Building condition audit reports clients accept online
Ratings, marked-up photos, findings and recommended works priced as options, in one report the committee or owner accepts and signs.
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In QuoteCloud a building condition or compliance audit report is a document built from content blocks: a contents block, an executive summary, a condition-rating table, site photos marked up in the image editor, findings and recommendations, and a price table for recommended works. The client ticks the works they approve and accepts the report with a legally binding eSignature.
A sample condition survey for a fictional practice, Fenwick Arden: the north elevation of The Pembroke, a six-storey apartment building, drawn as a drawing sheet with six numbered pins on the elements rated in the audit: the roof membrane (C4 poor), the rooftop condensers (C4), the balcony balustrades (C3 fair), the fire stair doors (C3), the render and sealant joints (C4) and the car park soffit (C3). In front, the report's executive summary: C3 fair overall, 19 elements rated, 3 priority 1, 3 priority 2 and 4 priority 3 works, and a $553,000 budget for recommended works.
A condition report, page by page
The Pembroke's audit as the committee receives it. Each page is made of QuoteCloud content blocks your assessor fills in, on your letterhead, in your words.
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Fenwick ArdenBuilding condition audit FA-R-1187 Sample · fictional business
Building condition audit
The Pembroke, 22 Harbour Row
A visual condition audit of a 1970s six-storey residential building with 36 apartments: roof, facade, balconies, common areas, building services and fire stairs, with the works we recommend over the next five years.
Contents
- 1Executive summarypage 2
- 2Method & limitationspage 3
- 3Condition ratings by elementpage 4
- 4Key findingspage 6
- 5Recommended works & feespage 11
- 6Acceptancepage 13
Page 1 · Cover & contents
Cover and contents
Your cover photo, the building and revision, and a Table of Contents block with anchor links, so a committee member can jump straight to the works. Export the report as a PDF for the building manager's records (Starter and up).
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Fenwick ArdenBuilding condition audit FA-R-1187 Sample · fictional business
Executive summary
C3Fair overall
The building is in fair condition for its age. The roof membrane and the north facade need attention within 12 months to stop water getting in; most other elements need routine maintenance only.
- P13Within 12 months
- P231 to 3 years
- P343 to 5 years
19 elements rated
- C1 · Very good2
- C2 · Good5
- C3 · Fair7
- C4 · Poor4
- C5 · Very poor1
Budget for recommended worksOpinion of probable cost, ex tax$553,000
Page 2 · Executive summary
The summary a committee reads
Overall condition, how many elements sit at each rating, the works by priority and the budget. Written by your assessor in text and table blocks: QuoteCloud never scores a building for you.
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Fenwick ArdenBuilding condition audit FA-R-1187 Sample · fictional business
Condition ratings by element 7 of 19 elements shown
Element Condition Risk Action Priority · budget Roof membrane & flashingsMain roof C4 Poor High Replace membrane, renew flashings P1 · $185,000 Render & sealant jointsNorth and west facades C4 Poor High Repair cracked render, reseal joints P1 · $96,000 Fire stair doorsStairs A and B C3 Fair High Adjust closers, replace two door sets P1 · $18,000 Car park soffitBasement C3 Fair Medium Patch spalling, treat exposed reinforcement P2 · $64,000 Rooftop condensersRoof plant deck C4 Poor Medium Replace two units, re-support pipework P2 · $42,000 Balcony balustradesLevels 2 to 6 C3 Fair Medium Test fixings, replace six corroded posts P2 · $28,000 Common stairs & corridorsAll levels C2 Good Low Repaint, replace worn stair nosings P3 · $38,000 Ratings 1 (very good) to 5 (very poor), from a visual inspection on 6 May. Budgets are opinions of probable cost for planning, ex tax.
Pages 4–5 · Condition ratings
Every element, rated
A condition table with the location, a 1 to 5 rating, the risk, the action and a budget for each element. Save the empty table to your content library so every audit starts with the same columns and rating scale.
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Fenwick ArdenBuilding condition audit FA-R-1187 Sample · fictional business
Key findings
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- Debonded render
- Exposed brick
Render cracking at the base of the north wall
- Finding
- Render has cracked and come away at the base of the wall, exposing brickwork and letting water into the wall.
- Recommendation
- Remove loose render, repair the brickwork and re-render; reseal the joints either side.
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- Corroded casing
- Unsupported pipework
Corrosion on the rooftop condensers
- Finding
- Two of the six condenser units have corroded casings and fan guards, and refrigerant pipework sags between supports.
- Recommendation
- Replace the two units and add pipe supports at 1.5 m centres; review the other four at the next inspection.
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- Post fixings
Balustrade posts on the west balconies
- Finding
- Six balustrade posts show surface corrosion at the base fixings. The balustrades were firm when tested by hand.
- Recommendation
- Load-test a sample of fixings and replace the six corroded posts.
Pages 6–10 · Key findings
Photos marked up where the problem is
Site photos marked up in the built-in image editor with numbered labels, rings and arrows, beside each finding and your recommendation (image blocks and the editor: Starter and up).
Site inspection & defect reports -
Condition, fire safety or access: one set of blocks
Compliance audits use the same report structure with a different table: your assessor's observations, item by item. QuoteCloud presents them; the assessment is always yours.
Condition ratings by element 7 of 19 elements shown
| Element | Condition | Risk | Action | Priority · budget |
|---|---|---|---|---|
| Roof membrane & flashingsMain roof | C4 Poor | High | Replace membrane, renew flashings | P1 · $185,000 |
| Render & sealant jointsNorth and west facades | C4 Poor | High | Repair cracked render, reseal joints | P1 · $96,000 |
| Fire stair doorsStairs A and B | C3 Fair | High | Adjust closers, replace two door sets | P1 · $18,000 |
| Car park soffitBasement | C3 Fair | Medium | Patch spalling, treat exposed reinforcement | P2 · $64,000 |
| Rooftop condensersRoof plant deck | C4 Poor | Medium | Replace two units, re-support pipework | P2 · $42,000 |
| Balcony balustradesLevels 2 to 6 | C3 Fair | Medium | Test fixings, replace six corroded posts | P2 · $28,000 |
| Common stairs & corridorsAll levels | C2 Good | Low | Repaint, replace worn stair nosings | P3 · $38,000 |
Ratings 1 (very good) to 5 (very poor), from a visual inspection on 6 May. Budgets are opinions of probable cost for planning, ex tax.
Ratings, risk and a budget for each element
A visual audit of a 1970s apartment building for the owners' association: 19 elements rated, the worst first, each with an action and a planning budget the committee can take to its capital works fund.
- Your rating scale and columns, saved as a library block
- Budgets written as opinions of probable cost
- Hidden working notes stay out of the client's copy and the PDF
Tables and image blocks: Starter and up
Fire safety observations 7 of 42 items shown
3 satisfactory3 action needed1 not inspected
| Ref | Item | Observation | Note · action |
|---|---|---|---|
| FS-01 | Exit signs and emergency lightingAll floors | Satisfactory | Working on test |
| FS-04 | Fire doors close and latchStair B, levels 3 and 7 | Action needed | Two doors don't latchAdjust closers |
| FS-07 | Exit paths kept clearBasement B1 | Action needed | Pallets stored in the exit pathRemove, add signs |
| FS-09 | Service penetrations sealedRiser, level 5 | Action needed | Cable penetrations openSeal with a tested system |
| FS-12 | Extinguishers in place and taggedAll floors | Satisfactory | None |
| FS-15 | Hydrant booster accessStreet frontage | Satisfactory | None |
| FS-18 | Sprinkler heads unobstructedLevel 2 tenancy | Not inspected | Tenancy locked on the day |
Observations from a visual inspection by the practice. They are not a certificate or statement of compliance.
Observations, item by item
A landlord's fire safety audit as a checklist table: each item satisfactory, needing action or not inspected, with the note and the action. The certificate or statement your jurisdiction requires stays the practitioner's own document.
- Your own item references, no stock checklist
- Actions carried into a priced works table
- A record of when the landlord opened and accepted it
Access observations 7 of 36 items shown
3 satisfactory3 action needed1 not inspected
| Ref | Item | Observation | Note · action |
|---|---|---|---|
| AC-02 | Accessible parking baysMain car park | Satisfactory | None |
| AC-05 | Step-free path to the entryFront gate to reception | Action needed | Kerb ramp too steepRegrade the ramp |
| AC-08 | Entry door width and opening forceReception | Satisfactory | None |
| AC-11 | Accessible toilet fit-outLibrary | Action needed | Grab rail missingFit the rail |
| AC-14 | Handrails on both sidesStair to the hall | Action needed | One side onlyAdd a second rail |
| AC-17 | Hearing augmentationAssembly hall | Not inspected | System not switched on |
| AC-20 | Signs and tactile indicatorsStairs and ramps | Satisfactory | None |
Observations from a visual inspection by the practice, for planning access improvements. They are not a certificate or statement of compliance.
Access improvements the college can plan
A school's access audit from the gate to the hall: what works, what needs action and what couldn't be checked on the day, in a report the business manager reads, comments on and accepts online.
- Photos marked up beside each observation
- Questions answered in comments on the report
- Accepted with a legally binding eSignature
The committee ticks the works it approves
The recommended works are a live price table at the end of the report: Priority 1 included, later priorities as optional rows. Tick a row and the total, tax and the approved fees in the acceptance block all follow.
The chair accepts the report and signs once. That signature records that the committee received it and approves your fee for the works they ticked, so the next commission starts without a separate proposal.
- Optional rows for P2 and P3 works, with a note on each
- Prepared, reviewed and accepted, in the report itself
- Legally binding eSignatures with a certificate and audit trail, on every plan
Price tables: Essentials and up
From recommended works to signed worksRecommended works · our services
| Item | Qty | Rate | Amount |
|---|---|---|---|
| Priority 1 · within 12 months | $29,900 | ||
Roof replacementSpecification, tender and site inspections
|
1 package | $14,800 | $14,800.00 |
Facade repairsRepair specification and site inspections
|
1 package | $11,200 | $11,200.00 |
Fire stair doorsDoor schedule and specification
|
1 package | $3,900 | $3,900.00 |
| Priority 2 · 1 to 3 years Tick to add | |||
| 1 package | $6,400 | $6,400.00 | |
| 1 package | $8,600 | $8,600.00 | |
| 1 package | $4,800 | $4,800.00 | |
| Priority 3 · 3 to 5 years Tick to add | |||
| 1 plan | $7,500 | $7,500.00 | |
- Subtotal
- $36,300.00
- Tax (10%)
- $3,630.00
- Total
- $39,930.00
- Plus, monthly
- $0.00/mo
Report acceptance
Revision B · issued 14 May- PreparedHana KowalskiSenior building surveyor12 May
- ReviewedRavi MenonAssociate, building services13 May
- AcceptedDaniel FeatherstoneChair, owners' committee28 May
- Report received and read by the committee
- Works approved: Priority 1 and the condenser replacement
Approved fees inc. tax$39,930.00
Daniel Featherstone · Signed online · 28 May, 6:05 pm
Certificate of authenticity and audit trail attached
Accepting the report records that it was received and which works were approved. It is not a certificate of compliance.
Activity
- Report openedDaniel Featherstone
- Comment on finding F-09Answered by Ravi Menon
- Condenser replacement ticked+$7,040.00 inc. tax
- Report accepted and signedCertificate of authenticity attached
- Signed copy filed to OneDriveThrough Zapier
Send us your condition report template
There's no stock audit template in QuoteCloud. Start a free 14-day trial and we'll convert your own report into a template during the trial, on Essentials, Business or Enterprise.
Sample report · FA-R-1187
Five years of works, read in one sitting.
Ten recommended works across three priorities, with an opinion of probable cost for each, summed on the report's first page so the committee can plan its levies.
Your method and limitations, word for word
The method, the limitations and the rating scale are what make a condition report defensible. Keep them as company blocks in the content library and lock them, so every assessor's report carries the same wording.
The committee asks questions as comments on the report, and your engineer answers in the same thread, with the report itself as the record.
- Locked company blocks: used in every report, not edited (Business)
- Comments, replies and @mentions on the report
- Make every report from the audit template wait for a director's approval before it's sent (Business)
Content locking and approval workflow: Business plan
Practice templates, clauses & specification libraryMethod & limitations
- Visual, non-invasive inspection from accessible areas on 6 May.
- Concealed and inaccessible elements were not inspected or tested.
- Ratings describe condition on the day; they are not a compliance assessment.
- Budgets are opinions of probable cost, to be confirmed by tender.
Daniel FeatherstoneCould the condenser replacement wait until next year's levy?
Ravi, Fenwick ArdenIt can, but we'd add the pipe supports now. We've left it as an option for the committee.
Turn your Word report into a QuoteCloud template
How a practice sets up condition audits once, then writes every audit from it.
Send us your report
Start a trial and send your current audit report. We convert one template free during the trial.
Save the tables
Save the rating table, the findings layout and the works price table to your content library.
Lock the wording
Lock the method, limitations and rating scale so they stay word for word (content locking, Business).
Write the audit
Your assessor starts from the template, adds the inspection photos, marks them up and fills in the ratings.
Send and track
Send one link, see when the committee opens it, answer comments, and receive the signed acceptance.
Condition audit reports: questions answered
Is there a building condition report template in QuoteCloud?
Not a stock one. The template library has architecture proposals, agreements and acceptance forms, but no audit or inspection template. Build your report from content blocks, or send us your existing Word report and we convert one template free during the trial on the Essentials, Business and Enterprise plans.
What goes into a condition audit report in QuoteCloud?
Any mix of content blocks: a cover, a Table of Contents block with anchor links, text for the method and summary, tables for condition ratings by element, image blocks with photos marked up in the built-in image editor, a price table for recommended works, comments and an eSignature block for the client's acceptance.
Can the client approve some recommended works and not others?
Yes. Put the recommended works in a price table with later priorities as optional rows. The client ticks the works they approve, the total and tax update, and accepting the report with an eSignature records which works were ticked. Price tables are on the Essentials plan and up.
Does QuoteCloud certify a building as compliant?
No. QuoteCloud is document software. Ratings, observations and recommendations are your assessor's, written into the report. A client accepting the report records that they received it and which works they approved; any certificate or statement your jurisdiction requires remains the practitioner's own document.
Can our assessors capture inspections on site with QuoteCloud?
QuoteCloud is not a field inspection or offline capture app and does not read sensors or building management systems. Assessors take photos and notes on site as they do now, then write the report in the editor, adding the photos as image blocks and marking them up.
Can a director review audit reports before they go to the client?
Yes, on the Business plan. An approval workflow can trigger on the template used, so every report made from your condition audit template goes In Review and must be approved by the named approvers before it can be sent.
Can the building manager get a PDF of the report?
Yes. Reports can be exported as PDF on the Starter plan and up, and content hidden from the recipient is also left out of the PDF. The signed report keeps its certificate of authenticity and audit trail.
More documents a practice delivers
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From recommended works to signed worksTurn an audit's recommendations into priced options the client ticks and signs inside the report.Explore
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Equipment, plant & asset inspection reportsMechanical, fire and electrical asset lists with condition scores, remaining life and a maintenance schedule.Explore
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Site inspection, defect & status reportsSite visit and defect reports with marked-up photos, and project status reports with the programme and next steps.Explore
- Staged fee proposalsFees by work stage, as a percentage of construction cost, fixed or hourly, with additional services the client ticks.
- Specifications & product schedulesFinishes and product schedules with codes, images and locations, and sample approvals the client signs.
- Tender responses & capability statementsMethodology, team, insurances and a fee schedule from your library, approved before it goes out, exported as a PDF.
- Engagement letters & fee variationsClient agreements with locked terms, and additional-services letters signed before the extra work starts.
- Design reports & option studiesOptions side by side with images, plans, comparison tables and a fee for each, and the client's choice signed.
- Practice templates, clauses & specification libraryBranded templates for every office, standard clauses and specifications in a locked library, and roles.
- Approvals, review & client sign-offFee proposals approved by a director before they're sent, and reports the client accepts with a legally binding signature.
- CRM, accounting & project tool integrationsOpportunities from your CRM, fees to Xero or QuickBooks, and appointed projects to your project tools.
- Architecture & engineering templatesReal QuoteCloud templates for architecture, interior design, engineering and building services work.
- QuoteCloud implementation for practicesTemplates converted, fee scales and clauses loaded, roles, approvals and training for every studio.
- FAQAnswers to the questions architects, engineers and specifiers ask most.
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