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Dilapidations survey template

A dilapidations survey form for commercial property that prepares either a schedule of dilapidations or a schedule of condition. It records the lease and documents, the inspection, each item with its breach category, lease clause, remedy and cost, a summary of costs, the landlord's intentions and the timing. Every question is listed below, and you can fill the live form in on this page.

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What should a schedule of dilapidations include?

Under the Dilapidations Protocol, a schedule of dilapidations sets out the breaches the landlord considers there to be, the works needed to remedy them and, if relevant, the landlord's costings. Breaches are listed separately by category, such as repair, reinstatement and redecoration. Each item should refer to the lease clause it arises under, and the schedule is endorsed by the landlord or its surveyor.

Last updated . Facts checked by the SiteSurvey team on 5 October 2026 against the Dilapidations Protocol, section 18 of the Landlord and Tenant Act 1927 and the RICS Dilapidations professional standard.

Built for scheduling dilapidations room by room

Record each area of the premises and every item in it on a phone: the photos, the condition, the category of breach, the remedy, the quantity and the rate. The form works out the cost of each item, each room and the whole schedule as you go.

An office wall with fixing holes and a scuffed band marked with a green measuring line, against an amber line on the door beside it, giving about 1.01 m

Measure a defect from a photo

Use the door beside a scuffed wall, or a ceiling tile next to a run of stained tiles, as the reference and measure the defect's length. It is an estimate for the record; measure with a tape for the quantity you price. It works on web forms in any phone browser today, and the app version is on its way.

How measuring from a photo works →
The completed schedule of dilapidations on a phone: Items recorded 12, Items in poor condition 4 and Items that are a breach 10, worked out

Costs and breaches added up

Quantity times rate gives each item's cost, each room adds up its items, and the summary adds fees, VAT allowance and the total. The form also counts the items in poor condition and the items that are a breach.

How calculated fields work →

Video of each area

Add a Walk Cam field and record each area as you walk it. Say what you see and it becomes the written note, with stills from the clip in the report.

How Walk Cam works →
Office kitchenette with a worn worktop edge and a water-damaged sink base unit with its doors missing

Photos with every item

Each item takes its own photos, so the worn worktop and the missing cupboard doors sit with the kitchenette item, its remedy and its cost.

A completed schedule of dilapidations

The first floor of a fictional office in Leeds at the end of a five-year lease: twelve items across four areas, ten of them breaches, two measured from photos. The cost of works is £12,415.50 and the total claim £17,767.44.

Open the completed form ↗Try it blank ↗See the report (PDF) ↗
Office ceiling grid with water-stained tiles and a broken tile hanging down, measured against a 600 mm ceiling tile
Office 2 ceiling · 1.27 m run of stained and broken tiles · repair, find the leak first
Office wall with screw holes from removed shelving and a scuffed band, measured against the door beside it
Office 1 wall · 1.01 m scuff band and 11 fixing holes · redecoration
Stained office carpet tiles with gaps where tiles are missing
Office 2 floor · carpet tiles stained, two missing · replace in the affected area

Try the dilapidations survey form live

Answer a few questions and watch it adapt. Your answers are not saved, and any photos you add are deleted within the hour.

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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 dilapidations survey report (PDF), made by SiteSurvey from a fictional site visit.

For teams

Using the dilapidations survey template for client work?

Paper or a spreadsheet works for the odd job. When your team does this every week, SiteSurvey keeps every visit in one place and turns each one into a report you can send.

  • Everyone fills in the same form on their phone, with photos attached to the answer they belong to.
  • Each visit becomes a branded PDF report for the client, with no retyping.
  • Every site, visit and report is kept together in one account, not scattered across email and shared drives.
See how SiteSurvey handles dilapidations and schedules →Start your trial

Fill it in on a phone or tablet

Your team completes the dilapidations 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.

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The Dilapidations Survey form in the SiteSurvey app on a tablet
The Dilapidations Survey form in the SiteSurvey app on a phone

Every question in the dilapidations survey template

Schedule of dilapidations against the lease: item record with remedy and cost, summary of costs, intentions and timing. 7 sections and 81 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.

Make it your own: every question is editable

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.

Details you only enter once

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.

  • Project: the project name
  • Property address: the site address, from the space or the project

Instruction

What is being prepared, for whom, and where.

  • ProjectShort answer

    Filled in from the project in SiteSurvey.

    Fills in from the project name
  • Schedule referenceShort answer
  • Property address*Short answer
    Fills in from the site address, from the space or the project
  • What are you preparing?*Choose one
    • Schedule of condition
    • Schedule of dilapidations
  • GuidanceSchedule of condition. A record of the state of the premises on one date, usually the start of a lease. Describe and photograph every item, including the ones in good order.
    Shown when “What are you preparing?” is “Schedule of condition”
  • GuidanceSchedule of dilapidations. The Dilapidations Protocol says it should set out the breaches, the works needed to remedy them and, if relevant, the landlord's costings.
    Shown when “What are you preparing?” is “Schedule of dilapidations”
  • When is it being prepared?Choose one
    • During the term
    • Before the end of the term, for the end of the tenancy
    • After the tenancy has ended
    Shown when “What are you preparing?” is “Schedule of dilapidations”
  • CheckA schedule can be sent before the tenancy ends. The Protocol says that at the end of the tenancy the landlord should confirm that the situation is still as stated, or send a further schedule within a reasonable time.
    Shown when “When is it being prepared?” is “Before the end of the term, for the end of the tenancy”
  • CheckThe Dilapidations Protocol covers claims for damages at the end of a tenancy. A schedule sent during the term is outside it, so take advice on the notices the lease and the law require.
    Shown when “When is it being prepared?” is “During the term”
  • Where is the property?Choose one
    • England
    • Wales
    • Scotland
    • Northern Ireland
  • CheckThe Dilapidations Protocol applies to commercial property in England and Wales, and section 18 of the Landlord and Tenant Act 1927 extends to England and Wales only. The notices in this form about them will not apply here.
    Shown only when the answers above make it relevant
  • Who are you acting for?Choose one
    • Landlord
    • Tenant
    • Landlord and tenant jointly
  • LandlordShort answer
  • TenantShort answer
  • Surveyor name, qualification and firmShort answer
  • Date of inspection*Date
  • Weather on siteAnswer

Lease and documents

The schedule follows the lease. Record what you have read.

  • GuidanceThe Protocol does not define repair, reinstatement or redecoration. What work is required depends on the terms of the lease and any other relevant documents.
  • Date of the leaseDate
  • Date the term ends, or endedDate
  • Have you seen a complete copy of the lease?Yes or No
  • WarningDo not issue the schedule until you have read the lease. Each item has to refer to the clause it arises under.
    Shown when “Have you seen a complete copy of the lease?” is No
  • Other documents seenTick all that apply
    • Lease plan or scaled plans
    • Licence for alterations
    • Reinstatement notice
    • Schedule of condition with photographs
    • Inventory
    • Side letter or other written agreement
    • Assignment or licence to assign
    • Other (describe)
  • Is the repairing clause limited by the schedule of condition?Yes or No
    Shown when “Other documents seen” includes “Schedule of condition with photographs”
  • Date of that schedule of conditionDate
    Shown when “Other documents seen” includes “Schedule of condition with photographs”
  • CheckCompare every item with the schedule of condition before you list it as a breach. Record the page or photo number you compared it with.
    Shown when “Is the repairing clause limited by the schedule of condition?” is Yes
  • What did the licence allow, and does it require reinstatement?Notes
    Shown when “Other documents seen” includes “Licence for alterations”
  • Repair clause numberShort answer
    Shown when “What are you preparing?” is “Schedule of dilapidations”
  • Redecoration clause numberShort answer
    Shown when “What are you preparing?” is “Schedule of dilapidations”
  • Reinstatement clause numberShort answer
    Shown when “What are you preparing?” is “Schedule of dilapidations”

Inspection

How the premises were inspected and what could not be seen.

  • Are the premises occupied?Choose one
    • Occupied
    • Vacant
    • Part vacant
  • Did the other side or their surveyor attend?Yes or No
  • Who attended?Short answer
    Shown when “Did the other side or their surveyor attend?” is Yes
  • Were all areas inspected?Yes or No
  • Which areas were not inspected, and why?Notes
    Shown when “Were all areas inspected?” is No
  • Is opening up or further investigation needed?Yes or No
  • What needs opening up, and where?Notes
    Shown when “Is opening up or further investigation needed?” is Yes
  • CheckRICS guidance says to get the client's agreement and, where appropriate, the tenant's, and to arrange making good. If you act for the tenant, get the landlord's consent before any invasive inspection.
    Shown when “Is opening up or further investigation needed?” is Yes
  • GuidanceKeep the record. RICS guidance says all site notes, sketches, measurements, photographs and videos should be kept, as they may be needed later as evidence.

Item record

One entry for each item. Work through the building in the order you walk it.

  • GuidanceWhat a good photo shows. Step back to show the whole element and where it is in the room, then get close to the defect. One item, one entry, its own photos.
  • GuidanceRepair. By law, damages for breach of a covenant to repair cannot be more than the fall in value of the landlord's interest caused by the breach (Landlord and Tenant Act 1927, section 18(1)).
    Shown when “What are you preparing?” is “Schedule of dilapidations”
  • An empty office with stained carpet tiles and water damaged ceiling tiles
    An empty office with stained carpet tiles and water damaged ceiling tiles
    A wall with screw holes and wall plugs left by removed shelving
    A wall with screw holes and wall plugs left by removed shelving
    An office kitchenette with a worn worktop and missing cupboard doors
    An office kitchenette with a worn worktop and missing cupboard doors
  • Rooms and areas
    Repeat for each entry. Each one asks:
    • Floor and room*Short answer
    • Items in this room
      Repeat for each item. Each one asks:
      • ElementChoose one
        • Floor finish
        • Ceiling
        • Walls
        • Doors and ironmongery
        • Windows
        • Kitchen and sanitary fittings
        • Services
        • Roof and rooflights
        • External areas
        • Other (describe)
      • Which looks most like what you can see?Choose one
        • Stained floor and ceiling tiles
        • Fixing holes left in a wall
        • Worn and damaged fittings
        • Doors, closers and ironmongery
      • Photos of this itemPhotos
      • ConditionChoose one
        • Good
        • Fair
        • Poor
      • What you can seeNotes
      • Schedule of condition page or photo comparedShort answer
        Shown when “Other documents seen” includes “Schedule of condition with photographs”
      • Measured extent of the defectShort answer
        Shown only when the answers above make it relevant
      • Length of the defect (m)Number

        An estimate from a photo, with a door or a person in the same plane. Measure with a tape for the quantity you price.

        Shown only when the answers above make it relevant
      • Category of breachChoose one
        • Repair
        • Reinstatement
        • Redecoration
        • Other
        • Not a breach
        Shown when “What are you preparing?” is “Schedule of dilapidations”
      • Lease clauseShort answer
        Shown only when the answers above make it relevant
      • GuidanceRICS guidance says section 18(1) does not apply to obligations such as decoration, removal and reinstatement. They have different rules for assessing damages, so keep them apart from the repair items.
        Shown only when the answers above make it relevant
      • Has a notice requiring reinstatement been served?Yes or No
        Shown when “Category of breach” is “Reinstatement”
      • Date of the noticeDate
        Shown when “Category of breach” is “Reinstatement” and “Has a notice requiring reinstatement been served?” is Yes
      • CheckCheck whether the lease or licence requires a notice before the tenant has to reinstate. The Protocol says the schedule should identify any such notices.
        Shown when “Category of breach” is “Reinstatement” and “Has a notice requiring reinstatement been served?” is No
      • Remedial works requiredNotes
        Shown only when the answers above make it relevant
      • QuantityNumber
        Shown only when the answers above make it relevant
      • UnitChoose one
        • m²
        • m
        • Number
        • Item
        Shown only when the answers above make it relevant
      • Rate (£)Number
        Shown only when the answers above make it relevant
      • Cost of this item (£)Worked out by the form
        Shown only when the answers above make it relevant
      • Is this work likely to be superseded by the landlord's plans for the property?Yes or No
        Shown only when the answers above make it relevant
      • CheckThe Protocol says the Quantified Demand should not include items of work that are likely to be superseded by the landlord's intentions for the property.
        Shown when “Is this work likely to be superseded by the landlord's plans for the property?” is Yes
    • This room: cost of works, from the items (£)Worked out by the form
    • This room: items in poor conditionWorked out by the form
    • This room: items that are a breachWorked out by the form
      Shown when “What are you preparing?” is “Schedule of dilapidations”
    • This room: items recordedWorked out by the form
    • Walk Cam: this room or areaWalk Cam video with voice-to-text

      Optional. Film a guided walk-through on the SiteSurvey app.

  • Items recordedWorked out by the form
  • Items in poor conditionWorked out by the form
  • Items that are a breachWorked out by the form
    Shown when “What are you preparing?” is “Schedule of dilapidations”

Summary of costs

For a costed schedule of dilapidations. Totals come from the item record.

  • GuidanceA schedule of condition is not costed. Go on to the next section.
    Shown when “What are you preparing?” is “Schedule of condition”
  • Cost of works, from the items (£)Worked out by the form
    Shown when “What are you preparing?” is “Schedule of dilapidations”
  • Design and contract administration fees (% of the cost of works)Number
    Shown when “What are you preparing?” is “Schedule of dilapidations”
  • Design and contract administration fees (£)Worked out by the form
    Shown only when the answers above make it relevant
  • Professional fees for preparing the schedule (£)Number
    Shown when “What are you preparing?” is “Schedule of dilapidations”
  • Legal fees for serving the schedule (£)Number
    Shown when “What are you preparing?” is “Schedule of dilapidations”
  • Sub-total (£)Worked out by the form
    Shown when “What are you preparing?” is “Schedule of dilapidations”
  • Can the landlord recover the VAT on these costs?Yes or No
    Shown when “What are you preparing?” is “Schedule of dilapidations”
  • GuidanceNo allowance for VAT. RICS guidance says a landlord that can fully recover the VAT has not suffered a loss from it.
    Shown when “What are you preparing?” is “Schedule of dilapidations” and “Can the landlord recover the VAT on these costs?” is Yes
  • Allowance for VAT the landlord cannot recover (£)Number
    Shown when “What are you preparing?” is “Schedule of dilapidations” and “Can the landlord recover the VAT on these costs?” is No
  • CheckRICS guidance says it is for the landlord to show that it cannot recover the VAT.
    Shown when “What are you preparing?” is “Schedule of dilapidations” and “Can the landlord recover the VAT on these costs?” is No
  • Total (£)Worked out by the form
    Shown when “What are you preparing?” is “Schedule of dilapidations”
  • What are the costs based on?Choose one
    • Invoices for completed works
    • Competitive tender
    • Price book data
    • Recent tender prices
    • Quantity surveyor's advice
    • Contractor's estimate
    Shown when “What are you preparing?” is “Schedule of dilapidations”

Intentions and timing

For a schedule of dilapidations at the end of a tenancy.

  • GuidanceThis section is for a schedule of dilapidations. Go on to sign-off.
    Shown when “What are you preparing?” is “Schedule of condition”
  • What does the landlord intend to do with the property?Choose one
    • Re-let it as it is
    • Refurbish or alter it
    • Demolish or redevelop it
    • Sell it
    • Not yet known
    Shown when “What are you preparing?” is “Schedule of dilapidations”
  • WarningBy law, no damages can be recovered for failing to leave premises in repair if it is shown that they would be pulled down at or shortly after the end of the tenancy, or altered so that the repairs would have no value (Landlord and Tenant Act 1927, section 18(1)).
    Shown when “What does the landlord intend to do with the property?” is “Demolish or redevelop it”
  • CheckLeave out work that the landlord's own works would supersede. Mark those items in the item record.
    Shown when “What does the landlord intend to do with the property?” is “Refurbish or alter it”
  • Has the landlord confirmed its intentions in writing?Yes or No
    Shown when “What are you preparing?” is “Schedule of dilapidations”
  • CheckRICS guidance says the surveyor should ask the landlord to confirm its intentions in writing before endorsing the schedule, and keep the reply on file.
    Shown when “What are you preparing?” is “Schedule of dilapidations” and “Has the landlord confirmed its intentions in writing?” is No
  • Has the landlord carried out the works?Choose one
    • All of them
    • Some of them
    • None, but it intends to
    • None, and it does not intend to
    Shown when “What are you preparing?” is “Schedule of dilapidations”
  • CheckWhere the landlord has not done all the works and does not intend to, the Protocol says it should provide a formal diminution valuation before proceedings, unless it would be reasonable not to.
    Shown only when the answers above make it relevant
  • Date the tenancy endedDate
    Shown when “What are you preparing?” is “Schedule of dilapidations”
  • Date the schedule was, or will be, sentDate
    Shown when “What are you preparing?” is “Schedule of dilapidations”
  • Date the Quantified Demand was, or will be, sentDate
    Shown when “What are you preparing?” is “Schedule of dilapidations”
  • Days from the end of the tenancy to sendingWorked out by the form
    Shown only when the answers above make it relevant
  • GuidanceWithin 56 days. The Protocol says a schedule should be sent within a reasonable time, which will generally be within 56 days after the end of the tenancy.
    Shown only when the answers above make it relevant
  • CheckMore than 56 days. The Protocol says a schedule should be sent within a reasonable time, which will generally be within 56 days after the end of the tenancy. Record why it took longer.
    Shown only when the answers above make it relevant
  • Why was it sent later?Notes
    Shown only when the answers above make it relevant

Sign-off

Your name, signature and the date.

  • GuidanceThe Protocol says the schedule should be endorsed by the landlord or, where a surveyor prepared it, by the landlord's surveyor.
    Shown when “What are you preparing?” is “Schedule of dilapidations”
  • I confirm that in my opinionTick all that apply
    • All the works set out in the schedule are reasonably required to remedy the breaches
    • Full account has been taken of the landlord's intentions for the property, as advised by the landlord
    • The costings, if any, are reasonable
    Shown when “What are you preparing?” is “Schedule of dilapidations”
  • Have the landlord and the tenant both agreed this schedule of condition?Yes or No
    Shown when “What are you preparing?” is “Schedule of condition”
  • Who agreed it, and on what date?Short answer
    Shown when “What are you preparing?” is “Schedule of condition” and “Have the landlord and the tenant both agreed this schedule of condition?” is Yes
  • CheckUntil both sides have agreed it, this is one side's record. Send it to the other side and record their reply.
    Shown when “What are you preparing?” is “Schedule of condition” and “Have the landlord and the tenant both agreed this schedule of condition?” is No
  • NameShort answer
  • SignatureSignature
  • DateDate
  • Tenant's response and date receivedNotes

    Fill this in when the tenant replies.

    Shown when “What are you preparing?” is “Schedule of dilapidations”

See it filled in

A completed dilapidations survey 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.

See completed form (PDF) ↗

Dilapidations survey FAQs

What is the Dilapidations Protocol?

It is the pre-action protocol for claims for damages about the physical state of commercial property at the end of a tenancy. It applies to commercial property in England and Wales. A schedule sent during the term is outside it, so the form prompts you to take advice on the notices the lease and the law require.

When should a schedule of dilapidations be sent?

The Protocol says within a reasonable time, which will generally be within 56 days after the end of the tenancy. The form works out the days from the end of the tenancy to sending, and asks why if it is more than 56.

Is there a cap on dilapidations damages?

For repair, yes. Under section 18(1) of the Landlord and Tenant Act 1927, damages for breach of a covenant to repair cannot be more than the fall in value of the landlord's interest caused by the breach. No damages can be recovered for failing to leave premises in repair if they would be pulled down at or shortly after the end of the tenancy, or altered so that the repairs would have no value.

Why are repair, reinstatement and redecoration kept apart?

RICS guidance says section 18(1) does not apply to obligations such as decoration, removal and reinstatement, so damages for them are assessed differently. The form records a breach category and lease clause for each item, and for reinstatement asks whether a notice requiring it has been served.

Does the template price the works?

No. The surveyor enters a quantity, unit and rate for each item, and the form adds up the cost of works, fees and any VAT the landlord cannot recover. It also records what the costs are based on, such as a tender or a contractor's estimate.

Should I keep my site notes and photos?

RICS guidance says all site notes, sketches, measurements, photographs and videos should be kept, as they may be needed later as evidence. In the SiteSurvey app each item has its own photos, the survey works offline and is signed on the device, and it becomes a PDF report or a share link.

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