THE PROCESS OF DILAPIDATION SURVEY

Property inspection procedure

In order to minimise the risks of failing to comply with the client’s instructions; undertaking an incomplete
or ineffective survey or reporting erroneously on findings the surveyor must adopt a systematic approach to
the process. The following provides a suggested schematic to the process:

Assimilate client's
instruction
Undertake survey
Extablish type and
preparation
extent of survey
(access&equipment)

Undertake desktop
Undertake Undertake survey for
survey (3rd party
preliminiray survey internal and external
documentation )

Analysis findings and Prepare report and

results conclusion

a) Desktop study
Surveyors must be properly diligent in preparing the report and in preparing a dilapidation survey. Due
diligence is usually defined as "a reasonable person taking steps to prevent an offense"
The principal documentation and possible sources of this information include the following:
I. Property documents:
Documents containing the details of the property, such as boundary locations and measurements. Year of
original construction and any usage restrictions that may be or have been in place. Copies can be obtained
from the local authority or JKR.
II. Drawing:
As-built plans and drawings a copy may be contained within the documents or may be available from
architects or surveyors who have had previous involvement with the property. If not available, then a full and
detailed remeasurement of the property. Extra charges for remeasurement the property.
III. Lease:
Particular care may be needed in assessing the type and form of lease and in particular the remaining term of
the lease. For valuation preparation for mortgage or loan requirements particular attention should be given to
short term leases, <30 years, where difficulties may arise in raising funding.
IV. Previous Statutory Consents:
Building control approvals or warrants or planning permission or approvals. These will provide evidence of
previous changes or modifications to property and may also provide an indication of building construction
and respective age of different parts of the building.
 b) On-site survey
The on-site survey consists of three key components:
I. Exterior survey
survey of the external fabric which is systematically viewed from top to bottom and any defects noted.
II. Interior survey
survey of the internal fabric starting on upper levels, inspecting each room working in a clockwise direction,
and recording any defects. This internal inspection should confirm any correlation between the defects noted
externally and the impact they are having internally, e.g. damp patches on bedroom ceiling resulting from
missing roof tiles.
III. Review of surrounding area
identifies any elements externally which may result in issues within the building fabric, e.g. trees planted too
close to the building or evidence of local subsidence which may be caused by mine workings.
On-site stages
1st Stage
Preliminary reconnaissance – the objective being to obtain preparatory, generic information on access,
location, necessary tools etc. in order to undertake a more detailed inspection of the property. This type of
survey is principally for the benefit of the surveyor, however where a need for additional specialist
equipment or contractors, e.g. asbestos removal, is identified then the subsequent cost implications need to
be communicated to and greed with the client prior to undertaking a more detailed survey.
2nd Stage
Internal inspection - survey of the internal fabric starting on upper levels, inspecting each room working in a
clockwise direction, and recording all defects. The inspection of building elements should be undertaken
systematically ensuring that all floors; walls; ceilings; doors and windows are checked.
3rd Stage
External inspection - survey of the building’s external fabric which is systematically viewed from top to
bottom and any defects noted

c) Assimilate findings, analyse and report

Once on site the following procedure check list provides a systematic and structured approach to capturing,
interpreting and reporting on findings. Gather evidence to record findings either as annotated sketches,
detailed notes or as digital photographs. Marshall facts must assemble information and data in a prioritised,
eliminate erroneous or doubtful data. Where this could have significance, details should be verified (by
revisit or re-assessment) before elimination. Interpret & validate evidence to explain findings and detail
implications to client i.e. are there risks (costs or uncertainty).Where there are major areas for concern, these
should be confirmed; where risks are perceived as high this verification could be undertaken by a second
professional or specialist. Lastly, review findings and critically appraise findings, proposed conclusions and
compare with initial instruction to ensure accuracy and that there is no exposure to risks or charges of
negligence
 d) Investigative approaches
Building defects typically are the result of more than one factor. In addition, not all defects are significant or
represent a risk either to the building or any building users. Based on figure below, example of how specific
risks may be analysed or assessed.

Figure 1Method for analysed or assessed

The ‘HEIR’ approach is another approach:

H: History of the problem
E: Examine the project property
I: Investigate the symptoms
R: Response-valuation and treatment

A building diagnostic process can do with this method:

Observation Diagnosis Treatment

Symptoms Condition Causes Effects Remedy

 e) Property inspection report
A surveyor’s report carries the result of the survey and inspection and is the only documentary evidence of
an inspection. Therefore it is important that the report is written in a creditable manner upon the completion
of the inspection The report should:
I. be clearly presented, in a logical order, and written in plain language in such a way that it may be
easily understood by the client. It is recommended that technical expressions be kept to a minimum
and, where necessary, explained in lay terms
II. be factual wherever possible and unambiguous
III. be seen to differentiate between fact and the surveyor’s opinion
IV. provide a balanced view of the property and describe individual elements in sufficient detail to
identify their construction, condition and location.
Propose report should narrative as follows:

 describes the form of construction and materials used for each element
 outlines the performance characteristics of the material or construction
 describes obvious defects
 describes the identifiable risk of potential or hidden defects
 outlines remedial options
 if considered to be significant, explains the likely consequences of non-repair
 makes general recommendations in respect of the likely timescale for necessary work
 includes, where appropriate, recommendation for further investigation prior to commitment to
purchase
 cross-refers to the surveyor’s overall assessment where necessary
 identifies the nature of risks in areas which have not been inspected