Download our free template to help complete a Condition Report for your commercial property. If you’re not sure where to start, check out our helpful guide below.
If you want to save yourself the time and stress, contact us for a quote on our commercial condition report packages and let our experienced team inspect the property and produce a high-quality, detailed report for you.
We use a proven process from conducting thousands of property inspections each year, and employ the latest technology including 3D virtual models, to make sure your condition report is thorough and will support the make-good clause through the course of the lease.
How to complete a Commercial Condition Report
Completing a Condition Report is a meticulous and painstaking task that can take many hours of work on site and rigorous quality control and formatting. Make sure you are prepared for the job using this step-by-step guide.
Make sure you have all tools ready before getting to the property. This includes pens and blank Condition Report templates, camera, and tape measure or laser measure if required. Appropriate PPE or safety equipment is also recommended if the property is an active work site or any hazards are present.
When you arrive, do a complete walkthrough – noting all rooms including any cupboards, storage areas, sheds, garage, cold room or any other external area so that you can plan how you will move through.
After a walkthrough of the property start at the entrance and start filling out the condition report. This will include making note of all conditions of each item - any marks, scuffs, scratches and any larger damage to items in the report. Also make a note of any alterations to the property – walls or columns added or removed, major electrical or plumbing works, and the like. Make sure you are thorough, clear and descriptive when making notes and make sure to include all items, this would include everything from flooring and walls to window sills and skirting boards.
Once you have completed the first room then make your way completing the process for each room on the property.
Make sure to also take notes of model/serial numbers for any appliances or equipment such as ovens, machinery, air conditioning or anything else that is included as part of the property (excluding any items belonging to building owners or tenants that are not part of the commercial lease).
Once you have completed all of the inside you will then complete a full report on the externals of the property. This will include any damage to the outer walls, any damage to the fencing, any sheds, garage or storage, and car parks or will also need to be thoroughly documented in the report.
Once you have documented all information on your report template, you will then need to return to the entrance and go back through the property taking photos of all notes made. This will include everything that is in good working condition and also any damages or alterations that have been noted. Make sure to take photos of all appliance model and serial numbers as well.
Once the report has been completed at property you will then need to return to go through all the notes and check spelling and any grammatical errors. If you have hand written the report it will then needed to be typed into a digital document. It is ideal to have the report proofed by at least one person who did not attend the site inspection, so that they can check for clarity and compare written notes to the photos to identify any discrepancies.
Once the document has been proofed and formatted with all property details included, it’s ready to be prepared for the tenant/landlord/agent. Best practice is to send a digital copy with a link to all of the photos in an accessible shared location, and provide a physical copy so that they can add any amendments of their own.
If the process seems daunting, we are here to help! Having a condition report produced by an unbiased third party can ease the process for owners, tenants, and agents and reduce any disputes at the end of the lease.
We produce consistent, high-quality reports and can ensure every detail of the property is captured using 3D scanning with Matterport cameras and drone imagery.
Trusted By
“We are very pleased with the service provided by Asset Reports – their professionalism, attention to detail, excellent communication and end to end support leaves us with no hesitation in highly recommending them. We are comfortable knowing that all our assets, fit out and condition of all items is fully documented in a format that is easy to understand and ready to provide to any tenant or sub-tenant.
Thank you for the service provided.”
