If you are planning building works—whether it’s an extension, loft conversion, structural alterations, or excavation—one of the smartest risk-management steps you can take is commissioning a Schedule of Condition report for the neighbouring property (and sometimes for your own). Done properly, it reduces uncertainty, prevents avoidable disputes, and gives you a clear evidential baseline if concerns arise during or after the build.
This article explains what owners carrying out works should know: why Schedule of Condition reports matter, when to commission them, what a high-quality report should contain, how to manage access and expectations, and how to use the report to achieve a clean, professional close-out.
1) What a Schedule of Condition report is — from a building owner’s perspective
A Schedule of Condition is a detailed written and photographic record of the visible condition of a property at a specific date. For owners undertaking works, its primary function is to establish a baseline:
- what cracks, marks, and defects existed before works started, and
- what changes (if any) appear later.
It is not simply “taking photos.” The value comes from structure (logical room-by-room coverage), location precision (clear identification of where defects are), and traceability (photos tied directly to written notes).
2) Why it matters: the commercial and practical benefits
A) It reduces open-ended liability
Without a Schedule of Condition, you risk facing claims that are difficult to defend because there is no agreed record of what was present beforehand. Even genuine historic defects can be presented as “new,” particularly once scaffolding is down and memories fade.
A robust baseline keeps claims proportionate and evidence-based.
B) It prevents disputes from disrupting your programme
Disputes cost time. If a neighbour raises concerns mid-project and there is no baseline record, you may face:
- repeated inspections,
- escalating correspondence,
- pressure to pause work “until it’s sorted,”
- and increased professional/legal costs.
A good schedule helps resolve concerns quickly so your build can continue smoothly.
C) It supports a calmer relationship with your neighbour
A well-handled Schedule of Condition signals professionalism and respect. Many neighbours dissent or become anxious because they feel the project is being imposed on them. A schedule (offered early, explained clearly, and carried out respectfully) reduces tension.
3) When you should commission a Schedule of Condition
As the owner carrying out works, you should aim to commission the schedule before any higher-risk activity begins, such as:
- excavation close to neighbouring foundations
- structural work that could introduce movement or vibration
- demolition near boundaries
- cutting into or altering walls close to the neighbour
- scaffolding erection that requires access or sits close to finishes
Timing tip
If you are working to a tight programme, build the inspection into your early-stage timeline. Rushing a schedule at the last minute is one of the main reasons reports are weak.
4) Which areas should be covered?
A common mistake is focusing only on internal rooms. A schedule should be proportionate to the risk, but it often needs to include:
Internally
- rooms adjacent to the works
- party/boundary-adjacent walls
- ceiling junctions and corners
- chimney breasts and projections
- reveals around windows and doors (movement “hotspots”)
Externally
- elevations facing the works
- render/brickwork near the build line
- garden walls, retaining walls
- paving/patios/steps that can crack with ground movement
- outbuildings or garages close to excavation zones
If the neighbour later alleges damage to a patio or garden wall and it was never recorded, your baseline record is incomplete.
5) What a “good” Schedule of Condition looks like (what you should insist on)
A high-quality schedule should include:
A) Proper document controls
- property address
- inspection date and time
- surveyor name and credentials
- who attended
- clear scope and limitations
B) Written descriptions that are specific
Not “minor cracking.” Instead:
- exactly where it is,
- length/direction,
- approximate width where appropriate,
- and relevant context (near openings, ceiling line, etc.)
C) Evidential photography
- clear, well-lit images
- wide shots for context + close-ups for defect detail
- referenced/captioned to match the written record
- sequenced logically so the reader can follow the inspection route
D) Transparent limitations
If areas are inaccessible or obscured, the report must state:
- what wasn’t inspected, and why.
This protects you from later arguments that the report “should have captured” something that couldn’t be seen.
6) Managing neighbour access professionally (and why it matters)
To prepare a meaningful Schedule of Condition, you need access to your neighbour’s property. The way you approach this request can determine whether the relationship stays cooperative.
Best practice approach
- explain what the inspection is and why it benefits them
- offer reasonable time options (not last-minute demands)
- keep the inspection efficient and respectful
- confirm they will receive a copy of the report
Avoid
- informal “phone camera walkthroughs” that feel casual and unprofessional
- pushing for access without explanation
- allowing contractors to conduct the inspection (it should be an independent professional record)
Even if neighbours are cautious, a calm explanation that the schedule protects both sides often helps.
7) What if the neighbour refuses access?
Refusal happens. When it does, you still have options, but you should recognise the risk:
- Without a proper schedule, future claims become harder to defend.
- If you proceed without access, you should expect the neighbour to be more anxious and more likely to raise concerns later.
A sensible, non-confrontational approach is to offer:
- limited scope inspection (only key rooms/areas),
- a fixed time window,
- and reassurance about conduct and privacy.
If access remains unavailable, ensure your project records are robust:
- external condition photos from your side (where possible),
- dated logs of key stages,
- clear method statements and monitoring where appropriate.
8) How the schedule is used during the build
A Schedule of Condition is not just a “start-of-job document.” It becomes a reference if concerns arise.
If your neighbour reports cracking mid-project:
- you can compare the location against the schedule,
- identify whether it is new or pre-existing,
- agree whether a site inspection is needed,
- and resolve issues before they become formal disputes.
This helps protect programme and reduces stress.
9) Post-work “check-off”: closing the job properly
A professional close-out often includes a post-work check-off inspection to confirm whether anything has changed. This is particularly useful when:
- the works were excavation-heavy,
- the neighbour is understandably cautious,
- or the schedule recorded existing defects that could later be disputed.
A check-off can confirm:
- no change (closure and reassurance), or
- changes (evidence-led route to making good or compensation).
10) Practical “do and don’t” checklist for building owners
Do
- commission a schedule early and allow time for access
- ensure the report includes written notes and referenced photos
- cover external areas likely to be affected
- treat the inspection as a professional process, not an informal photo session
- keep communication calm, clear, and documented
- consider a post-work check-off for clean close-out
Don’t
- leave it until the day before structural work
- rely on your contractor’s phone photos
- ignore external items like patios and garden walls
- assume consent means “no need for a schedule”
- treat the schedule as a box-ticking exercise
Need a robust Schedule of Condition before your build starts?If you want a clear, evidence-led Schedule of Condition report that protects your project and reduces dispute risk, email mail@howorth.uk or call 07794 400 212. We’ll advise on scope, arrange access sensitively, and produce a report designed to stand up to scrutiny and support a smooth build.