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Property condition assessment template
A property condition assessment (PCA) or facility condition assessment (FCA) template for commercial buildings, filled in on a phone during the walk-through survey. Record the scope, the documents reviewed and the interviews, then add each building system (site and paving, structure, roof, envelope, interiors, HVAC, plumbing, electrical, fire and life safety, elevators, accessibility) and its components. For each component you enter the quantity, your condition rating, the remaining useful life you estimate, the action, the priority and your opinion of cost. The form adds up the immediate costs, a 10-year cost table and, if you enter a replacement value, the facility condition index. For housing stock use the stock condition survey template; for a UK residential survey use the building inspection checklist.
For building consultants, surveyors and engineers preparing condition reports for buyers and lenders, and for facility and asset managers planning capital spend across a portfolio.
The form works anywhere: you set the currency, the rating scale and what short and long term mean. The example is a US office building.
- Scope, documents reviewed, building and fire department records, interviews and limitations
- Building systems as spaces and components as items, each with quantity, rating, remaining useful life, action, priority, cost and photos
- Immediate costs, a cost for each year 1 to 10, year bands and costs after year 10, added up for you
- An optional facility condition index from the current replacement value you enter
- Executive summary, follow-up actions and two signatures (field observer and reviewer)
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What is a property condition assessment?
A property condition assessment is useful when every cost can be traced to a component someone saw: what it is, how much of it there is, its condition on a scale the client understands, the remaining life the assessor estimates, the action and when it falls. Then the immediate costs, the 10-year table and the FCI add up from the record instead of a spreadsheet built afterwards.
Last updated . Facts checked by the SiteSurvey team on 27 October 2026 against ASTM E2018-24, Standard Guide for Property Condition Assessments (ASTM product page) and NCES, Facilities Information Management: A Guide for State and Local Education Agencies, chapter 3.
How to carry out a property condition assessment
Agree the scope with your client first: the purpose, who may rely on the report, the rating scale and what counts as short and long term.
Set up the assessment
Enter the property, its use, age and size, the purpose of the assessment, the currency and your rating scale with what each rating means.
Review documents and interview
Tick the documents you reviewed, record what the building and fire department records show, and note what the property manager and maintenance staff told you.
Walk each building system
Add each system and the components in it. Photograph them, rate each one, estimate its remaining useful life and choose the recommended action and priority.
Cost the work
Enter your opinion of cost for each action and the year of the term it falls in. The form builds the immediate costs and the 10-year table.
Work out the FCI and summarise
Enter the current replacement value and which costs count as deficiencies to get the facility condition index, then write the executive summary and sign.
What makes a property condition assessment useful
Each component: quantity, rating, remaining useful life, action, priority, year of the term and opinion of cost
Roof, single-ply membrane, 19,600 sq ft, rated Fair, installed 2011, remaining life 8 years: replace in year 8, opinion of cost $186,000 from cost data. Separate immediate item: 2 ft split at the north parapet upstand letting water into suite 210, repair now, $3,800 roofing contractor quote.
Fictional example. Record the actual evidence and approved arrangements for your job.
A common recording mistake
Putting a single lump sum against a whole system with no quantity or year, so the buyer or lender cannot see what the money is for or when it is needed.
What happens next
Send the report to the client with the immediate items called out, recommend any further investigations (for example a full roof survey), and update the cost table when the immediate work is done.
Try the property condition assessment 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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Want to see one filled in? See a completed property condition assessment report (PDF), made by SiteSurvey from a fictional site visit.
Every question in the property condition assessment template
A property or facility condition assessment for owners, buyers, lenders and facility managers: scope, documents and interviews, each building system with its components, condition ratings on your own scale, remaining useful life, recommended action, priority and opinion of cost, then immediate costs, a 10-year cost table, an optional facility condition index and an executive summary. 6 sections and 116 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
- Client (user of the report): the project's customer
Property and assessment
Fill in before the walk-through survey.
- ProjectShort answer
Filled in from the project in SiteSurvey.
Fills in from the project name - Property addressShort answerFills in from the site address, from the space or the project
- Client (user of the report)Short answerFills in from the project's customer
- Location (GPS)Short answer
- Assessment date (walk-through survey)*Date
- Field observer*Short answer
- Property typeChoose one
- Office
- Retail
- Industrial or warehouse
- Multifamily residential
- Hotel
- Mixed use
- Healthcare
- Education
- Other
- Year builtNumber
- Gross floor areaNumber
- Area unitShort answer
sq ft or m².
- Storeys above groundNumber
- Number of buildingsNumber
- Site areaShort answer
With its unit, for example 2.1 acres.
- Property descriptionNotes
Use, construction, extent of parking and grounds, notable features.
- Purpose of the assessment*Choose one
- Acquisition due diligence
- Lender or refinance
- Lease or disposal
- Capital planning
- Portfolio benchmarking (FCI)
- Other
- Who may rely on the reportShort answer
The client and any parties the client has agreed in writing.
- Assessing companyShort answer
- Report reviewerShort answer
- Scope agreed with the client*Choose one
- Prepared with reference to ASTM E2018 (scope agreed with the client)
- Client's own scope of work
- Other scope
- GuidanceASTM E2018 is a standard guide for property condition assessments of commercial real estate. Its own summary says a PCA under it combines a walk-through survey with document reviews, research and interviews, and that the property condition report includes opinions of costs for suggested remedies of the physical deficiencies observed. ASTM says the guide is for use on a voluntary basis. Read the current edition for its full scope; this form does not reproduce it.Shown when “Scope agreed with the client” is “Prepared with reference to ASTM E2018 (scope agreed with the client)”
- Currency for costs*Short answer
For example USD, GBP, EUR.
- Condition rating scale*Short answer
For example Good / Fair / Poor, or 1 (new) to 5 (failed).
- What each rating meansNotes
Write the definitions the client will read in the report.
- Short term meansShort answer
For example years 1 to 2.
- Long term meansShort answer
For example years 3 to 10.
- CheckThis is a record of the condition observed on the day and the assessor's opinions of cost. It does not certify the building, approve it for lending or confirm it complies with codes or regulations. Ratings, remaining lives and costs are the assessor's own.
- Weather on siteAnswer
Scope, documents and interviews
- Scope carried out*Tick all that apply
- Walk-through survey
- Document review
- Interviews with owner, manager or maintenance staff
- Building department records requested
- Fire department records requested
- Representative sample of tenant spaces or units
- Spaces or units observedNotes
For example 6 of 14 tenant suites, all common areas, roof, mechanical rooms.
Shown when “Scope carried out” includes “Representative sample of tenant spaces or units” - Documents reviewedTick all that apply
- Certificate of occupancy
- Building permits and inspection records
- Open code violation records
- Fire inspection reports
- As-built or record drawings
- Previous condition reports
- Maintenance records and service contracts
- Capital expenditure history and budgets
- Roof warranty
- Elevator inspection certificates
- Fire alarm and sprinkler test reports
- Accessibility survey
- Building and fire department recordsChoose one
- Requested: no recorded violations reported
- Requested: violations recorded
- Requested: no reply yet
- Not requested
- Violations recordedNotesShown when “Building and fire department records” is “Requested: violations recorded”
- GuidanceASTM E2018 says a property condition report consistent with it needs at least a new walk-through survey, interviews, and a request for building and fire department records of recorded material violations.Shown when “Scope agreed with the client” is “Prepared with reference to ASTM E2018 (scope agreed with the client)” and “Building and fire department records” is “Not requested”
- InterviewsRepeat for each interview. Each one asks:
- Name*Short answer
- RoleShort answer
For example property manager, chief engineer.
- Interview dateDate
- What they told youNotes
Known problems, past repairs, planned works, warranty claims.
- LimitationsNotes
Areas not accessed, equipment not running, weather, snow cover, tenants refusing entry, documents not provided.
- Out of scopeNotes
For example environmental, seismic, destructive testing, code compliance review. Leave blank if none agreed.
- Walk Cam: walk-through surveyWalk Cam video with voice-to-text
Optional. Film a guided walk-round on the SiteSurvey app.
Building systems and components
- GuidanceAdd each building system, then each component in it. For each component enter the quantity, your rating, the remaining useful life you estimate, the action, the priority and your opinion of cost. Immediate items are costed separately from the 10-year table.
- Building systemsRepeat for each system. Each one asks:
- Building system*Choose one
- Site and paving
- Structure
- Roof
- Building envelope
- Interior finishes
- Mechanical and HVAC
- Plumbing
- Electrical
- Fire and life safety
- Conveying (lifts and elevators)
- Accessibility
- Other (describe)
- Overall condition ratingShort answer
On the scale set on page 1.
- DescriptionNotes
What is there: type, materials, age, extent. For example 2-storey steel frame, brick veneer, single-ply roof replaced 2012.
- How was it observed?Choose one
- Observed throughout
- Representative sample observed
- Partly observed
- Not observed: no access
- What was not observed, and whyNotesShown only when the answers above make it relevant
- Photos of the systemPhotos
- ComponentsRepeat for each component. Each one asks:
- Component*Short answer
For example single-ply roof membrane, rooftop unit RTU-2, parking lot asphalt.
- QuantityNumber
- UnitShort answer
For example sq ft, m², each, linear ft.
- Condition ratingShort answer
On the scale set on page 1.
- Year installed or last replacedNumber
If known.
- Remaining useful life (years)Number
Your estimate. The form does not supply lives.
- What was observedNotes
- Recommended action*Choose one
- No action
- Monitor
- Repair
- Replace
- Further investigation
- Priority*Choose one
- Immediate
- Short term
- Long term
- No cost in the term
- Year of the term the work falls in*Number
1 is the first year after the assessment. Enter 11 or more for work after year 10.
Shown only when the answers above make it relevant - Opinion of cost*Number
Your opinion of cost for this action, in the currency on page 1.
Shown only when the answers above make it relevant - Cost basisShort answer
For example contractor quote, cost data, past invoices, the assessor's experience.
Shown only when the answers above make it relevant - PhotosPhotos
- ComponentsWorked out by the form
- Immediate itemsWorked out by the form
- Immediate costsWorked out by the form
- sys_y1Worked out by the form
- sys_y2Worked out by the form
- sys_y3Worked out by the form
- sys_y4Worked out by the form
- sys_y5Worked out by the form
- sys_y6Worked out by the form
- sys_y7Worked out by the form
- sys_y8Worked out by the form
- sys_y9Worked out by the form
- sys_y10Worked out by the form
- Costs in years 1 to 10Worked out by the form
- Costs after year 10Worked out by the form
Cost summary and facility condition index
- Components assessedWorked out by the form
- Immediate itemsWorked out by the form
- Immediate costsWorked out by the form
- Year 1Worked out by the form
- Year 2Worked out by the form
- Year 3Worked out by the form
- Year 4Worked out by the form
- Year 5Worked out by the form
- Year 6Worked out by the form
- Year 7Worked out by the form
- Year 8Worked out by the form
- Year 9Worked out by the form
- Year 10Worked out by the form
- Years 1 to 5Worked out by the form
- Years 6 to 10Worked out by the form
- Total, years 1 to 10Worked out by the form
- Costs after year 10Worked out by the form
- Immediate plus years 1 to 10Worked out by the form
- Work out a facility condition index (FCI)?Yes or No
- GuidanceThe US National Center for Education Statistics defines the facility condition index as the cost to correct deficiencies divided by the current replacement value of the building, where replacement value is the cost to replace it with a new building of the same size at the same location. It compares buildings fairly only when both figures are worked out the same way for each building. The form does not set good or poor bands.Shown when “Work out a facility condition index (FCI)?” is Yes
- Current replacement value*NumberShown when “Work out a facility condition index (FCI)?” is Yes
- Where the replacement value comes fromShort answer
For example insurance valuation 2026, cost per sq ft from the client's cost plan.
Shown when “Work out a facility condition index (FCI)?” is Yes - Costs to count as deficiencies*Choose one
- Immediate costs only
- Immediate plus years 1 to 5
- Immediate plus years 1 to 10
Shown when “Work out a facility condition index (FCI)?” is Yes - Cost to correct deficienciesWorked out by the formShown when “Work out a facility condition index (FCI)?” is Yes
- Facility condition index (ratio)Worked out by the formShown only when the answers above make it relevant
- As a percentageWorked out by the formShown only when the answers above make it relevant
Executive summary
- Overall condition of the propertyShort answer
On the scale set on page 1.
- Executive summary*Notes
The property, the scope, the overall condition, the immediate items and the main costs in the term.
- Main risks and further investigations recommendedNotes
- Cover and summary photosPhotos
Follow-up actions and sign-off
- Immediate itemsWorked out by the form
- ResultWorked out by the form
- ActionsRepeat for each action. Each one asks:
- Action*Notes
- PriorityChoose one
- Immediate
- Short term
- Long term
- Who will do it*Short answer
- Due byDate
- Status*Choose one
- Open
- In progress
- Done, checked
- Photo when donePhotosShown when “Status” is “Done, checked”
- Actions still openWorked out by the form
- Decision*Choose one
- Report issued
- Report issued: further investigation recommended
- Draft: information still awaited
- Next assessment or update dateDate
- Note for the clientNotes
- Field observer nameShort answer
- Field observer signature*Signature
- Reviewer nameShort answer
- Reviewer signatureSignature
See it filled in
A completed property condition assessment 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.
property condition assessment FAQs
What is ASTM E2018?
ASTM E2018 is a standard guide for property condition assessments of commercial real estate. Its published summary says it provides a framework for a walk-through survey with document reviews, research and interviews, and that the property condition report includes opinions of costs for suggested remedies of the physical deficiencies observed. ASTM says the guide is for use on a voluntary basis. It is a paid standard: the form lets you record that your scope refers to it, but does not reproduce it.
Source: ASTM E2018-24, Standard Guide for Property Condition Assessments (ASTM product page).
How is the facility condition index (FCI) calculated?
The US National Center for Education Statistics defines the FCI as the cost to correct a building's deficiencies divided by its current replacement value, where replacement value is the cost to replace it with a new building of the same size at the same location. Its example: $8 million of work on a building that would cost $12 million to replace gives an FCI of .66. The form works out the ratio and the percentage from the costs and replacement value you enter.
Source: NCES, Facilities Information Management: A Guide for State and Local Education Agencies, chapter 3.
What is the difference between a PCA and an FCA?
Both record the condition of a building's systems and the cost of the work they need, and the names overlap. PCA is the term ASTM's guide uses for commercial real estate; FCA is the term often used when an owner assesses its own buildings to plan capital spend. This form covers both: choose the purpose on page 1 (due diligence, lender, capital planning or portfolio benchmarking) and use the FCI section if you are comparing buildings.
Does the form tell me how long a roof or an HVAC unit should last, or what it costs?
No. Remaining useful life, ratings and opinions of cost are the assessor's own, with a field for where each cost comes from (a quote, cost data or experience). The form adds them up into immediate costs, a cost per year for 10 years and the FCI. It does not set good or poor FCI bands.
What does an immediate cost mean in the report?
Immediate items are the ones you judge need doing now, such as an active roof leak or a trip hazard in the parking lot. You mark them Immediate and they are added up separately from the 10-year table. Short and long term items go into the year of the term you choose, and page 1 records what short and long term mean for this client.
Does a PCA certify the building or confirm it meets codes?
No. It records the condition observed on the day and the assessor's opinions. ASTM's guide says a user should rely on the report only for the point in time of the observations. The form states that it does not certify the building, approve it for lending or confirm code compliance, and it has fields for limitations and items out of scope.
Source: ASTM E2018-24, Standard Guide for Property Condition Assessments (ASTM product page).
Related
Related templates
Templates that go with the property condition assessment form
Elements, lifecycles and renewal years, kitchen and bathroom, heating and electrics, hazards and recommended work for each property.
Condition survey of a building: limits of inspection, element by element record, services and risks, further investigations.
Roof inspection report: safe access, coverings by area, flashings, chimneys, gutters and rooflights, the roof space, defects with priorities, costs and photos.
Photographic record of condition before works or at the start of a lease, room by room.
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