Due Diligence Building Report Format Recommended Format

It should be noted that different types of survey may give rise to minor deviations
from the suggested format in order to suit the particular exercise being undertaken.
All reports are to pass Quality Assurance and be signed by the head of department
prior to being issued.

1) Contents page (Create using MS Word after writing report)

2) Executive summary as previously issued (remove letter head as necessary).

3) Confirmation of instructions (Include original Letter of instructions, scope

of service and standard terms of business in Appendix)

4) Introduction

• Date of inspection.

• Surveyor involved (name and full company address)

• Contributory sub consultant(s) (names and full addresses)

• Weather conditions during period of inspection.

• Level of occupancy at time of inspection – Demise/building.

• List of areas not accessed (if applicable) and consequences of no

inspection.

• Restrictions (extent of fitting out/furniture etc)

• Standard report caveat relating to restrictions……

• “In view of the complexity of the subject building, EC Harris does not
guarantee to have seen each and every defect/deficiency that may exist in
the property, but that we expect to have seen all the major items and the
majority of the minor items relating to the brief.”

• Refer to the presence of location, building, lease plans in Appendices as

necessary.

• State number of photos included in the report. If further photos exist state
where they are available from and how long they will be retained for.

• Standard report caveat relating to Third Parties……

• “This report is for the private and confidential use of [insert client details]
and must not be reproduced whole or in part or relied upon by third parties
for any use without the express written authority of EC Harris”

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 • Record details of any discussions with the client which may alter the brief,
following the confirmation of instructions. Refer to emails and include
where necessary in Appendices.

5) Description of property.

• Full address of property

• Location within road/development (State physical features and aspect)

• Type

• General design

• Principle elements of construction

• Approximate age (source/evidence)

• General description of building services

• Subject accommodation (i.e. office location/aspect)

• Approximate floor areas (entire building/demise as necessary) – State

source.

• Tenure (describe if lease hold)

¾ Extent of term

¾ Passing rental figure (state source)

¾ Service charge and repairing obligations – obtain from lease (reference

and include in Appendices if necessary)

6) Elemental Condition (Main section of report)

• Condition of premises/demise – Cross ref with photos

• Significant defects – Cross ref with photos

• Assessment of building type (construction/materials)

• Materials/building practices specific to locality.

• Detailed structural descriptions (Frame, main supporting members, how

loads are transferred (cross ref with structural report if applicable)

• Discuss each element systematically – Soffits, walls, floor etc

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 ¾ What is it?

¾ What is wrong with it?

¾ What can be done to put it right? (options)

¾ When should this be done?

¾ How much will it cost? (subject to brief) – Include in appendices

where applicable.

• Legislation, fitness for purpose, H&S, security and any other issues as
applicable.

7) Conclusion and recommendations.

• Balanced assessment of property.

• List recommended repairs/investigations/actions as detailed in main report.

8) Certification

• Signed and dated by head of department.

• Ensure all Sub-Consultants reports are signed and dated.

9) Appendices (As Applicable)

• Photos

• Schedule of defects

• Reinstatement Cost Assessments

• Sub-Consultant/Specialist reports

• Extracts from lease/covenants

• Agent details

• Maps, drawings and layout plans.

• Other documentation – Maintenance records, client, tenant, owner

correspondence as applicable.