Inspection (Level 3) - SOE Specific Flashcards
What are the purposes of inspection?
-Landlord and Tenant - Rent reviews/Lease renewals = Check tenancy, occupational information, tenant improvements, condition
- Valuation = Understand all factors that can influence the value such as location, aspect, condition, occupation details
- Purchase or sale = Consider the current condition of the property, access, car parking, location
- Property Management = Lease compliance, Statutory compliance, defects, occupational details, security, landscaping
Outline the basis of a typical Valuation Inspection?
- Valuation = Understand all factors that can influence the value such as location, aspect, condition, occupation details
Outline the basis of a typical Property Management Inspection?
- Property Management = Lease compliance, Statutory compliance, defects, occupational details, security, landscaping
Please talk me through a typical management inspection?
- Primary function is to check tenants are still there!
- External inspections quarterly
- Internal inspections annually
- Looking for breaches of tenant covenants
- Disrepair
- Unauthorized alterations
- Unauthorized sharing of possession
- Unauthorized user clause
- Unsafe practices – ensure - H&S file is up to date
How did your inspection for valuation differ from your management inspection?
Valuation inspection looks for:
- Surrounding area, communications and facilities
- Characteristics of the property
- Dimensions
- Areas and use
- Age
- Constuction
- Accessibility
- Installations, amenities, services
- Fixtures, fittings and improvements
- Equipment
- Characteristics of site
- Natural hazards EG ground instability, mineral extractoin, risk of flooding
- Non-natural hazards like ground contamination (black oily puddle, or dead flowers, or fly tipping)
You refer to Workman’s Lone Working Policy - what is detailed in this?
Risks and potential hazards presented by lone working (i.e. violence)
Line manager responsibility (training records kept)
Lone worker responsibility (take reasonable steps to ensure H&S)
Risk assessment of lone workers. (Employee, location, work activity)
How does Workman’s lone policy relate to RICS guidance?
Relates to RICS Surveying Safely 2018
Pre-assessment
Ensure phone is charged
Diarize inspection
Let colleagues know
What does a typical lease say about inspections and access?
A typical commercial lease states that the landlord (or their representative) has the right to access the property for inspections, repairs, or maintenance, usually with prior notice to the tenant (e.g., 24–48 hours), except in emergencies where immediate access may be allowed.
Are you aware of and key RICS documents or legislations that are significant for inspections?
RICS Surveying Safely, 2nd Edition (2018) - Professional Standard
Health and Safety at Work Act 1974
RICS Japanese Knotweed and Residential Property, 1st Edition (Feb 2022) - Professional Standard
RICS Asbestos 4th Edition (May 2021) - Professional Standard
RICS Environmental risks and global real estate, 1st Edition (2018) - Professional Standard
Briefly outline the contents of Surveying Safely (2018)?
RICS Professional Standard
Lays out basic, good practice H&S principles for RICS Members and regulated Firms
Introduced the ‘safe person’ concept.
Can you name sections of Surveying Safely?
Health and Safety requirements of firms and individuals
RICS members places of work
Assessing Hazards and Risks
Occupational hygiene and Health
Visiting premises or sites
Fire Safety
Fire Safety Checks
Contractor Management
Residential section
What are the organizational responsibilities in Surveying Safely 2018?
Management process designed to identify foreseeable risks and reduce the risks identified – i.e. have a H&S policy
Clear lines of accountability for H&S management
Training and information provided on H&S
Process to manage contractors and services
Have appropriate insurances
What are the individual responsibilities in Surveying Safely 2018?
Undertake Risk Assessments
Ensure H&S policies and procedures are practiced effectively
Recognise their competence
Understand the risks associated with relevant tasks
Responsible for their own and others’ H&S
Whats a PMA?
Property management agreement
What frequency do you need to inspect your properties, and how is it determined?
Dependent on:
Insurers requirements
Client requirement (agreed in the PMA)
Workman requirements (Usually quarterly and internal inspections 6 monthly)
What issues could occur that could cause you to inspect a site more frequently?
- Project works ongoing
- On-site meetings with tenants
- Complaints received about site condition
What’s PPE?
Personal Protective Equipment
What is an example of typical PPE?
High-visibility vest – for visibility in busy or hazardous areas.
Safety boots – to protect against slips, trips, and falling objects.
Hard hat – required on construction sites or areas with overhead risks.
Gloves – for handling materials or accessing plant rooms.
Eye protection – if there’s a risk of dust or debris.
Ear protection – in noisy environments like plant rooms
What needs to be completed before visiting a premises or site?
- Pre-assessment of hazards and risks likely to be encountered
- Requirement for PPE
What matters need to be considered before visiting a premises or site?
- Travel
- Lone-working
- Condition of property
- Occupation
- Dangerous substances, diseases, access equipment
- PPE
- Weather conditions
- Documentation (Previous inspection records).
- Talk me through your inspection at Mathisen Way, Bedford?
Situation =
- Underwent a 6- Monthly inspection at an industrial unit in Bedford.
Action=
- Prior to my inspection I assessed what hazards and risks are likely to be encountered by looking at previous inspection reports, this informed my assessment of what PPE was needed. I also checked the tenants lease to familiarize myself with their obligations.
- During the inspection, I used an inspection checklist to ensure all appropriate areas were inspected.
- I also confirmed that they had stayed in line with all their lease obligations, E.g. Alienation, Alteration, User Covenants. However, the refuge area was a concern. I noted this in my inspection report, and informed the tenant that this needed to be resolved.
What was the disrepair at Mathisen Way?
A previous inspection report had outlined that a wooden pallet had been dropped, damaging the warehouse floor.
FRI lease so the tenants responsibility to respolve.
What’s an inspection report?
An overview of all important areas that were visited throughout an inspection, and ranking the condition of these areas, noting any important comments. The reports include photos and are provided to the client.
Talk me through your inspection at Coxbridge Business Park, Farnham?
Situation =
- Carried out an initial inspection to familiarize myself with the site after receiving a handover of a property. On the inspection, I noted potholes and a damaged ACO cover drain on the entrance road
Action =
- I carried out a review of the tenant’s leases and reviewed land registry documents to confirm the boundary of the site. This confirmed that the damaged area of the road was my clients responsibility.
Advice =
- I informed my client of this responsibility and advised that they repair them promptly to avoid any complaints from the tenants and to ensure the aesthetic of the site was upheld.
Result =
- I coordinated with the FM to get quotes for the roads repair and instructed on the clients behalf.
-Upon completion, I provided my client with evidence of the finalized repairs.
What land registry documents did you look at, at Coxbridge Business Park?
The sites Title Plan.
What would you have done if it was the tenants responsibility to repair at Coxbridge?
- Reach out to them outlining that this needs to be done promptly
-Escalated matters if this hadn’t been done promptly.
What would you of done if the LL had said no following your advice to repair?
- Urged him to do so?
- Informed a superior member of staff.
Talk me through your inspection at 85 Camden Road?
Situation =
- A tenant reported damage to a perimeter wall adjacent to the car park at a retail park
Action =
- I inspected the site along with the FM, and concluded that this was was likely a party wall, shared with Camden Council through the council branding outside the flats.
- Due to my limited experience in this area, I consulted a party wall surveyor who confirmed that this was a party wall.
Advice =
- I advised that my client should not bear the whole costs for the walls repair, and that costs should be split with the council.
Result =
-I worked with a BS to obtain multiple quotes for the repairs, and provided a breakdown of the costs to Camden Council. Once these were approved works were instructed and I worked with my accounts team to invoice them appropriately.
Talk me through your decision process following your initial inspection
- Assessed damage reported by the tenant.
- Suspected it was a party wall, so consulted a Party Wall Surveyor due to my limited experience.
- Informed my client and advised cost-sharing with Camden Council.
What did you advise the client in respect of their statutory responsibilities regarding the boundary wall in disrepair?
Under the Party Wall etc. Act 1996, both parties shared responsibility.
My client had a duty under the Occupiers’ Liability Act 1957 & HSWA 1974.
Prompt action was needed to avoid safety risks and liability.
Why did you obtain multiple costs for the repair works, and why did you need the council to approve these costs?
- Ensured competitive pricing and aligned with my firms procurement policy.
- Transparency in cost-sharing with Camden Council.
- Prevented disputes over payment post-works.
How did you identify the wall was a party wall?
- It physically separated two properties with shared reliance.
- Consulted a Party Wall Surveyor to confirm under the Party Wall etc. Act 1996.
What repair proposal was sought, and how did you advise your client in respect of costs?
- Repairs included stabilisation & crack repair.
- Advised cost-sharing with Camden Council.
- Recommended the best-value contractor quote meeting standards
How did you find a party wall surveyor?
- RICS find a surveyor website.
Who covered the party wall surveyor fee?
- Costs were split proportionally between my client and Camden Council.
- This was agreed upfront as part of the shared repair responsibility.
