Which Property-Related Documents Do Inspectors Review, and Why Are They Important?
When you hear about a property inspection, you picture someone walking around a building with a flashlight, checking for leaks, damages, testing outlets, and snapping a few pictures. Is that the whole job?
The commercial property inspectors don’t just look at the property’s physical structure; they also review various property-related documents. Reviewing these documents is as important as the visual inspection itself.
Why are Property-Related Documents Important
Property-related documents are like the backstory of the building. They reveal what has happened over time, who has done what. Whether the property is up to code, properly maintained, or riddled with red flags.
For a commercial property inspector, these records:
- Help to verify compliance with local laws and safety codes
- Expose hidden risks like open permits or zoning issues
- Confirm routine maintenance or lack of it
- Assist in calculating long-term repair and operating costs
- Protect the buyer or investor from making uninformed decisions
Simply put, documents tell the full story, and no inspection is complete without reviewing them.
Documents Commercial Property Inspector Checks
The following are the documents that a professional commercial property inspector asks for:
Title Deeds and Ownership History
The title deed confirms who legally owns the property. A commercial property inspector doesn’t need to verify ownership, but reviewing this document helps to ensure that there are no disputes over boundaries and the property has clear access and legal rights.
This is especially important for larger properties or multi-tenant buildings, where land use and ownership lines can be complex.
Zoning and Land Use Record
Commercial buildings must comply with local zoning regulations that dictate what type of business activities are allowed. A commercial property inspector will review zoning classifications or land use restrictions.
If you’re buying or leasing property for a restaurant and it’s zoned for office space only, you’ve got a problem. Zoning issues can delay permits, cost you thousands, or even void your business license.
Building Plans and Architectural Drawings
The commercial Property Inspectors don’t just walk through the walls; they want to understand how those walls were intended to be built. They check for blueprints, structural drawings, and engineering documents. These documents help them to:
- Compare what’s built vs. what was planned
- Spot unpermitted additions or structural changes
- Identify potential design flaws or load-bearing issues
These records can also flag illegal construction, which could put both the structure and your investment at risk.
Certificate of Occupancy
The certificate of occupancy (CO) confirms that the building:
- Was built to code
- Has passed all final inspections
- Is safe for occupancy based on its intended use
If there is no CO, you or your tenants might not be allowed to occupy the space. A missing or expired certificate is a major red flag. The inspector will note it in the report.
Maintenance and Service Records
The commercial buildings that are well-maintained and have:
- HVAC service logs
- Elevator inspections
- Roof maintenance reports
- Plumbing system repairs
- Fire system service checks
All these documents provide a timeline of care. They can tell whether the building has been lovingly maintained or completely neglected.
Warranties and Guarantees
A commercial property inspector will review any transferable warranties associated with:
- Roof systems
- HVAC equipment
- Elevators and mechanical systems
- Fire alarms or a sprinkler system
These documents can save buyers thousands if repairs or replacements are needed. Inspectors may also check whether warranties were voided by poor maintenance or improper installation.
Environmental Reports
Especially in older commercial properties or former industrial sites, environmental documentation is crucial. The inspectors may ask to review
- Phase I or Phase II Environmental Site Assessments
- Asbestos or lead paint surveys
- Mold or radon testing reports
- Soil contamination records
Environmental issues can affect a deal or lead to legal actions down the road. These reports help protect the buyer and ensure the property complies with health and environmental regulations.
Past Inspection Reports
If the building was inspected before, whether for insurance, leasing, or sales, it’s helpful for the inspector to review those records. This provides:
- Historical context
- A timeline of recurring issues
- Verification that previous problems were addressed
It’s just like having a car’s service history, so you know what you are getting into.
Open Permits and Code Violations
Some buildings look great on the surface but hide open permits or unresolved code violations behind the scenes. The commercial property inspectors often work with the owner or real estate team to request:
- A list of open building permits
- Documentation of violation corrections
- Municipal sign-offs
Ignoring these documents could lead to fines, renovation delays, or legal complications.
Utility and Energy Bills
This one can surprise you. Energy and water bills can tell an inspector and the buyer a lot about:
- System efficiency
- Potential energy losses
- Equipment that may be nearing the end of its life
For example, if the HVAC unit is consuming more energy than similar buildings, the inspector may note that the system is failing or just outdated.
Don’t Overlook What’s on Paper
Looking at the walls, roofs, flooring, etc, is easy, but in commercial real estate, property-related documents tell the deeper story. They validate what’s been done, what’s working, and what needs attention.
If you have queries related to the important documents of your commercial building, you can seek help from the professionals at Elite Commercial Inspections.
You can get a commercial inspection to evaluate the condition of your building and ensure that all required documents are available.
