A property condition report is a formal document that records the current state of a building and its components at a specific point in time. Whether you are assessing a property for purchase, preparing for a lease, documenting a rental inventory, or planning maintenance works, a well-structured condition report provides an objective baseline that protects all parties involved. This guide covers the essential elements of a property condition report, provides a practical template structure, and shares best practices for producing reports that are clear, thorough, and legally defensible.
Why Property Condition Reports Matter
Condition reports serve as evidence of a property's state at a defined moment. For buyers, they inform purchasing decisions and support price negotiations. For landlords, they establish the condition at the start of a tenancy, providing a reference point for deposit disputes. For property managers, they create a maintenance baseline and help prioritise capital expenditure. Without a documented condition report, parties rely on memory and assumption, which inevitably leads to disagreements. A professionally prepared report demonstrates due diligence, supports insurance claims, and can be invaluable in legal proceedings.
Property Condition Report Template Structure
Report Header and Property Details
Every condition report should begin with clear identification of the property, the purpose of the report, and the parties involved. This information provides context for anyone reading the report in the future.
- Include the full property address, postcode, and any unique reference numbers
- State the date of inspection, the inspector's name, qualifications, and contact details
- Define the purpose of the report such as pre-purchase, inventory, or periodic assessment
- Note any areas that were inaccessible during the inspection and the reason why
- Record weather conditions at the time of inspection as these affect observations
External Condition Assessment
The external assessment covers all elements visible from outside the property. Use a systematic approach, working from the roof down to ground level and around the full perimeter.
- Document the roof covering type, condition rating, and any defects observed with photographs
- Record the condition of external walls including material type, finish, and any deterioration
- Assess windows and external doors for frame condition, glazing integrity, and operational function
- Note the condition of drainage systems, external pipework, and below-ground drainage covers
Internal Room-by-Room Assessment
Each room should be assessed individually using a consistent format that covers all surfaces and fixtures. This systematic approach ensures nothing is missed and makes comparison between reports straightforward.
- For each room record the condition of walls, ceiling, floor, windows, doors, and fixtures
- Use a standardised rating scale such as Good, Fair, Poor, or Defective for each element
- Describe specific defects in factual terms including location, size, and type of damage
- Attach photographs for every defect and for the general condition of each room
- Note any contents or furnishings present and their condition if relevant to the report purpose
Services and Systems Assessment
Building services are critical to the property's function and value. While a condition report is not a substitute for specialist testing, a visual assessment can identify obvious concerns and note the age and apparent condition of key systems.
- Record the heating system type, boiler make and model, approximate age, and visible condition
- Note the consumer unit type and whether modern RCD protection is fitted
- Document the plumbing system including visible pipework condition and hot water provision
- Assess fire safety provisions including alarm types, locations, and operational status
Grounds and Boundaries
External grounds contribute to the overall property condition and value. Boundary issues are a common source of disputes, making accurate documentation particularly important.
- Record the condition of gardens, hard landscaping, driveways, and parking areas
- Document the condition and ownership of boundary walls, fences, and hedges
- Note any outbuildings, garages, or external stores with individual condition assessments
- Identify any trees with potential to affect the property through root damage or subsidence
Photographic Evidence Standards
Photographs are the most powerful element of a condition report. They provide indisputable evidence of condition at the time of inspection and are often the deciding factor in dispute resolution.
- Take wide-angle photographs of each room to show overall condition and layout
- Capture close-up photographs of every defect with a reference object for scale
- Include photographs of meter readings, serial numbers, and compliance labels
- Ensure all photographs are clearly labelled with room name, date, and description
Summary and Recommendations
The summary section distils the detailed findings into an accessible overview that highlights the most important issues and recommended actions.
- Provide an overall condition summary using a clear rating system
- List all defects requiring immediate attention with estimated urgency levels
- Recommend any specialist inspections or further investigations needed
- Include a maintenance schedule for items that are satisfactory now but will need future attention
Appendices and Supporting Documents
Supporting documentation adds credibility and completeness to your condition report. Collating relevant certificates and records alongside your assessment creates a comprehensive property file.
- Attach copies of any available certificates such as gas safety, EICR, and EPC
- Include floor plans or site plans marked with defect locations where available
- Append any previous condition reports for comparison and trend analysis
- List all documents requested but not available at the time of the report
Best Practices for Property Condition Reports
- Use factual, objective language and avoid subjective opinions or assumptions about causes
- Be consistent with your rating system and apply the same standards throughout the report
- Date-stamp all photographs and store originals alongside the final report
- Complete the report as soon as possible after the inspection while observations are fresh
- Have the report reviewed by a second party before issue to check for errors or omissions
- Retain copies of all reports for a minimum of six years in line with limitation periods
How Checksheets Helps
Checksheets provides a professional digital platform for creating property condition reports that are consistent, comprehensive, and easy to share. Use pre-built templates or customise your own to match your specific reporting requirements. Complete assessments on-site using your phone or tablet, adding photographs, condition ratings, and detailed notes for each element. The platform automatically organises your findings into a structured report format that can be exported as a PDF and shared with clients, tenants, or colleagues. Store all your reports in a searchable archive so you can compare property conditions over time and demonstrate compliance with professional standards. For surveyors, agents, and property managers, Checksheets eliminates paperwork and streamlines the entire reporting process.
A well-prepared property condition report protects your interests and demonstrates professionalism. Whether you are documenting a single room or an entire estate, a structured approach ensures nothing is missed. Start your free checklist today and produce reports you can stand behind with confidence.