Property Condition Assessment Template (ASTM E2018)
Building condition survey: scope and limits, property description, condition by system, immediate and 10-year cost forecast, recommendations
Cómo usar: Use it when a buyer, lender or owner needs the condition of a building and a capital cost forecast. Agree the scope, sampling, cost threshold and forecast period first. The main pitfall is mixing what was seen with what was told, or claiming a standard the work did not follow.
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Property Condition Assessment: [Property name]
A building condition survey and capital expenditure forecast for a commercial property: what was inspected, the condition of each building system, the defects found, the cost to put them right now and the replacements expected over the forecast period. Buyers, lenders, owners and facility managers use it to price risk and plan budgets. Structure aligned with the baseline property condition assessment process described in ASTM E2018-24, Standard Guide for Property Condition Assessments: Baseline Property Condition Assessment Process (a walk-through survey, document review, research and interviews, reported as a property condition report with opinions of costs). Replace every
[bracketed]value and every row marked Example. This is a documentation format, not engineering, legal or financial advice: use a qualified surveyor or engineer, and check the current edition of any standard you claim to follow.
Document control
| Field | Value |
|---|---|
| Report ID | [PCA-QPB-2026] |
| Property | [Quelmont Park Building B] |
| Client and user | [Varrowby Property Fund; lender if relied upon] |
| Assessor | [Name, qualification, firm] |
| Site visit date | YYYY-MM-DD |
| Forecast period | [Example: 10 years from the report date] |
| Cost threshold | [Example: items under 3,000 not reported individually] |
| Standard followed | [Example: ASTM E2018-24, or "not claimed"] |
| Version and status | [1.0, Final] |
| Last updated | YYYY-MM-DD |
1. Scope and limitations
| Item | Entry |
|---|---|
| Systems in scope | Example: Site, structure, roof, facade and windows, mechanical, electrical, plumbing, vertical transport, fire and life safety, interiors of common parts, accessibility overview |
| Sampling | Example: All common parts, roof, plant rooms, 4 of 5 let units, vacant unit U-202 |
| Not accessed | Example: Unit U-102 (clinic in use); roof void above U-201 |
| Documents reviewed | Example: As-built drawings, maintenance logs 2023 to 2026, lift and fire alarm certificates, energy certificate |
| Interviews | Example: Building manager, Hollin Facility Services |
| Out of scope | Example: Environmental assessment (separate Phase I), asbestos survey, structural calculations |
2. Property description
| Item | Entry |
|---|---|
| Use and size | Example: Office and ground floor retail, 4,200 m2 net lettable, 3 storeys |
| Year built | Example: 2004 |
| Structure | Example: Reinforced concrete frame, flat slabs |
| Roof | Example: Flat roof with single-ply membrane, about 1,400 m2 |
| Envelope | Example: Curtain wall and aluminium windows |
| Services | Example: 2 air-cooled chillers, gas boilers, 2 passenger lifts, addressable fire alarm |
3. Condition ratings by system
| ID | System | Condition | Observations | Remaining useful life (years) |
|---|---|---|---|---|
| SYS-01 (Example) | Structure | Good | No visible cracking or deflection | Beyond forecast |
| SYS-02 (Example) | Roof | Poor | Membrane blistering, two ponding areas, repairs logged in 2025 and 2026 | 2 |
| SYS-03 (Example) | Facade | Fair | Sealant hardening at curtain wall joints | 3 |
| SYS-04 (Example) | HVAC | Fair | Chillers original, refrigerant top-ups recorded | 6 |
| SYS-05 (Example) | Electrical and lighting | Fair | Fluorescent lighting in common parts | 1 (upgrade) |
| SYS-06 (Example) | Vertical transport | Fair | Original controllers, rising call-out rate | 4 |
| SYS-07 (Example) | Fire and life safety | Poor | Panel shows repeated zone faults | Immediate |
| SYS-08 (Example) | Site and accessibility | Fair | Loose ramp handrail; car park surface worn | 0 to 5 |
4. Opinions of costs
| Item ID | System | Description | Year | Cost |
|---|---|---|---|---|
| PCA-FIRE-01 (Example) | SYS-07 | Repair fire alarm panel faults and re-certify | 0 (immediate) | 18,000 |
| PCA-SITE-01 (Example) | SYS-08 | Re-fix ramp handrail | 0 (immediate) | 3,500 |
| PCA-ELEC-01 (Example) | SYS-05 | LED lighting upgrade, 4,200 m2 at 12 | 1 | 50,400 |
| PCA-ROOF-01 (Example) | SYS-02 | Replace roof membrane, 1,400 m2 at 95 | 2 | 133,000 |
| PCA-ENV-01 (Example) | SYS-03 | Renew facade sealant | 3 | 22,000 |
| PCA-INT-01 (Example) | Interiors | Redecorate common parts | 3 | 15,000 |
| PCA-VT-01 (Example) | SYS-06 | Modernise 2 lifts at 60,000 | 4 | 120,000 |
| PCA-SITE-02 (Example) | SYS-08 | Resurface car park, 1,800 m2 at 25 | 5 | 45,000 |
| PCA-HVAC-01 (Example) | SYS-04 | Replace 2 chillers at 85,000 | 6 | 170,000 |
| PCA-INT-02 (Example) | Interiors | Redecorate common parts | 8 | 15,000 |
4.1 Forecast by year
| Year | 0 | 1 | 2 | 3 | 4 | 5 | 6 | 7 | 8 | 9 | 10 | Total |
|---|---|---|---|---|---|---|---|---|---|---|---|---|
| Cost (Example) | 21,500 | 50,400 | 133,000 | 37,000 | 120,000 | 45,000 | 170,000 | 0 | 15,000 | 0 | 0 | 591,900 |
Example: immediate costs are 21,500 and years 1 to 10 add 570,400. With a 10% contingency (59,190) the total is 651,090, about 155 per m2 of net lettable area, at current prices without inflation or tax.
5. Recommendations and next steps
| Rec. ID | Item | Recommendation | Owner | Feeds into |
|---|---|---|---|---|
| REC-01 (Example) | PCA-FIRE-01 | Repair before completion and obtain a new certificate | Seller | real-estate/property-due-diligence-checklist |
| REC-02 (Example) | PCA-ROOF-01 | Price the replacement into the offer | Buyer | real-estate/property-valuation-report |
| REC-03 (Example) | PCA-HVAC-01 | Specify replacement with an energy review | Facility manager | real-estate/facility-management-plan, compliance/iso-50001-energy-review |
| REC-04 (Example) | All forecast items | Build a 10-year capital plan | Asset manager | finance/capex-request |
6. Assessor's statement
[This report reflects the condition observed on the site visit date and the documents listed in section 1. It relies on information from the persons interviewed. Costs are opinions of probable cost, not quotes. Signed: name, qualification, date.]
Standard and licence note
Structure aligned with ASTM E2018-24, Standard Guide for Property Condition Assessments: Baseline Property Condition Assessment Process (ASTM International, active edition, page updated 4 January 2024), cited by name and described in original wording only. Official text: ASTM International, purchase or licensed access: https://store.astm.org/e2018-24.html. The text, rating scale and examples are original. Check the current edition and use a qualified professional. Template licence: MIT.
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