A Schedule of Condition report is a detailed written and photographic record of a property’s condition at a specific point in time—typically prepared before nearby building works begin, before access scaffolding is erected, or before any activity that could lead to allegations of damage. It is best thought of as an independent baseline record: a way of clearly capturing “what was there already” so that any later changes can be assessed fairly and objectively.
This article explains what a Schedule of Condition report is, what a good one includes, how it is prepared, and why it is valuable for both homeowners and project teams.
1) What a Schedule of Condition report is (and what it is not)
What it is
A Schedule of Condition is a structured record of visible condition, usually made up of:
- written descriptions of each area inspected, and
- a set of dated photographs cross-referenced to those descriptions.
It documents things like hairline cracking, stains, uneven finishes, loose plaster, movement indicators, external defects, and general wear and tear—anything that might later be misinterpreted as “new damage”.
What it is not
A Schedule of Condition is not:
- a building survey or snagging report,
- a structural assessment,
- a guarantee that no damage will occur,
- a document that “approves” works.
It doesn’t diagnose defects; it records them clearly and consistently.
2) Why Schedule of Condition reports are valuable
A) They reduce disputes by removing uncertainty
Most disputes arise from one question: “Was this there before?”
A robust Schedule of Condition gives a clear answer.
When both sides can refer to the same baseline record, discussions about cracking or cosmetic defects become factual rather than emotional.
B) They protect both parties
Schedule of Condition reports are not only for the person who may be affected. They also protect the person doing the work by:
- reducing exaggerated or mistaken claims,
- confirming what is pre-existing,
- allowing genuine issues to be resolved quickly.
C) They support faster, calmer damage resolution
If an issue arises later, the report makes it easier to:
- identify whether a defect is new,
- determine the likely extent of change,
- agree a sensible remedy (repair, redecorate, compensate, monitor).
3) When you should commission a Schedule of Condition report
A Schedule of Condition is useful in many situations, including:
- Before construction begins next door (extensions, loft conversions, basements, demolition)
- Before excavation near a neighbouring structure
- Before scaffolding is erected on or near a boundary
- Before access works or temporary installations
- Before disruptive works involving vibration, heavy plant, or structural alteration
- When cracks already exist and you want clarity before anything changes
Even if works are already underway, commissioning a report as soon as possible can still be helpful—though it is less definitive than a pre-works record.
4) What a good Schedule of Condition report should include
A high-quality report is defined less by “how many photos” and more by how well it can be used later. A strong report typically includes:
A) Clear document controls
- Property address
- Date of inspection
- Name of inspector/surveyor
- Who was present (if anyone)
- Scope: areas inspected and areas not inspected (with reasons)
B) A logical structure
Usually arranged:
- room-by-room internally, and
- elevation-by-elevation externally,
with consistent location references.
C) Written descriptions that are specific
Good descriptions should:
- identify finishes (plaster, render, tile, timber, etc.)
- locate defects precisely (e.g., “party wall, 300mm from ceiling line, 1.2m from corner”)
- record patterns (stepped cracking, diagonal cracking, settlement indicators)
- note whether defects appear old/new (where obvious), without overreaching into diagnosis.
D) Photographs that are usable evidence
Photos should be:
- well lit and in focus,
- taken in a sequence that can be followed,
- labelled or referenced to the text,
- include both wide shots and close-ups.
E) Crack details where relevant
Cracks should be recorded with:
- location,
- approximate length and direction,
- and where appropriate, width (even basic comparative references help).
F) Relevant external and “risk” areas
Many disputes arise from missed items outside. Depending on risk, the report may cover:
- garden walls and boundary walls,
- paving, patios, steps,
- retaining walls,
- external render/brickwork,
- roofs and parapets (where relevant),
- outbuildings and garages.
5) How the inspection usually works
A professional Schedule of Condition inspection typically involves:
- Agreeing access and the areas to be inspected
- A methodical walkthrough taking notes and photographs
- A careful focus on corners, junctions, ceilings, chimney breasts, and openings—common movement points
- Producing a report that cross-references text to photos
- Issuing the report in a format that can be stored, referenced, and relied upon later
The inspection should be calm and non-invasive—no damage, no opening up, no destructive testing. The goal is a reliable visual record.
6) Common pitfalls (and how to avoid them)
A Schedule of Condition loses value when it is:
- too brief (generic “good condition” statements are not helpful)
- poorly photographed (dark, blurry, or unlabelled photos)
- missing key risk areas (external walls, patios, garden walls)
- lacking location references (photos with no context)
- rushed (small cracks and defects missed)
If you are commissioning a report, ask:
- how the report will be structured,
- whether photos are referenced and labelled,
- whether crack widths will be recorded where relevant,
- what external areas will be included.
7) What if access is limited or refused?
Sometimes full access isn’t possible (locked rooms, furniture, tenant availability). A professional report should state clearly:
- what was inspected,
- what could not be inspected,
- and why.
Even a partial report can still be useful—but the best protection comes from full, early access.
8) How Schedule of Condition reports are used if damage is alleged
If someone later alleges damage, the report is compared against the current condition to establish:
- what was present at the inspection date,
- what appears to have changed,
- and the extent of change.
That evidence base usually leads to faster resolution because it reduces ambiguity.
Need a Schedule of Condition report prepared properly?
If you would like a robust, clearly structured Schedule of Condition report—produced with the level of detail needed to stand up to scrutiny—email mail@howorth.uk or call 07794 400 212.