REGULAR BUILDING CARE · EXAMPLE FORMAT
A visit report you can act on.
Reporting is agreed as part of your maintenance package. This sample shows a possible format for accessible-area observations and practical repairs.
Illustrative example — not a report for a real building. No inspection, repair or certificate is represented by these sample entries.
Visit record
- Building & date
- [Property reference] · [Visit date and time]
- Attending person
- [Name] · [Agreed package / scope]
- Areas accessed
- Example: entrance lobby, communal hallway and accessible rear path.
- Areas not accessed
- Example: roof and locked plant room. No conclusions recorded for these areas.
Work & observations
- Agreed task completed
- Example: cupboard handle secured using existing fittings. Photo reference: [Before / after].
- Outstanding maintenance
- Example: damaged hallway finish noted. Wider photo and close-up to accompany the repair proposal.
- Attention required
- [Visible concern] · [Nominated property contact notified] · [Time / next step].
Proposed next steps
- Item & proposed scope
- [Repair description and location]
- Cost basis
- [Labour / materials / additional attendance, including applicable charges]
- Approval status
- Awaiting the nominated contact’s approval. Additional work does not proceed on the basis of a recommendation alone.
Limits of the visit
Routine maintenance notes describe visible observations in the agreed accessible areas. They do not replace a fire risk assessment, electrical or gas certification, structural survey or other statutory inspection.
Specialist concerns and any inaccessible areas are identified so the responsible property contact can arrange the appropriate next step.
BUILD A REPORT AROUND YOUR BUILDING
Choose the scope and reporting that suit you.
Discuss visit frequency, areas covered and the approving contact with Wojciech.
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