Schedule of Condition Report Template

What This Report Covers

A schedule of condition report provides a comprehensive, photographic record of a property's condition at a specific point in time — typically prepared at the commencement or termination of a lease. It serves as the definitive baseline against which any future dilapidations claim will be measured — protecting both landlords and tenants from disputes about pre-existing defects. The report is essential for commercial tenants entering lease agreements, landlords granting new tenancies, and surveyors advising on dilapidations strategy. AnyInspect's AI-powered template produces a thorough, room-by-room and element-by-element record — with annotated photographs, condition descriptions, and a clear structure that stands up to legal scrutiny in dilapidations negotiations.

Key Report Sections

External Elevations

This section documents the condition of every external face of the building — front, rear, side, and any return elevations. It records the condition of external wall finishes (brickwork, render, cladding, stonework), pointing and mortar joints, lintels, sills, damp-proof courses, and any visible structural movement. Each observation is linked to photographic evidence — creating an unambiguous record of the building's external condition at the date of inspection. AnyInspect's AI captures elevation details from your walkthrough — matching your verbal descriptions to the corresponding video frames.

Roof & Rainwater Goods

A detailed record of the roof covering — slate, tile, flat roof membrane, lead flashings, ridge tiles, hip tiles, and verge details — along with all rainwater disposal elements including gutters, downpipes, hoppers, and gullies. This section documents material types, condition, any visible defects (cracked tiles, sagging gutters, blocked downpipes), and the general state of maintenance. Roof and rainwater elements are among the most common subjects of dilapidations claims — making thorough documentation at the outset critical.

Internal Finishes by Room

The most detailed section of the report — a room-by-room record of every internal finish. For each room, the report documents the condition of walls (plasterwork, decorative finishes, tiling), ceilings (plaster, suspended ceiling tiles, cornices), floors (carpet, vinyl, timber, tiles), doors (including frames and ironmongery), windows (frames, glazing, sills, ironmongery), and any fitted elements (built-in storage, countertops, sanitary ware). AnyInspect's AI structures this section automatically — creating separate entries for each room as you walk through the property and narrate the condition of each element.

Mechanical & Electrical Services

This section records the condition of the building's mechanical and electrical installations — heating systems (boilers, radiators, pipework), ventilation systems, air conditioning units, electrical distribution boards, lighting, socket outlets, fire alarm systems, and any specialist installations. It documents the apparent age, condition, and functionality of each system — noting any visible defects, missing components, or signs of poor maintenance. Services installations are frequently a source of significant dilapidations costs — making an accurate baseline record essential.

Site & Grounds

External areas beyond the building envelope — car parks, pathways, fencing, boundary walls, landscaping, external lighting, drainage, and signage. This section documents the condition of hard and soft landscaping, surface finishes, boundary treatments, and any external structures (outbuildings, bin stores, cycle shelters). For commercial properties — where tenants may be responsible for external maintenance — this section is as important as the building interior.

Photographic Record with Annotations

The backbone of any schedule of condition — a comprehensive photographic record with annotations linking each image to the corresponding written description. AnyInspect automatically extracts key frames from your walkthrough video — timestamped and sequenced to match the written record. Each photograph is captioned with the location, element, and condition description — creating a visual evidence base that is far more comprehensive than the 20–30 spot photographs typically included in manual schedules of condition.

How AnyInspect Generates This Report

Step 1: Record Your Walkthrough

Open AnyInspect and begin your schedule of condition survey. Start externally — walking each elevation and narrating the condition of walls, windows, roof elements, and rainwater goods. Move inside — proceeding room by room, describing the condition of every surface and element. Be thorough and precise — this record may be relied upon in legal proceedings years from now. Describe defects in specific terms — "hairline crack to plasterwork, approximately 300mm in length, running diagonally from door frame to ceiling" rather than "some cracking." The app captures your entire survey — video, audio, and location — providing both the written record and the photographic evidence simultaneously.

Step 2: AI Processes Your Recording

AnyInspect's AI pipeline transforms your continuous walkthrough into a structured, room-by-room schedule. Deepgram transcribes your detailed condition descriptions — preserving the specificity that legal scrutiny demands. Google Gemini analyses the transcript alongside extracted video frames — organising your observations into the correct report sections, matching photographs to descriptions, and creating a logical flow from external elevations through internal finishes to site and grounds. The AI structures the report in the format expected by dilapidations practitioners — ensuring immediate usability in lease negotiations.

Step 3: Review & Generate Your Report

The AI-populated schedule appears in your dashboard — with every room, every element, and every condition description pre-filled and linked to photographic evidence. Review each entry — verify descriptions for accuracy, ensure photographs clearly show the recorded conditions, and add supplementary notes where the AI may have missed a nuance. Generate a professional PDF that includes the complete written schedule, annotated photographic record, floor plans, and a summary of key conditions — ready to be appended to the lease or filed for future reference.

Compliance Standards

RICS Dilapidations Guidance (7th Edition)

The Royal Institution of Chartered Surveyors publishes the definitive guidance on dilapidations — covering schedules of condition, interim schedules, terminal schedules, and the quantified demand process. The 7th Edition establishes best practice for the content, format, and methodology of schedules of condition — including requirements for photographic evidence, precision of description, and the level of detail expected at different stages of the lease cycle. AnyInspect's template structure follows RICS guidance — ensuring your schedules meet the standard expected in professional dilapidations practice.

Landlord and Tenant Act 1927

Section 18(1) of the Landlord and Tenant Act 1927 — the statutory cap on dilapidations damages — is the legal backdrop against which every schedule of condition operates. The Act limits the damages recoverable by a landlord to the amount by which the value of the reversion is diminished — making the schedule of condition a crucial document in establishing the tenant's liability. A thorough, well-documented schedule prepared at lease commencement can save tenants hundreds of thousands of pounds at lease end — by providing incontrovertible evidence of pre-existing conditions.

Why Use AnyInspect Instead of a Manual Template?

Schedules of condition are uniquely demanding because they require both extreme precision in written descriptions and comprehensive photographic evidence — and the two must be perfectly aligned. Traditional methods involve a surveyor walking the building with a clipboard, dictaphone, and camera — writing descriptions by hand, taking photographs separately, and then spending hours or days in the office matching images to text and compiling the final document. For a large commercial property — with dozens of rooms and hundreds of individual elements — the manual process can take several days of site time and a week of office time.

AnyInspect eliminates the disconnect between observation and documentation. Your video walkthrough captures written descriptions (via transcription) and photographic evidence (via frame extraction) simultaneously — in perfect chronological alignment. There is no matching exercise. There is no risk of photographs being misattributed to the wrong room or the wrong defect. The AI structures your continuous narration into the room-by-room, element-by-element format that dilapidations practitioners expect — and links each description to the corresponding frame from your video.

The time savings are substantial — a schedule that might take three days of combined site and office time can be completed in a single visit with an hour of review. But the quality advantage is equally important. AnyInspect's video-based approach produces photographic records that are far more comprehensive than traditional schedules — capturing hundreds of images rather than the 20–30 spot photographs that manual surveys typically include. In a dilapidations dispute — where evidence is everything — this depth of documentation is invaluable.

Related Templates

- Building Survey Report Template — Full building surveys provide broader condition analysis — schedules of condition focus specifically on recording the baseline state for lease purposes.
- Planned Maintenance Survey Report Template — Planned maintenance surveys build on schedule of condition data — adding lifecycle costing and renewal forecasting.
- Stock Condition Survey Report Template — Stock condition surveys use similar room-by-room assessment methodologies — though with a focus on social housing rather than commercial lease compliance.
- Decent Homes Assessment Report Template — For residential properties — Decent Homes assessments evaluate condition against minimum housing standards rather than lease obligations.