Form library · Facilities and maintenance
An asset register survey form for walking a building and recording what is there: tag, make, model, serial, location, install year, expected life, condition and photos, with a GPS position for plant on a roof, outside or across a large site. The form works out each asset's age and remaining life and totals the register by condition grade, life left and priority 1 actions, counting identical items by quantity. It also records servicing evidence and what has changed since the last register. Try the form below, see every question or open a completed example.
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An asset register should give each asset a tag and say what it is and exactly where it is. Record the make, model and serial number from the label, the install year, expected life, condition and a photograph. Note warranty, servicing and any action needed with a priority, and what has been added, moved, disposed of or not found since the last survey.
Last updated . Facts checked by the SiteSurvey team on 21 October 2026 against HSE portable appliance testing FAQs and HSE Legionnaires' disease: what you must do.
Add each asset as you reach it: tag, make, model and serial from the label, install year, expected life, condition and photos. Mark the position with GPS for plant on a roof, outside or across a large site. The form works out each asset's age and remaining life, then totals the register by condition, by life left and by priority 1 actions, counting identical items by their quantity.
Tap Mark current location beside a condensing unit on the roof or a pump set across the site. The point is saved with the asset as coordinates and a grid reference, with View on map for the next engineer. Mark current location works on web forms in any phone browser today, and the app version is on its way.
How GPS location works →
The form counts the assets by quantity, the number tagged from the records, each condition grade, the assets at or near the end of their expected life and the priority 1 actions. A red note reminds the surveyor to tell the client about a priority 1 item on the day.
How calculated fields work →Walk Cam in the SiteSurvey app records each room with a spoken note, so anything missed on the day can be added to the register from the footage.
How Walk Cam works →Block B of a fictional Derby college: twelve bench desks, a classroom display, a water heater graded C with a priority 1 plumber's check, and a roof condensing unit at the end of its expected life, marked with GPS. Open it as a filled-in form, or switch to a blank copy and try it yourself.
Answer a few questions and watch it adapt. Your answers are not saved, and any photos you add are deleted within the hour.
This is the real form as your team would use it: questions appear as you answer, scores work themselves out and you can add photos and signatures. No sign-up needed. Or open a completed example to see every answer, photo and score filled in.
Want to see one filled in? See a completed asset register report (PDF), made by SiteSurvey from a fictional site visit.
Your team completes the asset register survey on site in the SiteSurvey app on iPhone, iPad and Android phones and tablets. The project name and address fill in for them, it works without signal, and it syncs when the device is back online with photos kept against the question they answer.
Customers and subcontractors do not need the app: send them a link and they can fill it in from any browser.
Build or update an asset register: each asset with its tag, make, model, serial, position (GPS outside), condition, life and photos, totals by condition and life, and changes to the register. 7 sections and 96 questions. Follow-up questions and guidance appear only when an answer calls for them, so the person on site never sees the ones that do not apply.
This is a starting point, not a fixed form. Once it is in your SiteSurvey account you can reword any question, add or remove questions, sections and answer options, and add your own logo, so it fits the way your team works and the jobs you do.
Add this form to a project in SiteSurvey and it fills in what the project already knows, so nobody on site retypes it and every form on the job uses the same names. Anything filled in can still be changed.
Where the survey is, who is doing it and what it covers.
Filled in from the project in SiteSurvey.
Record the room or area the assets sit in, so the next person can find them.
The main area. Each room, with its assets, is recorded on the next page.
One entry for each asset, or each group of identical assets in the same area.
For example Office 2.04, Kitchen or Plant room
For example desk, monitor, dock, interactive display, water heater.
Leave blank for a single asset.
For example B14, front wall
Optional. Tap Mark current location beside plant outside, on a roof or on a large site, so the next surveyor or engineer can walk to it.
Give your own figure if condition suggests the calculated one is wrong.
Record what you saw on site. Say when a record is held elsewhere and was not checked.
What is different from the register you started with.
Totals for this area.
A completed asset register report, made by SiteSurvey from a fictional site visit: every answer, the photos, the guidance that applied and the sign-off, ready to send as a PDF.
It records the physical details of each asset so it can be found, maintained and planned for. It has no fields for purchase cost, value or depreciation, which a finance team's fixed asset register would add. The form is editable if you want to add them.
The default scale is A good, B satisfactory, C poor and D bad, with action priorities from 1, urgent (immediate or within 1 year) to 4, long term (beyond 5 years). You can use the client's own scale instead. A grade D asset prompts the surveyor to tell the client on the day.
The form calculates age from the install year and remaining life from the expected life, flags assets with two years or less left, and totals the assets at or past their expected life for the replacement budget. Expected life is a planning figure, not a failure, so the surveyor can give their own figure when the condition suggests otherwise. The form also records where the install year came from, such as the label or an estimate.
The surveyor records whether a tag was found, a new tag fitted or one could not be fitted, and why, and the form counts the tagged assets from the records. Plant outside or on a roof can be pinned with Mark current location, which works on web forms in any phone browser today, with the app version on its way. An asset on the old register that is not found should be marked as not found at this visit, not deleted, and the client asked to confirm what happened to it.
The last and next service dates and the evidence seen, such as a sticker or log book. For anything that stores or heats water it asks whether it is covered by the building's legionella risk assessment, which HSE says the employer or person in control of the premises must carry out. For portable equipment it records whether inspection labels were seen and in date: HSE says labels and records are not a legal requirement but can be a useful management tool.
In the SiteSurvey app, yes. The survey works offline with photos of each asset and its label, and exports as a PDF, CSV or share link.
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