When Do You Need a Schedule of Condition?

A Schedule of Condition is a professionally prepared document, usually containing both written descriptions and photographic evidence, that records the state of a property at a specific date. It provides a clear benchmark, protecting both landlords and tenants from disputes further down the line.

But when exactly do you need one? Let’s explore the key scenarios.

What Does a Schedule of Condition Include?

To be effective, a Schedule of Condition should be comprehensive, impartial, and prepared by an experienced surveyor. A typical schedule will include:

• Detailed written descriptions of the condition of floors, walls, ceilings, roofs, and services.
• High-quality photographs showing both overall views and close-ups of existing defects.
• References to specific locations, ensuring clarity if disputes arise later.

This level of detail means a Schedule of Condition can stand up as strong evidence in lease negotiations, dilapidations claims, or even in court proceedings if necessary.

When a Schedule of Condition is Essential

Entering into a New Lease

One of the most common times to commission a Schedule of Condition report is when taking on a new commercial lease.

Without one, occupiers may find themselves liable at lease end for repairs or defects that were already present when they moved in. For landlords, a schedule provides clarity on what condition the tenant is expected to return the property in, helping avoid disputes and delays.

Lease renewals and lease ends are often the flashpoints for disputes over dilapidations. A Schedule of Condition, prepared either at the start of the lease or updated during occupancy, provides valuable evidence of the property’s condition.

For tenants, it can limit their dilapidations liability, ensuring they don’t pay for improvements that go beyond their obligations. For landlords, it helps in enforcing lease terms fairly and demonstrating any genuine deterioration.

Why a Schedule of Condition Matters

A well-prepared Schedule of Condition is a cost-effective way of preventing disagreements and protecting investments. It should also make for smoother negotiations.

For landlords, it reduces the risk of protracted disputes and gives clarity about the standard a property should be returned in. For tenants, it avoids unfair repair bills and provides peace of mind throughout the lease term. And for anyone commissioning works, it sets a clear baseline before contractors begin.

Expert Advice for Commercial Property

At Jaggard Macland, our surveyors combine extensive experience in dilapidations and commercial property management with meticulous attention to detail when preparing Schedule of Condition surveys. We know what to look for, how to present it, and how to ensure it protects our clients’ interests.

If you’re about to sign a lease, plan major works, or prepare for lease renewal, now is the time to put a Schedule of Condition in place. Contact Phil Pearcey for more information.