Pre-Condition Surveys of Adjacent Properties Checklist

Definition: Pre-condition surveys of adjacent properties establish a photographic and measured baseline for contractors and owners, documenting visible defects, crack widths, and finishes while explicitly excluding structural assessment.

Capture high-resolution photos with scale to benchmark existing conditions.
Measure crack widths with comparators; log readings and locations precisely.
Standardize filenames, maps, and signatures to protect evidence chain.
Interactive, commentable checklist with export and QR code verification.

Start Interactive
Checklist

Pre-condition surveys of adjacent properties provide a defensible record of visible conditions before construction begins. This baseline property survey, also called a preconstruction condition survey or adjacent building documentation, focuses on photos, crack width measurements, and clear notes that help benchmark potential damage claims. The scope purposefully excludes structural assessment, calculations, and engineering opinions; it captures what is observable and measurable with simple tools. By following a consistent method—wide-to-close photography with a scale, crack comparators in millimetres, clear room-by-room indexing, and consent-backed access—you reduce disputes, protect relationships, and streamline insurance discussions. You will also implement disciplined data control: unique IDs, dated filenames, mapped locations, and digitally signed acknowledgments. Use this interactive checklist to plan access, document exteriors and permitted interiors, install non-invasive tell‑tale crack gauges where allowed, and compile a clean, shareable record. Tick each step, add comments where needed, and export your commentable report as PDF/Excel with a QR-secured link.

Create a consistent, defensible baseline of adjacent property conditions using high-resolution photos with a visible metric scale, targeted notes, and crack width measurements in millimetres. The result is a clear benchmark that reduces ambiguity, accelerates claims assessment, and protects project relationships and budgets.
Use a repeatable workflow that starts with owner notifications and consent, proceeds through exterior and permitted interior documentation, and finishes with rigorous evidence control—unique IDs, mapped locations, and digital signatures. Clean naming standards and controlled access strengthen the chain of custody for every image and reading.
Interactive online checklist with tick, comment, and export features secured by QR code.

Pre-Survey Planning

1. Confirm the survey scope excludes structural assessment; document this in the project execution plan and checklist, referencing per approved project specifications and authority requirements; obtain supervisor approval and digital signature.
2. Compile a list and site map of adjacent properties using drawings and GIS; assign unique property IDs; verify addresses against signage; save an annotated PDF map as evidence.
3. Prepare equipment: camera ≥12 MP, tripod, 100 mm scale card, steel ruler, crack comparator (0–5 mm, 0.1 mm divisions), non-invasive tell‑tale gauges, flashlight, PPE; record serials/calibration dates in the equipment log.

Property Access & Notifications

4. Notify owners/occupiers with written intent and proposed times; secure consent forms and access limitations; upload signed consent or refusal to the project folder with timestamped receipt.
5. On arrival, log date/time, weather (dry/wet), and light conditions; capture a street-view photo showing the property ID/number and façade to establish context and timestamp.
6. Explain non-invasive scope to the owner/representative; confirm privacy preferences (faces/plates blurred); obtain a signed acknowledgment; store signature and a photo of posted notice if applicable.

Exterior Condition Documentation

7. Photograph each elevation perpendicular and at 30–45° oblique; include a 100 mm scale card in at least one frame per elevation; ensure ≥30% overlap and ≥3000×2000 px resolution; geotag if available.
8. Capture close-ups of visible cracks, spalls, displaced joints, or damaged finishes; place the scale card adjacent; annotate defect IDs in the app; ensure one context photo and one close-up per defect.
9. Measure crack widths using a transparent crack comparator held perpendicular to the surface; record the maximum width to ±0.1 mm; photograph the reading with the comparator and scale card visible.
10. Record step heights or misalignments at thresholds/paving using a steel ruler; note measurements in millimetres; include a photo with the ruler legible and tie the record to the location plan.

Interior Condition Documentation

11. Where permission is granted, document interior rooms adjacent to the work; proceed clockwise per room; take wide wall/ceiling/floor photos plus close-ups with a 100 mm scale; log room names and floor levels.
12. Photograph existing finishes and fixtures near party walls and foundations (e.g., skirtings, tiles, windowsills); ensure one context photo and one close-up with scale; label by propertyID_floor_room_fixture.
13. Record moisture-related staining or damp marks where visible; if available, take a non-invasive moisture meter reading and note the scale/units used; attach photos showing probe position.

Crack Measurement & Gauging

14. Assign unique IDs to notable cracks; place removable tape tags adjacent (not on the crack); update the location plan with IDs; cross-reference in the photo index.
15. Where permitted, install acrylic tell‑tale crack gauges with removable adhesive; align across the crack without drilling unless expressly authorized; photograph installation; record initial X/Y readings to ±0.5 mm.
16. Record baseline measurements for all installed gauges and comparator readings in a crack register (CSV/Excel); include property ID, location, orientation, and date; capture a signed acknowledgment if the owner observes.
17. Set a monitoring cadence per approved project specifications and authority requirements; notify owners of planned visits; store the schedule and distribution list in the project files.

Data Control & Sign-Off

18. Rename files using propertyID_room_location_defectID_YYYYMMDD; apply consistent case and separators; verify no duplicates; export the filename list for audit and attach to the report.
19. Upload all data to a secure cloud repository with version history; set read-only links for clients; log access permissions and capture a screenshot of the permissions matrix as evidence.
20. Compile a pre-condition report with site map, photo index, crack register, consent forms, and limitations statement (no structural assessment); obtain reviewer digital signature and date.
21. Distribute the report to the owner and contractor; export as PDF/Excel with an embedded QR code for verification; retain delivery receipts or read confirmations in the project folder.

Scope, Boundaries, and Why Baselines Matter

A pre-condition survey documents what is visible and measurable before construction affects adjacent properties. It focuses on photographs with a metric scale, crack width readings in millimetres, and clear notes that pinpoint locations. The survey deliberately excludes structural assessment or engineering opinions; it captures facts and evidence you can verify later. This boundary limits disputes and supports fair, timely resolutions if claims arise. Start with access consent and a clear limitations statement. Proceed exterior-to-interior where permitted, and avoid invasive actions unless expressly authorized. The deliverable is a clean record: a dated photo index, a crack register, and acknowledgments. Acceptance cues include signed consent, consistent image resolution, readable scales, accurate filenames, and a properly completed limitations clause. By standardizing these essentials, you protect the project, the neighbours, and your own team from ambiguity and retrospective guesswork when construction activities commence.

Record facts; avoid structural opinions or diagnoses.
Use scales in photos and millimetre crack readings.
Secure consent and state limitations in writing.
Deliver a dated photo index and crack register.
Obtain digital signatures for accountability.

Photographic Method: Coverage, Scale, and Traceability

Good photography wins claims and prevents them. Begin with context shots that show the property ID and each elevation. Then move to overlapping sweeps so no area is missed, followed by close-ups. Keep a 100 mm scale card visible for at least one image per area and every defect close-up. Maintain perpendicular camera angles where possible to reduce parallax, and use a tripod in low light. Store photos at native resolution and avoid filters. Map each image to a location plan, room name, and floor level for quick retrieval. Use consistent filenames tied to property IDs and dates. This makes cross-referencing effortless when an owner or insurer challenges a finding months later. Acceptance cues include sharp focus, visible scale, correct exposure, overlap between frames, and complete mapping to the index.

Capture context, sweep, and close-up sequences.
Show a physical 100 mm scale in defect shots.
Keep images sharp, level, and unfiltered.
Map every photo to plan, room, and date.
Use consistent, dated filenames.

Crack Gauging and Evidence Integrity

Crack measurement should be consistent and repeatable. Use a transparent crack comparator to read maximum widths to ±0.1 mm, always holding it perpendicular to the surface. For ongoing reference, install non-invasive tell‑tale gauges only where permission is granted, and never drill unless explicitly authorized. Record initial readings and orientations, and photograph the setup. Build a crack register listing IDs, locations, widths, and dates. Finally, control the data: store files in a secure repository with version history, lock sharing to read-only for external parties, and capture sign-offs to close the loop. These practices safeguard the chain of custody and maintain trust in the evidence if a claim arises.

Measure to ±0.1 mm with a comparator.
Install tell‑tales only with permission.
Photograph readings and installations.
Maintain a dated crack register.
Control access with versioned storage.

How to Use This Interactive Pre-Condition Survey Checklist

Preparation: Gather tools (camera, 100 mm scale, crack comparator, tell‑tales, PPE), preload property IDs and plans, print consent forms, confirm scope exclusions, and test geotagging, timestamps, and photo upload from your device.
Start Interactive Mode: Open the checklist, select the property ID, enable location/time capture, and attach photos directly to items; use comments to note access limits or owner requests.
Document Systematically: Move exterior-to-interior where permitted; assign defect IDs, take scale-referenced photos, and enter crack readings in millimetres; keep all notes objective and non-diagnostic.
Export and Share: Generate a commentable report and export as PDF/Excel; embed a QR code for verification; share read-only links with owners and the contractor.
Sign-Off and Archive: Collect digital signatures from the reviewer and, where applicable, the owner; lock the report, archive in a versioned folder, and record distribution.

Call to Action

Zahra Esfahani CoastalZahra

Nov 06, 2025

145

FAQ

Question: Do I need a structural engineer for a pre-condition survey?

No. This survey documents visible conditions, measurements, and photos without providing structural assessment or engineering opinions. If unsafe conditions are suspected, pause work and notify the responsible parties. Structural assessment, calculations, and remedial advice should be commissioned separately from qualified professionals under a distinct scope.

Question: What photo quality and formats are recommended?

Use a camera with at least 12 MP resolution and capture images at native quality. Include a 100 mm scale card in close-ups. Save images as JPEG or PNG, avoid filters, and retain EXIF metadata. Maintain consistent filenames with property ID, location, defect ID, and date for traceability.

Question: How should I handle properties where access is refused?

Record the refusal in writing, keep a copy of notifications, and photograph accessible exteriors from public vantage points without infringing privacy. Note all limitations clearly in the report. Offer alternative times and, if necessary, involve the client to facilitate access while respecting legal and privacy requirements.

Question: Where and when should crack gauges be installed?

Install non-invasive tell‑tale gauges only with the owner’s permission and, if required, written authorization. Place them across significant cracks in stable positions, avoiding finishes that may be damaged. Record initial X/Y readings and a location photo. Establish a monitoring schedule per approved project specifications and authority requirements.

Question: What if lighting or weather conditions are poor?

Use a tripod and auxiliary lighting to achieve sharp images. Note weather conditions in the log, and if heavy rain or glare prevents clear documentation, reschedule exterior shots. Always include a scale in close-ups, and avoid editing that alters evidence integrity. Consistency and clarity are more important than speed.