Real Estate Property Condition Survey Checklist Template

Why a Property Condition Survey Checklist Matters

Beyond simply identifying obvious defects, a thorough property condition survey checklist provides a framework for informed decision-making and risk mitigation. For buyers, it's a vital tool in negotiating a fair price or requesting necessary repairs. A detailed survey can reveal hidden issues-like a failing roof, outdated electrical systems, or potential plumbing problems-that might otherwise become costly surprises down the line. This allows for a more accurate assessment of the property's true value and potential maintenance expenses.

For sellers, proactively using this checklist demonstrates transparency and a commitment to honesty. Addressing potential issues before a buyer's inspection can streamline the sales process, build trust, and potentially increase the final sale price. Disclosing known issues upfront avoids legal complications and fosters a positive transaction experience. Ultimately, a property condition survey checklist elevates the entire real estate process, promoting a more informed and equitable outcome for all parties involved.

Understanding the Scope of a Property Condition Survey

A property condition survey isn't a full-blown home inspection, nor is it a detailed engineering report. Think of it as a broad-stroke assessment of the property's visible condition at the time of the survey. While a home inspection delves deep into the functionality of systems and components, a condition survey focuses on identifying obvious defects and potential issues.

Here's what's typically included and, crucially, what it doesn't cover:

What you can expect:

• Visual Assessment: A thorough walk-through of the property, both inside and out, documenting observed conditions.
• Identification of Defects: Noting any visible damage, deterioration, or potential problems. This might include cracked walls, roof damage, signs of water intrusion, or failing fixtures.
• Documentation: Detailed notes and photographs to support observations.
• Report Generation: A written report summarizing findings, often including photographs and a general assessment of the property's overall condition.

What it doesn't include:

• In-depth System Testing: While the survey will note the presence of systems (like HVAC or plumbing), it won't involve rigorous testing of their functionality.
• Hidden or Concealed Defects: Conditions hidden behind walls, under flooring, or within closed areas are typically not assessed.
• Code Compliance: The survey doesn't determine if the property complies with current building codes.
• Detailed Engineering Analysis: A condition survey isn't a substitute for specialized engineering reports needed to address complex structural issues.
• Pest Infestation Inspection: This usually requires a specialist pest inspector.

Essentially, a property condition survey provides a snapshot of the property's current state, giving you a starting point for further investigation or due diligence.

Essential Tools for Your Property Condition Survey

Equipping yourself with the right tools can significantly enhance the accuracy and efficiency of your property condition survey. You don't need to break the bank, but having a few essentials on hand will make the process much smoother. Here's a breakdown of recommended tools, categorized by importance:

Must-Haves:

• Flashlight (LED preferred): Essential for examining dark areas like basements, attics, and under sinks.
• Measuring Tape (25ft minimum): Crucial for measuring room sizes, cracks, and potential repair areas.
• Smartphone/Camera: Document everything! Photos and videos provide invaluable records.
• Notepad & Pen: Old-school, but still vital for taking detailed notes alongside your photos.
• Level: For checking floor and wall levelness. A small torpedo level is sufficient.

Highly Recommended:

• Moisture Meter: Detects hidden moisture and potential mold growth, especially important in areas prone to leaks.
• Infrared Thermometer: Identifies temperature differences that may indicate insulation problems or hidden water damage.
• Binoculars: For a closer look at the roof and exterior elements from the ground.
• Ladder (sturdy and safe): Allows access to higher areas for inspections, always prioritize safety and consider professional help for roof inspections.

Nice-to-Haves:

• Circuit Tester: Checks for proper wiring and GFCI functionality.
• Borescope/Endoscope: For inspecting hard-to-reach areas through small openings.

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Exterior Condition Assessment

The exterior of a property is the first impression - and often the first place issues arise. A thorough assessment here can reveal a surprising amount about the overall health of the structure. Start by observing the landscaping; poor grading can lead to water pooling around the foundation, contributing to structural problems and fostering insect infestations. Look for signs of erosion or instability in the soil.

Next, carefully examine the siding or exterior walls. Note any cracks, rot, or damage. Paint condition can also be indicative of underlying issues - peeling paint could suggest moisture intrusion. Don't forget to inspect the driveway and walkways for cracks or heaving, which could be a sign of ground movement.

Fences should be assessed for stability and any signs of deterioration. Decks and patios require a close look for structural integrity, rot, and loose railings. Pay particular attention to areas where wood comes into contact with the ground, as this is a prime spot for moisture damage and insect activity. Finally, take a moment to look up - a bird's-eye view can reveal hidden problems you might miss at ground level. Document everything with clear photos to create a comprehensive record of the exterior condition.

Roof Condition Evaluation

A thorough roof inspection is critical, as repairs or replacements are often among the most expensive home maintenance tasks. Start by visually assessing the roof from the ground, using binoculars to examine hard-to-reach areas. Look for missing, cracked, curled, or blistered shingles. Pay attention to the color; excessive granule loss indicates age and reduced protection.

Move on to inspecting the gutters and downspouts. Clogged gutters can lead to water damage and ice dams, so ensure they're clear of debris. Look for signs of rust or damage.

If safe and accessible, a closer inspection from the roof itself is invaluable. Be extremely cautious and follow all safety precautions; consider hiring a professional for this step. Look for sagging areas, signs of leaks (dark stains or moss growth), and any punctures or holes. Note the type of roofing material (asphalt shingles, tile, metal, etc.), as different materials have different lifespans and potential issues. Finally, check the chimney flashing for cracks or deterioration, a common entry point for water.

Foundation and Structural Integrity Check

The foundation is the bedrock of any building, and its condition directly impacts the entire structure's stability and longevity. A thorough examination goes beyond just looking for obvious cracks; it's about understanding the type of cracks, their location, and potential causes.

What to Look For:

• Foundation Cracks: Hairline cracks (less than 1/8 inch) are generally considered normal settling and not a major concern. However, cracks wider than 1/8 inch, stair-step cracks, or those extending across the entire foundation wall require immediate attention from a structural engineer. Note the size, shape, and location of all cracks. Photograph them for documentation.
• Settlement: Look for signs of uneven settlement, such as sloping floors, sticking doors and windows, or cracks that radiate from corners of walls or ceilings. These can indicate underlying foundation issues.
• Wall Bowing/Leaning: Visual inspection for bowing or leaning walls is crucial. Use a level to check for straightness. Significant deviations suggest potential soil pressure or structural instability.
• Floor Levelness: Use a level across various floors to check for unevenness. Significant deviations can indicate foundation movement.
• Framing: While a full structural analysis requires an expert, a visual check for obvious signs of framing damage (e.g., twisted studs, cracked headers) is a good starting point.
• Soil Around the Foundation: Inspect the soil grade around the foundation. Proper grading is essential for drainage and preventing water buildup against the foundation walls.

Important Note: Any significant cracks, bowing, leaning, or unevenness should be investigated by a qualified structural engineer. Self-diagnosis can be misleading and addressing issues early can prevent costly repairs down the road.

HVAC System Inspection

The Heating, Ventilation, and Air Conditioning (HVAC) system is a critical component of any property, impacting both comfort and energy efficiency. A thorough inspection goes beyond simply confirming that it's "working." Here's what to look for:

1. Age and Maintenance History: Knowing the age of the system is crucial, as older units are more prone to breakdowns and may be less efficient. Requesting maintenance records can reveal a history of repairs and upkeep, offering insights into its overall condition. A well-maintained system will generally last longer and operate more reliably.

2. Operational Performance: Test both the heating and cooling functions. Pay attention to how quickly the system reaches the desired temperature and if there are any unusual noises (banging, rattling, hissing). Inconsistent heating or cooling can indicate underlying issues.

3. Visible Signs of Damage & Leaks: Inspect the unit for any visible signs of damage, such as rust, corrosion, or damaged components. Look for signs of refrigerant leaks - oily residue around connections - which can be both environmentally damaging and costly to repair.

4. Ductwork Assessment: Ductwork is often overlooked, but it significantly impacts efficiency. Look for leaks, tears, or disconnected sections. Improperly sealed ducts can waste a significant portion of heated or cooled air. Check the insulation on the ducts, particularly in unconditioned spaces.

5. Airflow and Ventilation: Verify adequate airflow throughout the property. Check vents for obstructions and ensure proper ventilation in bathrooms and kitchens to prevent moisture buildup and mold growth.

6. Filter Condition: A dirty air filter restricts airflow and reduces efficiency. Note the filter's condition and recommend a regular replacement schedule.

7. Carbon Monoxide Detection: Ensure carbon monoxide detectors are present and functioning correctly, especially when the heating system is in operation.

Plumbing System Review

A robust plumbing system is essential for any home's functionality and value. A thorough review extends beyond simply checking for visible leaks. Here's what to look for:

Visual Inspection: Start by inspecting under all sinks (kitchen, bathrooms, laundry) for signs of leaks, corrosion, or condensation. Check around toilets and the water heater for similar issues. Look for water stains on ceilings and walls, which can indicate hidden leaks.

Water Pressure & Flow: Turn on multiple faucets and flush toilets simultaneously. Note the water pressure - is it adequate, or does it noticeably drop when multiple fixtures are in use? Poor pressure can point to pipe issues or a faulty pressure regulator. Also, check for slow drains, which can be a sign of clogs or plumbing vent problems.

Pipe Material & Condition: Identify the type of plumbing pipes (copper, PVC, PEX, galvanized steel). Galvanized steel pipes are prone to corrosion and may need replacement. Look for signs of corrosion on exposed pipes.

Water Heater Assessment: Note the age of the water heater and check for rust or leaks. A professional can assess the tank's condition and recommend maintenance or replacement.

Fixture Functionality: Test all faucets, showers, and toilets to ensure they function correctly. Listen for unusual noises when water is running, which could indicate problems with valves or pipes.

Plumbing Venting: Proper venting is crucial for preventing sewer gases from entering the home. While often hidden, signs of venting issues can include slow drains or foul odors. This is a task best left to a professional plumber.

Finally, if you notice any unusual smells, sounds, or persistent issues, don't hesitate to call a licensed plumber for a more detailed inspection. Addressing plumbing problems early can prevent costly damage and ensure a safe and comfortable living environment.

Electrical System Assessment

The electrical system is the circulatory system of your home, and a faulty one can be a serious safety hazard. This assessment goes beyond simply flipping switches - it's about identifying potential fire risks and ensuring the system can safely handle the demands of modern living.

Here's what to look for:

• Electrical Panel Inspection: The panel is the heart of your electrical system. Check for rust, corrosion, or any signs of overheating. Look at the amperage rating (typically 100-200 amps). Is it sufficient for your needs? Are circuits clearly labeled? Overloaded or unlabeled circuits are a red flag.
• Outlet & Switch Functionality: Test every outlet and switch. Look for loose connections, sparking, or discoloration, which can indicate a problem. GFCI (Ground Fault Circuit Interrupter) outlets are crucial in kitchens, bathrooms, and outdoor areas - ensure they are functioning correctly by testing them monthly.
• Wiring Condition: While inspecting wiring is difficult without destructive testing, be alert for exposed wires, frayed insulation, or repairs that appear unprofessional or makeshift. Aluminum wiring is a common concern in older homes and may require special attention or upgrades.
• Smoke and Carbon Monoxide Detectors: Properly functioning smoke and carbon monoxide detectors are essential life-safety devices. Ensure they are present on every level of the home and outside sleeping areas, and test them regularly.
• Unusual Noises or Smells: Any buzzing, crackling, or burning smells coming from outlets, switches, or the electrical panel should be investigated immediately by a qualified electrician.

Remember, electrical work can be dangerous. If you are unsure about anything, always consult with a licensed electrician.

Interior Condition Examination

A thorough interior condition examination goes beyond a simple walkthrough. It's about identifying potential problems that could impact the home's value and your future enjoyment. Start with the walls and ceilings: carefully inspect for cracks (note their size and pattern), water stains (which could indicate leaks), and any signs of peeling paint or wallpaper. Pay close attention to corners and areas around windows and doors, as these are common spots for moisture intrusion.

Next, assess the flooring. Note any visible wear and tear, scratches, stains, or loose tiles. Consider the type of flooring and its expected lifespan - older flooring might require replacement or refinishing soon. Don't neglect the doors and trim. Check for smooth operation, proper alignment, and any signs of damage like rot or warping.

A keen eye for detail is crucial. Look for subtle signs of moisture or mold, which can be indicators of more significant underlying issues. Finally, assess the overall cleanliness and maintenance of the interior. While this doesn't necessarily indicate structural problems, it can provide clues about how well the home has been cared for and potentially highlight areas that might need attention.

Windows and Doors Assessment

Windows and doors are critical for energy efficiency, security, and aesthetics. A thorough assessment should cover both functionality and condition. Start by operating each window and door - do they open and close smoothly without sticking or binding? Check for proper latching and locking mechanisms; ensure they function correctly and feel secure.

Visually inspect the frames for signs of rot, warping, or insect damage. Pay close attention to the bottom corners of windows, as these are often the first to deteriorate. Look for cracks or gaps around the frames, which can indicate air leaks and compromise energy efficiency. Condensation between window panes is a sign of a failed seal and necessitates replacement.

For doors, assess the alignment with the frame - gaps can indicate settling or structural issues. Examine the weather stripping for wear and tear; damaged weather stripping allows drafts and reduces energy savings. Finally, inspect the hardware - hinges, handles, and locks - for corrosion or damage. Consider the material of the windows and doors; older wooden frames may require more frequent maintenance than newer vinyl or aluminum options.

Safety and Security Features Verification

Beyond structural and mechanical systems, ensuring the safety and security of a property is paramount. This section focuses on verifying essential features designed to protect occupants and deter potential threats.

Start with the basics: Smoke Detectors. Verify their presence on every level of the home and outside sleeping areas. Test each detector to ensure proper functionality - a high-pitched beeping sound indicates a working unit. Record the date of the test. Don't forget Carbon Monoxide Detectors, particularly vital if the property has fuel-burning appliances or an attached garage. Similar to smoke detectors, confirm their presence and test them.

Next, evaluate the Security System, if one exists. If operational, run a complete system test, including door and window sensors, motion detectors, and any alarms or monitoring services. If a system is present but not armed, document its condition and any missing components.

Exterior Lighting is another critical element. Ensure all exterior lights are functioning properly, particularly around entrances, pathways, and garages. Adequate lighting deters potential intruders and improves visibility for residents.

Finally, check the condition of Door and Window Locks. Verify that all locks are functional and secure. Consider the age and type of locks - older or simpler locks may be easily compromised. Window locks are often overlooked but are essential for preventing unauthorized entry. Document any concerns about lock security.

Appliance Functionality and Condition

Major appliances often represent a significant portion of a home's value and contribute heavily to daily living. A thorough assessment of their functionality and condition can reveal potential replacement costs or immediate repair needs.

What to Check:

• Refrigerator: Ensure the refrigerator and freezer are cooling effectively. Check for unusual noises, water leaks, and the condition of door seals. Note the age - refrigerators typically last 10-15 years.
• Oven/Range: Verify that all burners (gas or electric) ignite properly and heat evenly. Test the oven's temperature accuracy with an oven thermometer. Check for any damage or corrosion.
• Dishwasher: Run a cycle and observe the cleaning performance. Check for leaks, unusual noises, and the condition of the spray arms.
• Washing Machine: Run a cycle and check for leaks, proper drainage, and the effectiveness of the spin cycle. Listen for unusual noises during operation.
• Dryer: Ensure proper venting to the exterior. Check the drum for rust or damage. Verify that the dryer heats effectively and doesn't shut off prematurely. Lint buildup should be minimal.

Important Considerations:

• Age: Note the age of each appliance. Older appliances are more likely to require repairs or replacement.
• Energy Efficiency: Consider the appliance's energy efficiency rating, as this can impact long-term utility costs.
• Warranty: Check if any appliances are still under warranty.

Remember to document any issues found with photos and detailed notes.

Documenting Your Findings and Next Steps

Thorough documentation is the cornerstone of a successful property condition survey. Don't just observe - record everything! This means taking detailed notes, capturing photos and videos, and noting the date and time of each observation. Organize your findings logically, perhaps by the checklist categories (Exterior, Roof, Plumbing, etc.). A simple notebook or a digital spreadsheet works well. Be specific: instead of crack in wall, write 1-inch hairline crack in the northwest wall of the living room, approximately 3 feet from the floor. Photos should be clear and well-lit, with a reference point (like a ruler or coin) if necessary to show scale.

Once you've completed your assessment, the next steps depend on your role - buyer or seller.

For Buyers: Armed with your findings, you have several options. You can negotiate repair requests with the seller, adjust your offer to reflect the cost of repairs, or, if the issues are significant, consider walking away from the deal. Share your findings with your real estate agent, as they can help navigate these discussions. It's also wise to schedule specialized inspections (e.g., pest inspection, radon testing) if warranted by your initial survey.

For Sellers: Your documentation provides valuable insight into your property's condition. Address any minor issues proactively to improve the property's appeal. For more significant findings, consider obtaining repair estimates and disclosing them to potential buyers. Transparency builds trust and can streamline the selling process. Having documentation of previous repairs or maintenance can also be a selling point. Always consult with your real estate agent regarding disclosure requirements in your area.

Resources & Links

• ASHRAE - Building Systems and Energy Efficiency: Provides standards and resources related to building systems, which can be relevant to property condition assessment.
• RESNET - Home Energy Rating System: Offers resources and standards for evaluating a home's energy efficiency, a key component of property condition.
• NACHI - International Association of Certified Home Inspectors: Provides information and resources for home inspectors, offering insights into common issues and best practices.
• InterNACHI Property Condition Assessment Guide: A comprehensive guide to conducting property condition assessments.
• Building Science Corporation: Provides resources and training on building science principles, which is vital for understanding building performance and potential issues.
• HUD - U.S. Department of Housing and Urban Development: Offers resources and guidelines related to property standards and safety.
• Fannie Mae - Servicing Guide: Includes sections on property preservation and maintenance.
• Freddie Mac - Seller Guide: Contains information on property standards and requirements for lenders.
• EPA - Environmental Protection Agency: Provides information about environmental hazards that can affect property condition, such as lead paint and asbestos.
• OSHA - Occupational Safety and Health Administration: Offers resources and guidelines related to workplace safety, which can be relevant to property maintenance and repair.