Do you need a photographic schedule of conditions report? Are you looking for a schedule of conditions template? Then you’ve come to the right place. As one of the UK’s premier typing services- and the only one focused solely on helping surveyors put their best foot forward for their clients- we’re optimally placed to assist you with any of your reporting needs.

What is a photographic schedule of conditions report?

When anyone enters into a lease, especially on commercial property, it’s important to have a record of the state of the property at the time of occupation. When you create a photographic record of the property, showing the exact state it was in when you moved in, you are creating a photographic schedule of conditions report. Remember, most leases state that the property must be returned in exactly the condition it was received, and this formal photo trail will prove exactly what that was without any ambiguity. You can take a look at any example photographic schedule of condition to get a good idea of what is included, and Property Typing can assist you too, of course.

Why do I need one?

It’s occasionally viewed as an inconvenience, and an ‘unnecessary’ part of the move-in process by many clients, but should never be. After all, this clear presentation of future obligations, as the tenant, can save an immense amount of money as well as bitter feelings. Generally, the expectation of the lease is that the property will be returned in the condition it was at the start of the contract. In commercial property, this would mean rolling back all changes made to accommodate the business- anything from scuff marks made by desks and cubicles right through to a full customised shopfront may need to be dismantled and restored. Even on residential property, this would mean fully removing any and all personal touches you have added to your property, and making repairs to anything that has been altered, removed or damaged.

How do I go about compiling a photographic schedule of conditions report?

At the point it is decided a photographic schedule of condition report is required, the parties involved will need the help of a Chartered Building Surveyor. Of course, you can find a schedule of condition templates on the net that imply they can be completed by a layperson, but that is always taking a risk- the chances of sufficient detail being captured without a knowledgeable eye driving it is low, and landlord or tenant may find themselves in hot water or facing expensive dilapidations claims at the end of the lease if it isn’t done right.

The prepared photographic schedule of conditions report will not only list the condition of the property but also list repairs necessary at the time of the inspection, and any which may fall due by the end of the lease too. They will also advise the likely costs so that everyone is on the same page and kept properly informed. There is a set format that these reports typically follow so that it is clear and accessible to both parties. If you’d like further examples of a photographic schedule of conditions, or are looking for a schedule of conditions template to use, please don’t hesitate to talk to the team at Property Typing today so we can assist you.

How do I get the best from my photographic schedule of conditions report as a client?

Here at Property Typing, we have many years’ experience assisting professional surveyors with their typing and report compilation needs, so we are uniquely placed to offer you a little advice for the whole process.

If you are the end client who will be receiving the report and making the lease, make sure you are available to the surveyor on the day of the survey. This allows you to chat with them about any concerns you yourself may have about the property. Make sure you are using an independent surveyor, not one affiliated with the landlord [or yourself, for that matter], so that the work carried out is truly impartial. Remember, should a dispute arise at the end of the lease, an independent party’s commentary will carry much more weight than one with any potential bias.

Schedule of conditions templates

Once the property inspection is completed, your surveyor will compile the report. They may even use one of our schedule of conditions templates, which we’ve carefully developed over many years to ensure that the end client receives a report that is clear, concise and easy to reference. Regardless of report layout, however, you will then receive the document to check through at your leisure.

Photographic schedule of conditions examples

If you’ve already looked at any photographic schedule of conditions examples, you will likely have seen they are a blend of text and advice with photographs to make the matter clear. On these pictures, you may notice circles or ovals drawn around certain parts of the building. This is done to exactly highlight the issue under discussion, allowing for no ambiguity. Additional sketches may be added as further explanation if the surveyor deems it necessary.

It’s not in the landlord’s interest to tell the end client of every problem on the property- after all, if they can then claim you caused the issue, you would be obliged to fix it for free! This is why your photographic schedule of conditions report is so critical, allowing you to go into the deal with open eyes and the knowledge that your back is covered.

Dilapidation claims can be costly, drawn out and traumatic for the end client, so it’s critical that they properly document the condition of their premises before they sign on the dotted line. By using the skills and knowledge of the Property Typing team, or even one of our handy schedule of conditions templates, Surveyors can help your client rest easy knowing that a professionally compiled photographic schedule of conditions report is safeguarding them from unfair and unnecessary legal action at the end of their lease period.