Property Assessment Preparation: Records, Access and Scope

A property assessment is not a building material. The useful choices concern the purpose of the review, what can be observed and what the resulting report needs to support.

State the decision the assessment should support

Explain whether you are planning maintenance, reviewing a recurring concern or gathering information for a transaction. These purposes may call for different scope and expertise.

Understand the baseline reference

ASTM E2018 describes a commercial property condition assessment process involving a walk-through, document research and interviews, leading to a property condition report. It also identifies limits and exclusions. A reference to that guide does not establish that a particular D&D enquiry or service conforms to it.

Gather the available records

List drawings, maintenance logs, previous reports and known repairs you can provide. Record missing information as missing; an old report should not be presented as a current observation.

Define access and exclusions

Identify occupied spaces, locked areas, roof access restrictions and systems that cannot be observed. Ask what is included, what is excluded and whether specialist review is required for the decision you need to make.

Request the right deliverable

Describe whether you need a maintenance work list, photographs, a formal condition report or another defined output. Confirm the scope and the provider’s suitability before treating an enquiry as a technical certification.