Why Preparation Matters
A commercial property inspection is only as thorough as access and information allow. When property owners and managers prepare properly, the inspection process runs more efficiently, the report is more accurate, and there are fewer follow-up visits. We have conducted hundreds of inspections under the ASTM© E2018 standard, and the difference between a well-prepared site and an unprepared one is significant.
Before the Inspection
Gather Documentation
The single most valuable thing you can do before our visit is compile relevant building documentation. We request the following before every inspection:
- As-built drawings — architectural, structural, mechanical, electrical, and plumbing
- Roof warranty documentation — original warranty, any repair or replacement records
- Maintenance logs — HVAC service records, elevator inspection certificates, fire alarm and sprinkler test reports
- Capital improvement history — records of major renovations, system replacements, or tenant build-outs
- Environmental reports — prior Phase I ESAs, asbestos surveys, or lead paint assessments
- Certificate of occupancy — current CO and any conditional use permits
- Outstanding violations — any open code enforcement or fire marshal violations
Not every property will have all of these documents, and that is noted in our report. But the more information we have, the more context we can provide in our findings.
Ensure Access
Access limitations are the most common cause of inspection delays. Please arrange the following before our site visit:
- Roof access — ladders, roof hatches, or interior stairwell access
- Mechanical rooms — unlocked doors, keys for locked equipment rooms
- Electrical rooms — clear access to main switchgear and panels
- Tenant spaces — coordination with tenants for access to representative units
- Elevator machine rooms — key access and notification to elevator service contractor if required
- Crawl spaces and attics — safe access points identified and cleared
Assign a Point of Contact
Having a knowledgeable on-site contact — typically a property manager, building engineer, or maintenance supervisor — greatly improves the quality of the inspection. This person can answer questions about building history, maintenance practices, and known issues that may not be visible during a walk-through.
During the Inspection
What to Expect
A typical commercial property inspection takes 4 to 8 hours depending on building size and complexity. Our team will:
- Walk the entire property exterior, including roof, parking areas, and site improvements
- Inspect all accessible interior spaces, including mechanical and electrical rooms
- Photograph deficiencies and representative conditions
- Interview on-site personnel about maintenance history and known problems
How to Help
- Keep mechanical equipment running during the inspection when safe to do so
- Have maintenance personnel available to answer questions
- Provide access to any locked spaces promptly
- Share any recent repair proposals or contractor estimates
After the Inspection
We may follow up with additional questions as we prepare the report. Responding promptly helps us deliver the final report on schedule. The report will include photographs, findings, opinions of cost, and an equipment schedule that can serve as a baseline for ongoing property management.
For guidance on meeting CCPIA© standards for commercial property inspections, their resources are an excellent reference.
Ready to Schedule?
If you have an upcoming transaction or simply want a baseline assessment of your property's condition, reach out to our team to schedule an inspection and receive a pre-inspection checklist.