional standards during inspections
What health and safety issues should you consider when conducting a survey?
Risk of falls, hazardous materials (e.g., asbestos), confined spaces, structural safety, fire hazards, safe access and egress, manual handling, and working in extreme weather conditions.
How would you identify, assess, and manage the health and safety risks prior to undertaking a survey? What process would you follow? What tools would you use?
Process: Conduct a risk assessment, identify potential hazards, determine control measures, and review the client’s existing risk assessments.
Tools: Use risk assessment forms, a safety checklist, and a method statement for high-risk tasks.
What deleterious materials should you look out for when conducting a survey? How would you know if they are present in a building?
Look for asbestos, lead-based paints, PCBs (Polychlorinated Biphenyls), fluorescent lighting containing mercury, and radon. Use specialist equipment (e.g., asbestos testing kits, lead testing kits) or refer to historical records.
What insurances should be in place before you carry out a survey?
Professional indemnity insurance, Public liability insurance, Employers’ liability insurance (if you have employees).
Explain how a level is used to establish a grid of levels?
A spirit level or digital level is used to measure horizontal planes at various points across a building, creating a grid of known levels to assess potential structural issues like settlement.
What is a theodolite and when might it be used?
A theodolite is a precise instrument used for measuring horizontal and vertical angles. It is used during detailed surveys to measure building elevations, or in surveying large areas where high accuracy is required
What are the different sorts of surveys that you might be asked to undertake in your area of practice?
Condition surveys, dilapidations surveys, pre-acquisition surveys, measured surveys, defect diagnosis surveys, and health & safety audits.
Is there a difference between a condition survey and schedule of dilapidations? If so, what is it?
Condition survey: Provides a detailed assessment of the current state of a building and its components.
Schedule of dilapidations: Focuses on identifying breaches of lease terms, usually on commercial property, and the state of repair at the end of a tenancy.
Why might a client require a quality monitoring survey? What information would it give them?
A client might require it to ensure work is being carried out to the agreed standard, on schedule, and within budget. The survey provides documentation of progress, quality issues, and any corrective actions.
When taking an instruction from a client to conduct a survey, what information would you require from them? What documents would you put in place to ensure there is agreement on the scope and extent of the work to be carried out.
When taking an instruction from a client to conduct a survey, what information would you require from them? What documents would you put in place to ensure there is agreement on the scope and extent of the work to be carried out?
Information: Purpose of the survey, scope of work, building details, access arrangements, and health and safety considerations.
Documents: Agreement/letter of instruction, detailed brief, risk assessment, and method statement.
What information would you include in a letter of confirmation of an instruction to carry out a survey?
Include the scope, timing, access arrangements, fee structure, key personnel involved, and any exclusions or limitations to the survey.
What personal health and safety issues do you have to consider before you carry out a survey?
Consider any personal medical conditions, appropriate PPE, the need for vaccinations (e.g., tetanus), and any potential physical strain (e.g., lifting equipment).
Explain how you have (would) carry out a survey in situ and in what order would you look at the elements of the building?
Start with external elements (e.g., roof, walls, windows), move to internal elements (e.g., floors, ceilings), then check services (e.g., electrical, plumbing), and finish with areas like storage or attic spaces.
What are the limitations of using a damp meter?
A damp meter measures moisture levels but can’t distinguish between types of moisture (e.g., rising damp, condensation, or leaks). It may also give false readings in certain materials.
Explain how thermography might be used to detect a leak?
Thermography (infrared cameras) detects temperature differences on surfaces, allowing you to identify areas of moisture where heat loss occurs, often indicating leaks or water ingress.
What would you look for when carrying out a fire risk assessment on an office building?
Emergency exits, fire alarms, fire extinguishers, fire-resistant doors, escape routes, electrical systems, and ensuring compliance with fire safety regulations
Explain how you have (would) carry out a measured survey on a property, including the checks you would put in place on your measurements?
Use precise instruments (laser distance measurers, tape measures). Ensure all measurements are double-checked for accuracy and consistency, document any discrepancies or limitations of the survey.
What would you look for when carrying out a health and safety assessment in an office block?
Ensure safe access and egress, compliance with fire safety standards, correct lighting, ventilation, ergonomics, and general office conditions to avoid potential hazards.
What would you look for when carrying out an access audit on an office block?
Accessible entrances, door widths, ramps, lifts, parking spaces, toilet facilities, clear signage, and compliance with the Disability Discrimination Act (DDA).
What would you do if you walked into a room and suspected there was damaged asbestos present?
Do not disturb the material. Leave the area, and report to the appropriate authorities or an asbestos removal specialist to carry out an inspection and test.
Under what circumstances would an access survey be required?
Required when considering accessibility for disabled individuals or to ensure compliance with building regulations or the Disability Discrimination Act (DDA).
Describe the digital tools that you have used to capture data during an inspection. What were the advantages over a manual process? How did you ensure that data was secure?
Digital tools: Tablets or smartphones with surveying apps, drones for aerial surveys, and BIM (Building Information Modelling) software for data visualization.
Advantages: Faster data entry, real-time access to data, improved accuracy, and easier sharing with team members.
Data security: Encrypt files, use secure cloud storage, and back up data regularly.
