Clear written reporting

A visit is only useful when the owner knows the result

A property report should reduce uncertainty. It separates what was observed from what is suspected and states exactly what happens next.

01

The core report

The format is concise enough to read quickly and consistent enough to compare from one visit to the next.

  • Visit date and agreed scope
  • Overall status
  • Observations by agreed area
  • Photographs of reference points and exceptions
  • Actions already taken within authority
  • Owner decisions required
  • Named next responsibility and follow-up date
02

Reporting an exception

An exception is described without drama: exact location, visible facts, immediate risk, temporary protective action, proposed specialist and the decision required from the owner. A contractor’s diagnosis remains identified as the contractor’s assessment.

03

A living property record

Reports support the property handbook by preserving recurring issues, equipment references and unfinished work. Access codes and sensitive security details should not be placed in routine reports or contact forms.