By Antoine Thompson · President and Commercial Inspector
Roof records to request
- Installation date and roof system type, if documented
- Warranty terms and any transfer requirements
- Leak logs, repair invoices, and previous roof evaluations
- Drainage maintenance records and any recurring ponding concerns
Parking lot and paving records to request
- Dates and scope of resurfacing or replacement
- Repair history for potholes, cracking, settlement, and drainage
- Available pavement or drainage assessments
- Responsibility for paving and site maintenance under leases
HVAC records to request
- Equipment inventory with model and serial information
- Service agreements and preventive-maintenance records
- Repair and replacement invoices
- Known comfort complaints and recurring equipment issues
- Which equipment belongs to the owner and which belongs to tenants
What if records are missing?
Missing records do not prove a system has failed, but they leave uncertainty. Tell your inspector what is available, ask which conditions can be observed, and obtain specialist evaluations where necessary. Actual repair costs depend on the building, access, system, and proposed work—not a generic price per property.
Use the checklist for annual planning
Keep invoices and completed-repair records with your inspection report. Annual property maintenance inspections can document visible changes and help update priorities, but do not replace HVAC servicing, roof contractor work, or required safety inspections.
Scope note: Our inspections are visual, non-invasive assessments of readily accessible systems and components. They do not replace the advice of licensed engineers, attorneys, environmental consultants, or other specialists where needed.