Our Inspection Process
Every engagement follows a structured five-phase methodology rooted in CCPIA© COMSOP standards and ASTM© E2018-24 guidelines. It starts with your booking form and ends with a report you can stake a transaction on.
At a Glance
Six Phases, One Standard
Every FRCPI engagement follows the same disciplined methodology. Click any phase to learn more.
Booking
Submit your property details through our booking form. We review your submission and reach out within one business day.
02Discovery Interview
We discuss your property, objectives, lender requirements, and timeline to define the right scope for your engagement.
03Property Research
We review documents, public records, and property data. For complex properties, we may conduct a preliminary site visit.
04On-Site Inspection
Systematic evaluation of every accessible area and major building system per CCPIA© COMSOP standards.
05Report & Delivery
ASTM© E2018-24 compliant report delivered within 5 to 7 business days.
06Ongoing Support
Follow-up inspections, updated estimates, portfolio assessments, and a long-term partnership built on trust.
Phase 1
Booking
Every engagement begins with our online booking form. The form captures the essential details we need to begin evaluating your project: property address and type, approximate square footage, number of buildings or units, your preferred timeline, and the purpose of the inspection.
Completing the form takes a few minutes and gives our team everything we need to prepare for a productive discovery conversation. We review every submission within one business day and reach out to schedule your discovery interview.
If you prefer to speak with us directly, you can always call (719) 301-3244 to get started. We will walk through the same information over the phone and move your project forward immediately.
What to Have Ready
- Property address and type (office, retail, industrial, multi-family, etc.)
- Approximate building size and number of structures
- Year built, if known
- Purpose of the inspection (acquisition, refinance, asset management, etc.)
- Preferred inspection dates or transaction deadline
- Any specific lender or investor requirements
Phase 2
Discovery Interview
After reviewing your booking form, we schedule a discovery interview to discuss your project in detail. This conversation is where we align on exactly what you need and what the inspection will deliver.
What We Cover
We discuss the purpose of the inspection, whether it supports an acquisition, refinance, asset management review, or another objective. We review the property type, size, age, known conditions, and any specific concerns. If a lender or investor has particular reporting requirements, we identify those so the final deliverable meets their expectations without revision.
Scope Definition
Based on our conversation, we define the specific scope of the engagement. ASTM© E2018-24 establishes a baseline scope for Property Condition Assessments, and we clearly identify any additional services beyond that baseline: equipment schedules, cost-to-cure estimates, capital reserves analysis, ADA compliance review, or roof surveys. The scope is documented in our proposal so there is no ambiguity about what the inspection will and will not cover.
Custom Proposal
Following the discovery interview, we deliver a written proposal that spells out exactly what is included: the scope, the deliverables, the timeline, and the total cost. No hidden fees, no surprises.
Phase 3
Property Research
Before the on-site inspection, we invest time researching your property so we arrive prepared. This phase ensures our on-site time is focused on verification and discovery rather than basic data gathering.
Document Review
We request and review all available property documentation, typically including:
- Previous inspection reports or Property Condition Assessments
- Building plans, as-built drawings, and specifications
- Maintenance logs and capital improvement records
- Roof warranty documentation
- Environmental reports (Phase I ESA, if available)
- Lease abstracts and tenant improvement records
- Fire and life safety inspection records
Property Data Research
We review public records, satellite imagery, county assessor data, and any available building permit history. This gives us context on the property's construction, modifications, and regulatory history before we walk through the door.
Preliminary Site Visit
For complex, large-scale, or multi-building properties, we may conduct a preliminary site visit to assess access, scope, logistics, and any conditions that could affect the inspection plan. This step is included in the proposal when applicable and ensures the on-site inspection runs efficiently.
Phase 4
On-Site Inspection
The on-site assessment is the core of the process. We systematically evaluate every accessible area and major building system in accordance with CCPIA© COMSOP standards.
Site & Exterior
Parking surfaces, curbing, sidewalks, grading, drainage, landscaping, exterior lighting, signage, fencing, and stormwater management. We document pavement condition, ADA-accessible routes, and evidence of settlement, erosion, or drainage issues.
Structural Systems
Foundation, structural frame, load-bearing walls, columns, beams, floor systems, and structural connections. We identify visible evidence of settlement, cracking, deflection, deterioration, or damage.
Building Envelope
Exterior walls, cladding, windows, doors, sealants, flashing, waterproofing, and insulation where visible. We document any conditions that compromise the moisture barrier.
Roofing Systems
Membrane condition, flashings, penetrations, drainage, ponding, edge conditions, and equipment supports. We note roof type, estimated age, and remaining useful life.
Mechanical, Electrical & Plumbing
HVAC, electrical service and distribution, emergency power, plumbing supply and waste, domestic hot water, and gas distribution. For each major component we record manufacturer, model, age, condition, and remaining useful life.
Fire, Life Safety & Interior
Fire alarm and detection, sprinkler systems, emergency lighting, exit signage, egress pathways, common areas, tenant spaces, lobbies, restrooms, stairwells, and ADA accessibility observations.
Property Management Interview
As part of the ASTM© E2018-24 process, we interview the property manager or on-site contact to gather operational information: maintenance history, recent repairs, known problems, pending capital projects, utility costs, tenant complaints, and previous environmental or structural concerns.
Photographic Documentation
We photograph every major system, representative conditions, and all identified deficiencies. A typical report includes 100 to 300 photographs embedded directly alongside relevant observations.
Phase 5
Report & Delivery
Each report is written specifically for your property, organized for clarity, and formatted to meet the expectations of lenders, investors, and transaction professionals.
Report Contents
Your ASTM© E2018-24 compliant report includes an executive summary, system-by-system observations with photographs, opinions of probable cost categorized by urgency, equipment schedules, capital reserves projections, and supporting appendices.
Delivery
Completed reports are delivered electronically in PDF format within 5 to 7 business days. Expedited delivery is available for transactions with tighter timelines. All reports are delivered directly to you and, when authorized, to lenders or other designated parties.
Discussion & Revisions
We are available to walk you through the report, answer questions, and discuss findings with your lender, legal counsel, or other stakeholders. If a lender requests clarification or additional information becomes available, we address it promptly at no additional charge.
Ongoing Support
Our relationship does not end with the report. We are available for follow-up inspections, updated cost estimates, and assessments of additional properties in your portfolio.
Phase 6
Ongoing Support & Services
Our relationship does not end when the report is delivered. We view every engagement as the beginning of a long-term partnership. The most effective property management and investment strategies are built on ongoing, reliable inspection data, and we are here to provide it.
Follow-Up Inspections
Conditions change. Whether you need a re-inspection after repairs have been completed, a periodic condition update for your lender, or an annual assessment to track how your building is aging, we are available. Follow-up inspections build on our existing knowledge of your property, making each subsequent assessment more efficient and more valuable.
Updated Cost Estimates
Construction costs and market conditions shift over time. If you need refreshed cost-to-cure estimates or updated capital reserves projections for budgeting, refinancing, or investor reporting, we provide them based on current local pricing.
Portfolio Assessments
For clients managing multiple properties, we coordinate portfolio-wide inspection programs. We work with your asset management team to schedule inspections across your holdings, standardize reporting formats, and provide consistent, comparable data across your entire portfolio.
Consultation & Advisory
Questions come up long after the report is delivered. Whether your maintenance team needs clarification on a finding, your lender has follow-up questions, or you want our perspective on a condition that has developed since the inspection, we make ourselves available. There is no expiration date on our support.
Referral Network
When our inspections identify conditions that require specialized evaluation, structural engineering, environmental assessment, or other expertise beyond the scope of a PCA, we connect you with qualified professionals we trust. We do not mark up referrals or take commissions. We simply want you to get the right expert for the job.
Ready to Get Started
It Starts With Your Booking Form
Submit your property details and our team handles everything from discovery through delivery. You can also call us at (719) 301-3244 to get started.