Business Category: Maintenance / Industrial Category: Property & Facilities Management

Commercial Condition Survey Checklist

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Use this condition survey template to assess the physical condition of a property, identify structural defects and provide recommendations.

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Commercial Condition Survey Checklist
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How to Use This Checklist

  • **Record the property details.** Complete the header items: the date the survey is conducted, who prepared it, and the location. This identifies the survey and keeps it traceable to the right property.
  • **Walk the site improvements.** Assess the storm drainage system, parking lot pavement, curbs and gutters, sidewalks, utilities, landscaping, site lighting, and building and site signage. Give each element a rating and note any defect you observe.
  • **Inspect the structural systems.** Work through the foundations, the structural system including floor, exterior walls, patching and paint, windows and frames, exterior doors and frames, stairs (interior and exterior), upper floor balconies and walkways, roof coverings, and roof drainage.
  • **Assess the mechanical, electrical and plumbing systems.** Review the HVAC (heating, ventilation and air conditioning), electrical system, emergency generator, cold and hot water distribution system, water heaters, and gas distribution system.
  • **Check vertical transportation and life safety.** Review the elevators or escalators, fire suppression systems, and security alarm systems.
  • **Inspect the interior elements.** Assess the common area finishes, warehouse or storage area finishes (walls, floors, ceilings, and the like), and interior doors and frames.
  • **Assess barrier-free accessibility.** Review parking, signage and ramps, and accessibility in common areas, including restrooms.
  • **Record your findings and sign off.** For each element, record the rating and any structural defect or recommendation. When the survey is complete, add your signature and record the finished time, the inspection real start date, and the inspection real end date.

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What a property condition survey is

A property condition survey assesses the physical condition of a property, identifies structural defects, and records recommendations. It is a structured walkthrough of the site and the building, element by element, so that the condition of each system and component is documented in one place. The survey is organised into sections: property condition assessment, site improvements, structural systems, mechanical, electrical and plumbing systems, vertical transportation systems, life safety and fire protection, interior elements, and barrier-free accessibility.

Why it matters

A property has many systems that wear at different rates and fail in different ways. Storm drainage, pavement, roofing, and foundations are easy to overlook until a problem becomes expensive. Mechanical, electrical and plumbing systems, vertical transportation, and life safety and fire protection affect how the building functions day to day. Interior finishes and barrier-free accessibility affect how people use the space. By assessing each element and recording its condition, you create a clear picture of the property's overall state and a list of defects and recommendations to act on.

What a good survey covers

A complete survey works through each of the following systems and components: **Site improvements** - Storm drainage system - Parking lot pavement, curbs and gutters - Sidewalks - Utilities - Landscaping - Site lighting - Building and site signage **Structural systems** - Foundations - Structural system including floor - Exterior walls, patching and paint - Windows and frames - Exterior doors and frames - Stairs (interior and exterior) - Upper floor balconies and walkways - Roof coverings - Roof drainage **Mechanical, electrical and plumbing systems** - HVAC (heating, ventilation and air conditioning) - Electrical system - Emergency generator - Cold and hot water distribution system - Water heaters - Gas distribution system **Vertical transportation systems** - Elevators / escalators **Life safety and fire protection** - Fire suppression systems - Security alarm systems **Interior elements** - Common area finishes - Warehouse / storage area finishes (walls, floors, ceilings, etc.) - Interior doors and frames **Barrier-free accessibility** - Parking, signage and ramps - Accessibility in common areas, including restrooms

How to carry out the survey

Start by recording the property details: the date the survey is conducted, who prepared it, and the location. These header items identify the survey and tie it to the right property. Walk the site first and assess the site improvements, including storm drainage, parking lot pavement, curbs and gutters, sidewalks, utilities, landscaping, site lighting, and building and site signage. Then move through the building, system by system. Assess the structural systems, then the mechanical, electrical and plumbing systems, then vertical transportation and life safety and fire protection. Finish with the interior elements and barrier-free accessibility. As you inspect each element, record its condition and note any structural defect, along with a recommendation for addressing it. The checklist uses a rating scale of Excellent, Good, Fair, or Poor so you can record the condition of each element consistently. When the survey is complete, add your signature and record the finished time, the inspection real start date, and the inspection real end date.

Frequently Asked Questions

A property condition survey assesses the physical condition of a property, records structural defects, and documents recommendations. It is carried out by walking the site and building and inspecting each major element, from storm drainage and parking areas to foundations, roofing, HVAC, electrical, plumbing, life safety systems, and interior finishes. The survey records what you observe so that defects and recommendations are documented in one place.

The survey covers site improvements, structural systems, mechanical, electrical and plumbing systems, vertical transportation, life safety and fire protection, interior elements, and barrier-free accessibility. Site items include storm drainage, parking lot pavement, curbs and gutters, sidewalks, utilities, landscaping, site lighting, and building and site signage.

The checklist uses an answer scale of Excellent, Good, Fair, or Poor for the elements you assess. This lets you rate each item consistently as you move through the site and building instead of writing free-form notes for every element.

The checklist lists the specific elements to inspect under each system. On site improvements these include storm drainage, parking lot pavement, curbs and gutters, sidewalks, utilities, landscaping, site lighting, and building and site signage. You inspect each one and record its condition.

You assess foundations, the structural system including floor, exterior walls, patching and paint, windows and frames, exterior doors and frames, stairs both interior and exterior, upper floor balconies and walkways, roof coverings, and roof drainage. Each of these is a separate item on the checklist.

Mechanical, electrical and plumbing items on the checklist are HVAC (heating, ventilation and air conditioning), electrical system, emergency generator, cold and hot water distribution system, water heaters, and gas distribution system. Vertical transportation covers elevators and escalators.

Life safety and fire protection items on the checklist are fire suppression systems and security alarm systems. These are listed alongside the other systems so you can assess them in the same walkthrough.

Interior elements covered include common area finishes, warehouse or storage area finishes such as walls, floors, and ceilings, and interior doors and frames. You rate each of these as you move through the building.

The barrier-free accessibility items on the checklist are parking, signage and ramps, and accessibility in common areas, including restrooms. You assess these elements alongside the rest of the property.

The survey records administrative details including the inspection date, who prepared it, the location, and a signature. It also records the inspection real start date and end date and the time it finished.
Arne Reis
Written by
Arne Reis
Founder

Process optimizer with 25 years of expertise, focused on operational excellence in quality, maintenance, EHS, and commissioning. Emphasizes innovative solutions and top-quality standards.

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