Describe the property and inspection scope. Makeform creates a structured building condition survey with element checks, defect records, photographs, ratings, and recommended actions.
Send inspection records to Slack, Google Sheets, and Zapier.
Sample prompts for the builder
Choose a prompt, adapt the scope, or send it to the builder. The structure is an example, not a completed inspection.
Audience
Building surveyors assessing an occupied office
Format
Room-by-room survey with defect register
Prompt size
324 chars
Example survey structure
Room-by-room survey with defect register
Property, surveyor, date, and weather
Floor, room, and building element
Condition and defect severity
Defect description and recommended action
Photographs and supporting files
Suggested routing tags
Urgent defects
Planned repairs
Monitor
Record each defect against a building, floor, room, and element so photographs and repair actions remain traceable after the site visit.
Step 1
Scope
define assets, elements, ratings, and access
Step 2
Inspect
record condition and defects on site
Step 3
Prioritize
assign actions, timescales, and cost bands
Step 4
Follow up
route findings and track later review
Consistent site evidence
A structured survey connects each observation to its element, location, rating, action, and image.
Use consistent building, floor, zone, room, and element choices so records remain filterable.
Keep the observation, extent, severity, suspected cause, action, and priority together.
Place uploads beside the defect, with a reference or caption identifying the image.
Adapt the inspection scope
Edit the nearest starting point with your element lists, ratings, repair horizons, and reviewers.
Organize observations by floor, room, envelope, finishes, plant, and external works.
Separate block-wide issues from defects tied to an entrance, level, or access point.
Add access constraints, disruption notes, and facilities review routing.
Use shared ratings and cost bands across properties and planned years.
Inspection workflow
Set the structure and ratings, test the inspection route, then publish the form.
Provide the building type, included areas, inspection depth, ratings, disciplines, and exclusions.
Add your element hierarchy and show defect fields when an element falls below the baseline.
Test a room and elevation, including repeat defects, uploads, and unavailable areas.
Share the form and route submissions for technical review and maintenance planning.
Form vs document vs notebook
The form structures field observations; a surveyor still reviews and presents the findings.
Field guide
These six sections keep factual observations separate from ratings, recommendations, and approvals.
Property and scope
Identify the asset, visit, included areas, and inspection context before recording findings.
Location and element
Use a nested location and element structure so the team can find each issue.
Condition assessment
Define every grade and allow not inspected or not applicable with a reason.
Defect evidence
Separate factual observations from suspected causes and later interpretation.
Priority and action
Capture the proposed action, urgency rationale, dependencies, and required reviewer.
Cost and follow-up
Use explained cost bands and track whether work is approved, scheduled, or completed.
Related tools
Use focused forms for property inspections, progress updates, repair requests, and specialist checklists alongside the broader condition survey.
Create a general property walkthrough for rooms, fixtures, issues, and photographs.
Open toolDocument the starting condition of residential rooms, surfaces, fittings, and appliances.
Open toolRoute an identified defect into a repair request with location, description, urgency, and attachments.
Open toolRecord completed work, site constraints, photographs, delays, and next activities during a project.
Open toolBuild a focused inspection for workplace hazards, observations, controls, owners, and due dates.
Open toolCheck storage areas, access routes, equipment zones, housekeeping, and facility conditions.
Open toolFAQ
Practical answers for surveyors, asset managers, and facilities teams setting up structured inspection capture.
It records the observed state of a property and its elements, including inspected areas, ratings, defects, photographs, priorities, and limitations. The form captures evidence; the assigned reviewer interprets findings and prepares the required report.
Include property and visit details, location, element, material, rating, factual defect, extent, photos, suspected cause, action, priority, timescale, discipline, and cost band. Add not inspected and not applicable choices with reasons.
Yes. Let inspectors add separate defects while retaining the room and element context. Individual records are easier to assign, filter, photograph, review, and close than one paragraph containing unrelated issues.
Yes. Put file uploads beside each defect and request a caption, direction, location, and reference. Overview images can establish context before close-up defect photographs.
Define every grade and priority in the survey. Keep condition, consequence, and repair timing separate, and let surveyors record their rationale and uncertainty.
Yes. Makeform provides unlimited free forms and responses. You can generate, edit, publish, and collect submissions without a response cap; the paid tier removes the Makeform badge.
Yes. Use consistent elements and ratings, plus property, block, and asset identifiers. Retain an other option for unusual construction and record access limits at each site.
No. It is a data-capture form, not an opinion, valuation, certification, or completed report. The assigned professional remains responsible for scope, interpretation, recommendations, costs, and the final deliverable.
Give every defect a location, rating, and next step.
