A good Schedule of Condition report is one you can rely on months later if a question arises: “Was this crack, stain, or defect already there?” The best reports are clear, methodical, and evidential—written in a way that makes disputes less likely and resolution faster.
Below is what separates a genuinely strong Schedule of Condition from a basic set of photos.
1) It is objective, factual, and professionally written
A strong report records what is seen, not what is assumed.
You want language that is:
- neutral and non-inflammatory,
- specific (location, extent, appearance),
- careful not to overreach into structural diagnosis unless that is part of the instruction.
A good report avoids vague statements such as “minor marks” or “generally satisfactory” without detail.
2) It has clear scope and document controls
The report should show, upfront:
- full property address
- inspection date and time
- who attended (surveyor, owner/occupier)
- purpose of the inspection (baseline record)
- areas inspected and areas not inspected (and why)
This seems administrative, but it matters. It prevents later arguments about what was and wasn’t covered.
3) It follows a consistent structure that is easy to navigate
The best reports are organised logically, typically:
- external elevations first (front/rear/side),
- then internal rooms in a sensible order (ground floor to top floor),
- with each room broken down by element: ceilings, walls, floors, joinery, openings.
Consistency makes the report usable as evidence, not just a narrative.
4) It includes clear location referencing (so defects are unambiguous)
The biggest weakness in poor reports is uncertainty about location.
Good reports locate defects precisely using references such as:
- “party wall, 250mm below ceiling line, 400mm from rear corner”
- “right-hand reveal of rear window, diagonal crack from sill”
- “rear elevation, first course above DPC, stepped crack at corner”
If someone cannot find the defect again quickly, the record is less valuable.
5) The photography is evidential, not just plentiful
A good Schedule of Condition does not win by volume—it wins by quality and traceability.
High-quality photographic evidence means:
- sharp focus and good lighting
- wide shots for context plus close-ups for detail
- photos taken in a logical sequence
- photos cross-referenced to the written notes (photo numbers or captions)
- repeatable viewpoints where possible (so comparisons later are easier)
Random galleries of 200 images without labels are far less useful than 60 well-referenced photos.
6) It properly captures cracking and movement indicators
Cracks are the most common source of dispute. A good report will record:
- location
- direction (vertical / horizontal / diagonal / stepped)
- approximate length
- width (even approximate or by reference)
- pattern (single hairline vs a network of cracking)
Where cracks are significant, good practice may include a simple sketch or annotation because photos alone can miss fine defects.
7) It includes the right “risk areas”, not just the obvious rooms
A strong report anticipates where issues are most likely to show up, such as:
- corners and junctions
- ceiling-to-wall junctions
- around openings (doors/windows)
- chimney breasts and party wall projections
- stair-step cracking lines
- external render/brickwork close to the works
- garden walls, patios, paving, retaining walls (often overlooked)
The report should reflect the practical risk profile of the situation, not just a generic checklist.
8) It states limitations clearly (and doesn’t pretend otherwise)
If access is restricted or areas can’t be inspected (locked rooms, heavy furniture, stored items), a good report will say:
- what could not be seen,
- why,
- and that the record is limited accordingly.
This protects everyone. It avoids later allegations that something was “missed” when it could not reasonably be inspected.
9) It is signed, dated, and issued in a durable format
A good report should be:
- issued as a controlled PDF (or equivalent),
- signed and dated,
- with photo files embedded or clearly appended,
- stored so it can be retrieved years later if required.
10) It is proportionate—thorough but not wasteful
The “best” report is not always the longest. It is the one that:
- captures the relevant condition clearly,
- focuses on what may realistically be disputed,
- and is prepared efficiently and methodically.
A quick “quality checklist”
A good Schedule of Condition should answer “yes” to these:
- Can I find every recorded defect quickly?
- Are photos clearly linked to descriptions?
- Are cracking and key defects measured/described properly?
- Are external areas and risk items included?
- Are limitations and excluded areas stated clearly?
- Would a third party understand this report without additional explanation?
If the answer is yes, it’s likely a strong, defensible record.
Need a Schedule of Condition report that stands up to scrutiny?
Email mail@howorth.uk or call 07794 400 212. We’ll advise on the right scope for your property and produce a clear, evidence-led Schedule of Condition that protects your position and reduces the risk of disputes.