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A dilapidations survey is the foundation of every dilapidations claim and every dilapidations defence. Whether you are a landlord seeking to recover the cost of putting a property back into repair or a tenant responding to a claim, the survey is where the process begins. Yet many property owners and occupiers are unclear on what a dilapidations survey actually involves, when to commission one, and what difference it makes to the outcome. This guide sets out what you need to know.
A dilapidations survey is a detailed inspection of a commercial property carried out by a RICS Chartered Building Surveyor. Its purpose is to assess the condition of the property against the repairing, decorating, and reinstatement obligations set out in the lease. The surveyor examines every element of the building — structure, fabric, finishes, services, and any tenant alterations — and records where the property falls short of the standard required by the lease covenants.
The output of the survey is a schedule of dilapidations: a formal document that itemises each breach, describes the required remedy, and provides an estimated cost. For landlords, this document forms the basis of the claim against the outgoing tenant. For tenants, commissioning their own survey provides the evidence needed to challenge items that are overstated, fall outside the lease obligations, or are subject to statutory limitations.
A dilapidations survey is not the same as a general building survey or a condition report. It is specifically tied to the lease — every finding is assessed against the tenant's contractual obligations, not against an abstract standard of good repair.
The timing of a dilapidations survey depends on which side of the lease you sit and where you are in the lease cycle.
The most common trigger is the approaching end of a lease. Landlords should commission a dilapidations survey well in advance of the termination date — ideally six to twelve months before lease expiry. This allows time for the surveyor to inspect the property (which may require access arrangements with the sitting tenant), prepare the schedule, and quantify the claim. Serving the schedule promptly after lease expiry demonstrates a professional, protocol-compliant approach.
Landlords may also commission a survey during the lease term if the property is deteriorating and the tenant is failing to maintain it. An interim dilapidations survey can support an interim schedule or wants of repair notice.
Tenants should consider a dilapidations survey in two key situations. First, when they receive a dilapidations claim from the landlord, they should immediately appoint their own surveyor to carry out an independent inspection and prepare a response. Second — and this is the point many tenants miss — a pre-termination survey six to twelve months before lease expiry allows the tenant to understand their likely exposure, budget for it, and potentially carry out repairs themselves at a lower cost than the landlord's claim would demand.
For tenants entering a new lease, a different but related survey — a schedule of condition — records the property's state at lease commencement and limits future dilapidations liability.
A dilapidations survey is a methodical, element-by-element inspection. The surveyor will typically assess the following areas:
The external envelope covers roof coverings and flashings, rainwater goods, external walls and cladding, pointing and brickwork, windows and external doors, and external decoration. The surveyor checks each element against the lease obligation to identify disrepair, deterioration, or failure.
Internal areas include floor finishes, wall surfaces and partitions, ceilings, joinery and ironmongery, decoration, and internal glazing. The surveyor notes items that fall below the standard required by the repairing and decorating covenants.
Building services encompass heating and ventilation systems, electrical installations, plumbing and sanitary fittings, fire alarm and detection systems, and any other mechanical or electrical services covered by the lease. The surveyor assesses whether these systems are in working order and properly maintained.
Tenant alterations are assessed against the reinstatement covenant. If the tenant has installed partitions, mezzanines, kitchen facilities, specialist ventilation, data cabling, or any other additions, the surveyor determines whether these must be removed and the property returned to its original configuration.
The surveyor also reviews the lease documentation in detail — the repairing covenants, the licence for alterations, any side letters, and the schedule of condition if one was prepared at lease commencement.
Following the inspection, the surveyor prepares the schedule of dilapidations. This document lists each item of disrepair, cross-references it to the relevant lease clause, describes the remedial work required, and estimates the cost. The schedule is typically accompanied by a quantified demand setting out the total claim, and — where the landlord intends to carry out some or all of the works — a costed schedule of works supported by contractor pricing.
For landlords, the schedule is served on the tenant in accordance with the Dilapidations Protocol. For tenants responding to a claim, the surveyor prepares a Scott Schedule — a point-by-point response accepting, rejecting, or counter-proposing each item.
Negotiations between the respective surveyors then follow. The majority of dilapidations disputes are resolved through negotiation without the need for court proceedings. Where agreement cannot be reached, alternative dispute resolution — mediation or expert determination — is typically the next step.
Survey fees depend on the size and complexity of the property. For a standard commercial unit — a small office, retail unit, or industrial premises — fees typically range from £1,500 to £5,000 plus VAT. Larger, more complex buildings, multi-tenanted properties, or premises with extensive mechanical and electrical services will cost more. The fee covers the inspection, lease review, schedule preparation, and initial negotiation with the other party's surveyor.
It is worth noting that the cost of a professional dilapidations survey is routinely recovered as part of the claim for landlords and is a fraction of the potential liability for tenants. A well-prepared survey on either side pays for itself many times over.
Dilapidations is a specialist discipline. The surveyor you appoint should be RICS-qualified, experienced in commercial dilapidations, and capable of acting as an expert witness if the matter escalates. Key qualities to look for include demonstrable experience with properties of a similar type and size, a thorough understanding of lease interpretation, familiarity with the Dilapidations Protocol, and the commercial judgement to negotiate a realistic settlement.
Bemerton Consulting's team of RICS Chartered Building Surveyors has extensive experience in dilapidations for both landlords and tenants across Liverpool and the North West. View our full range of building surveying services or contact our team to discuss your requirements.
A dilapidations survey is a detailed inspection of a commercial property carried out by a RICS Chartered Building Surveyor to assess the property's condition against the tenant's repairing, decorating, and reinstatement obligations under the lease. It forms the basis of a dilapidations claim or defence.
The on-site inspection typically takes between half a day and two days depending on the property's size and complexity. The full process — including lease review, schedule preparation, and costing — usually takes two to four weeks from instruction to delivery.
Yes. If you have received a dilapidations claim, appointing your own surveyor to carry out an independent survey is essential. Without one, you have no professional basis for challenging items that may be overstated or outside your lease obligations. A pre-termination survey is also advisable to understand and manage your exposure before the lease ends.
A building survey assesses the general condition of a property for a prospective purchaser or owner. A dilapidations survey specifically measures the property's condition against the obligations in a commercial lease. Every finding in a dilapidations survey is tied to a lease covenant — it is a legal and technical assessment, not a general condition report.
Yes, and this is often the most cost-effective approach for tenants. Carrying out repairs directly is typically cheaper than the landlord's contractor pricing included in a dilapidations claim. A pre-termination survey helps identify the most impactful repairs to prioritise.
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