Commercial premises owners and managers will be familiar with the need to welcome buildings inspectors on a regular basis to adhere to safety quality standards and ensure the wellbeing of staff, residents, visitors, contractors and anyone else who uses the property. These visits can provide a wealth of helpful information and guidance for keeping on top of essential repairs and maintenance. However, they can also be stressful if you are not fully prepared for them.
Here are some helpful ways to smooth the process and advice for providing what the inspectors need to carry out their audit and support you in keeping your premises and facilities safe and sound for a long time to come.
Prepare to succeed
As with any important project or task, the more you prepare in advance, the easier you will find it, and the smoother things are likely to go. Start by making sure you understand exactly what the building inspector is going to need and what the visit will cover. Commonly, this will include plumbing, electrical systems, insulation, structural integrity of the building, fire safety measures and energy efficiency ratings. You will also need to show where major repairs have taken place and know about all relevant local authority guidelines. Look online for examples of building inspection checklists and adapt to suit your premises. Look back on old reports to see what was covered before and where measures had to be taken to upgrade areas of the building.
Be proactive
Do not wait until the buildings inspectors are knocking on your door to arrange a visit. Book one well in advance with your relevant building control body or building inspection specialist. Inspectors can often get booked up for ages, so
Scheduling a visit in sooner rather than later allows plenty of time to prepare without having to worry about securing a slot at short notice further down the line. Use the time between booking and the day of the visit to gather paperwork, get any repairs or upgrades done and generally getting the premises into the best possible shape ahead of it coming under scrutiny. This may represent more work in the short term, but it will make the inspection itself pass far more smoothly and quickly.
Be your own buildings inspector
This doesn’t mean doing away with a visit from the professionals; however, carrying out your own, pre-visit check will help you identify and fill any gaps before an inspector is obliged to report them to the authorities. Make a plan of your premises and arrange a day or two to walk round and check off each item on your inspection checklist. Focus on key safety areas, such as load-bearing walls, beams and foundations; fire doors, smoke alarms and escape routes; energy efficiency measures and insulation. Check that all paperwork is up to date and easily retrievable, either digitally or in hard copy. This includes previous inspection reports, updates and certificates.
Get ready for inspection day
As soon as you know the date of your building inspection visit, make sure all relevant people know too. This could include onsite staff, contractors and visitors. Plan for all areas that the inspectors need to visit to be clear of obstructions and easy to access. Know where any keys are and have a list of access codes available, along with PPE and ladders/safety equipment for reaching cellars, rooftops and other outdoor areas, just in case. Arrange for those who need to interact with the inspector during the visit to be on site and not away on holiday or on an external appointment elsewhere. This is especially important for people with technical knowledge that could help inform the inspector’s questions.
Follow-up and feedback
After the inspector has been and gone, keep a list of issues raised and address them promptly. Keep all paperwork related to repairs and upgrades, as you may need to produce it in a follow-up to this inspection, or show it at a future visit. Share findings with the wider team, as this could help people better understand the need for ongoing compliance with building regulations and other important safety legislation. Keep in touch with the building inspector and share your follow-up actions with them so that they know you are taking the process seriously and will be willing to support your future plans.
