Property Condition Assessment

The two tables everything else is scaffolding for

A condition report gets read by somebody deciding whether to buy a building, lend against it, or budget for it. They are looking for two numbers, and every checklist that stops at ticked boxes leaves both of them to be worked out later on a napkin.

Immediate repairs

What has to be spent in year one — a failed system, an unsafe condition, or a component already past the end of its life. On a purchase this is the figure that comes off the price or into the escrow.

Replacement reserve

The annual amount for components that still work but will age out during the hold. Funded over the years the component actually has left — a chiller due in year three of a twelve-year hold has to be funded in three years, not twelve. Anything with more life than the term is outside it: no contribution, and reported in its own section rather than dropped, because a zero with a reason is information.

A component belongs in one table or the other and never both. Counting a roof as an immediate repair and reserving for it is the most common arithmetic error in a condition report, and this tool makes it structurally impossible.

What it will not do

It will not invent a cost. There are no default dollar figures anywhere in this tool, for the same reason the capital plan builder has none: a roof is $8 a square foot in one market and $22 in another, and a number we made up would flow into somebody’s underwriting and be wrong by a factor of three. Rate every system and enter no prices and you still get the useful half of the document — the condition picture and what is owed immediately. The totals say plainly when they understate because a rated system carries no cost.

It will not quietly drop what nobody looked at, either. A locked roof hatch is a fact about the assessment, so it prints in its own section rather than vanishing.

Where it goes next

Everything rated poor is work somebody owes, which is what a punch list is for — the immediate repairs hand straight across. If what you want is not a walk-through but a twenty-year forecast from the year each component went in, that is the capital plan builder, which shares this tool’s component catalogue so the two cannot disagree about what a building is made of. For the tenant-facing move-in and move-out record, see the condition report.

And if what you want is the checklist to walk the building WITH — room by room, ticked as you go, rather than the report that comes out of it — that is the inspection checklist, which has a version preset for commercial and office buildings. The two are meant to be used in that order.