In the field of building surveying, one of the most important skills that a surveyor must develop is the ability to write effective and clear reports. These reports are essential for communicating findings, recommendations, and conclusions to clients, stakeholders, and regulatory bodies. Whether it’s a condition report, a dilapidation survey, or a fire safety compliance report, well-written documents ensure that complex technical information is conveyed accurately and in a manner that is easy for non-specialists to understand.
Writing a great report involves more than simply documenting observations. It requires clarity, precision, structure, and a deep understanding of both the subject matter and the audience. In this blog, we’ll outline several key tips for effective report writing in building surveying, helping professionals produce documents that are both informative and impactful.
- 1. Understand the Purpose of the Report
Before beginning any report, it is essential to understand the purpose of the document. Ask yourself: Why am I writing this report? Who is the intended audience? What information do they need, and what do they expect to learn from the report?
The answers to these questions will guide the scope, depth, and style of the report. For example, a condition report for a homeowner will be different from a fire risk assessment intended for regulatory authorities. The former may require more straightforward language and practical advice, while the latter will likely involve more technical detail and a strict adherence to legal standards.
Some common types of building surveying reports include:
- Condition reports: These are used to assess the state of a building or structure, identifying defects, maintenance issues, and areas requiring repair.
- Dilapidation surveys: These reports document the condition of a property before and after tenancy to assess any damage caused during the occupation.
- Defect analysis reports: These reports focus on specific problems, such as water ingress, structural cracks, or subsidence, offering a detailed diagnosis and recommended solutions.
- Building compliance reports: These documents assess whether a property adheres to current regulations, such as fire safety standards, energy efficiency, and accessibility requirements.
The type of report you’re writing will influence not only its content but also the structure and language you use.
- 2. Know Your Audience
Once you understand the purpose of the report, it is crucial to consider who will be reading it. Building surveyors often prepare reports for a wide variety of clients, including homeowners, property managers, architects, contractors, and regulatory authorities. Each of these audiences will have different levels of technical expertise and may be looking for specific insights.
For instance, a homeowner may require a more simplified explanation of the findings, focusing on how to address specific issues and the costs involved. In contrast, a report for a contractor or engineer might include more technical language, diagrams, and detailed specifications. By tailoring your writing style and depth of information to the audience, you can ensure that your report is both accessible and useful.
- 3. Use a Clear and Consistent Structure
A well-structured report is easier to read and understand. By organising information logically, you can help guide your reader through the document, ensuring they can quickly find the information they need. Most building surveying reports follow a standard structure, which typically includes the following sections:
- a) Title and Executive Summary
The title should be clear, concise, and informative. An executive summary provides a brief overview of the report’s purpose, key findings, and recommendations. This section should be short but informative, giving the reader a snapshot of what to expect in the report.
- b) Introduction
The introduction sets the scene for the report, explaining its purpose, scope, and the methods used during the survey or inspection. This section should provide context and clarify what the report aims to achieve.
- c) Methodology
The methodology section outlines how the inspection was carried out, including the tools and techniques used. Be specific about the methods employed to collect data, whether it involved visual inspections, measurements, or the use of specialist equipment such as thermal imaging cameras or moisture metres.
- d) Findings
The findings section is the core of your report. It should be divided into clear sub-sections, addressing each aspect of the survey or inspection in detail. Present the data logically, using headings and bullet points to make the information easier to digest.
- e) Analysis
In this section, the findings are interpreted and analysed. Discuss what the data means in the context of the property’s condition, regulations, or the client’s specific concerns. Provide professional insights into potential risks, causes of defects, and areas where further investigation may be required.
- f) Recommendations
Based on the findings and analysis, provide practical recommendations for addressing any issues or defects. These could range from minor maintenance tasks to more significant repairs or compliance measures. Make sure that the recommendations are clear, actionable, and prioritised if necessary.
- g) Conclusion
Summarise the key points of the report in a concise conclusion. Reiterate the most important findings and recommendations, ensuring the client understands the next steps.
- h) Appendices
Include any supplementary information in the appendices, such as photos, diagrams, maps, certificates, or technical data sheets. Reference these in the main body of the report to help the reader navigate between the sections.
- 4. Write in Clear, Concise Language
Technical reports can sometimes be overwhelming, especially when they are filled with jargon, complex sentences, or overly technical terms. When writing for a broad audience, it’s essential to use clear, concise language. The goal is to communicate complex information in a way that is easy to understand without sacrificing accuracy.
Here are some tips for writing clearly:
- Avoid jargon where possible, or explain technical terms when they are necessary. Assume that your reader may not be familiar with the specific terms used in the building industry.
- Use short, simple sentences. Long sentences with multiple clauses can confuse the reader.
- Be direct. Avoid unnecessary words or overly elaborate phrasing. Focus on what needs to be said.
- Use bullet points and numbered lists where appropriate. These help break down complex information into more digestible sections.
An example of transforming a complex statement into a clearer one:
Complex: “The ingress of moisture is likely due to the deterioration of the protective membranes at the junction of the roof and the masonry parapet, leading to saturation of the substrate.”
Clear: “Moisture is entering the building because the waterproofing materials at the roof’s edge have worn out. This has allowed water to soak into the walls.”
- 5. Incorporate Visual Aids
Visual aids, such as photographs, diagrams, and charts, are powerful tools in building surveying reports. They help convey information that might be difficult to explain through words alone, such as the condition of a roof, a structural crack, or the layout of fire exits.
When including images in your report, make sure they are clear, properly labelled, and referenced in the relevant sections of the text. Annotations on photographs, such as arrows or labels, can be particularly helpful in drawing attention to specific issues.
Common visual aids in building surveying reports include:
- Photographs documenting defects, damage, or areas of concern.
- Diagrams or schematics illustrating structural layouts, building materials, or fire safety routes.
- Charts and graphs presenting data, such as moisture levels, temperature readings, or financial estimates for repairs.
- 6. Be Objective and Impartial
As a building surveyor, it is important to maintain objectivity and impartiality in your report. The purpose of the report is to provide an accurate, unbiased assessment based on factual evidence. Avoid using subjective language or opinions that are not supported by data.
For example, instead of writing, “The roof looks old and worn out,” provide specific details: “The roof covering is made of asphalt shingles, which show signs of wear, including curling at the edges and multiple areas where granules are missing, indicating the need for replacement.”
This approach adds credibility to your report and ensures that your findings and recommendations are based on objective analysis rather than personal judgement.
- 7. Ensure Accuracy and Attention to Detail
A building surveying report must be thorough and accurate. Inaccurate information can lead to misunderstandings, legal disputes, and costly errors. Pay close attention to detail when collecting data, documenting findings, and drafting the report. Double-check measurements, ensure that terminology is used correctly, and verify that all data is presented accurately.
Before submitting your report, review it carefully for errors or inconsistencies. Cross-check any data presented in charts, diagrams, or tables against the findings section to ensure there are no discrepancies.
- 8. Comply with Relevant Standards and Regulations
When writing a report, it’s essential to ensure that it adheres to any relevant standards, regulations, or industry guidelines. This is especially important for reports related to fire safety, structural integrity, or compliance with local building codes.
Familiarise yourself with the relevant regulatory frameworks for the type of report you are preparing. For example, if you are writing a fire safety compliance report, ensure that you reference the appropriate fire safety codes and regulations, such as the Regulatory Reform (Fire Safety) Order in the UK or NFPA standards in the US.
- 9. Provide Clear and Actionable Recommendations
A key component of a building surveying report is the set of recommendations provided to address identified issues. These recommendations should be clear, actionable, and realistic. Avoid vague suggestions, such as “Repairs may be necessary,” and instead provide specific actions: “Replace damaged sections of the roof covering to prevent further water ingress.”
When appropriate, prioritise recommendations based on urgency. For example, urgent safety-related repairs should be clearly marked as a priority, while less critical maintenance tasks can be noted as lower priority.
- 10. Review and Proofread the Final Report
Finally, take the time to thoroughly review and proofread the final report before submitting it to the client or stakeholder. Check for spelling and grammar errors, ensure that the document flows logically, and verify that all visual aids are correctly placed and labelled. A well-polished report not only reflects your professionalism but also ensures that your findings are communicated effectively.
Effective report writing is a crucial skill for building surveyors. By understanding the purpose of the report, knowing your audience, and adhering to a clear structure, you can produce documents that are informative, precise, and easy to understand. Whether you’re conducting a simple condition survey or preparing a complex compliance report, following these tips will help you deliver high-quality reports that meet the needs of your clients and stakeholders.
