How to Prepare for a Commercial Property Inspection

When it comes to maintaining or purchasing a commercial property, inspections are essential for identifying potential issues and ensuring the building is compliant with safety and operational standards. Whether you're getting ready for a routine inspection or preparing for a pre-purchase evaluation, knowing how to prepare your building can help make the process smoother and prevent unexpected surprises.

At 1ST Choice Inspection Services, we’ve conducted numerous commercial property inspections and know what it takes to ensure that the building is in the best condition possible before the inspection begins. Here are our top tips for getting your commercial property ready for a professional inspection.

1. Gather and Review Property Documents

One of the first steps in preparing for a commercial property inspection is gathering all the necessary documents. These may include:

• Maintenance records: Detailed records of routine maintenance and repairs on major systems like HVAC, plumbing, electrical, and fire safety equipment.
• Building permits: Permits for renovations, additions, or other structural changes made to the building.
• Inspection reports: Previous inspection reports that can give insight into recurring issues or areas of concern.
• Warranties: For major systems or installations, such as a new roof or HVAC system, that may still be under warranty.

Having these documents readily available allows the inspector to review the building’s history and current condition more thoroughly. It also helps you identify any maintenance that may need to be addressed prior to the inspection.

2. Schedule a Pre-Inspection Walkthrough

Before the official inspection, conduct a walkthrough of the property to identify any potential problem areas. This can help you catch issues early and correct them before the inspector arrives. Focus on:

• Common areas: Check for any visible damage, such as cracks in walls, ceiling leaks, or flooring issues.
• Mechanical systems: Ensure all major systems—such as heating, cooling, and ventilation—are working correctly. If you notice anything out of the ordinary, schedule repairs immediately.
• Plumbing: Inspect sinks, toilets, and pipes for leaks, blockages, or water pressure issues.
• Electrical systems: Make sure all outlets, light switches, and electrical panels are functional and comply with safety standards.

This pre-inspection walkthrough will allow you to address small problems before they turn into larger issues flagged during the formal inspection.

3. Clean and Clear Key Areas

A clean, well-organized building not only makes a better impression but also ensures that the inspector can easily access all areas of the property. Make sure the following areas are clean, clear, and accessible:

• Basements and Attics: Often, important mechanical and structural elements are located in hard-to-reach places like basements or attics. Clear these spaces of clutter to give the inspector easy access.
• Mechanical Rooms: Ensure that HVAC units, water heaters, and other equipment are easily accessible. Remove any unnecessary storage or obstructions from these areas.
• Fire Exits and Hallways: Emergency exits, hallways, and stairwells must be clear of obstacles. Obstructed exits or pathways are not only a safety violation but can also result in fines or failed inspections.
• Roof Access: If the roof is part of the inspection, make sure there is a safe, clear path to roof access points.

By maintaining a clean and organized space, you ensure that the inspector can complete the inspection efficiently and thoroughly.

4. Address Known Issues Before the Inspection

If you’re aware of any issues within the building—whether it’s a small plumbing leak, an overdue HVAC service, or a cracked window—take care of these problems before the inspector arrives. Proactively addressing known concerns can save time during the inspection and demonstrate that you’re committed to maintaining the property.

For example, small leaks or electrical issues that are ignored could result in larger, costlier repairs if left unaddressed. By resolving these issues in advance, you can minimize the number of problems noted on the inspection report and avoid unnecessary delays or expenses.

5. Ensure Fire Safety Systems Are in Working Order

Fire safety is one of the most critical aspects of any commercial property inspection. Ensuring that all fire safety systems are functional and up to code is essential for both passing the inspection and maintaining a safe work environment. Here’s what to check:

• Fire extinguishers: Make sure they are fully charged, properly mounted, and located in easily accessible areas. Each extinguisher should also have a current inspection tag.
• Sprinkler systems: Confirm that your building’s sprinkler system is working correctly and is free from obstructions that could hinder performance.
• Fire alarms: Test all fire alarms and emergency lighting to ensure they are functional. If needed, replace batteries or schedule a service for non-working alarms.
• Emergency exits: All exits should be unobstructed, clearly marked, and in compliance with local fire safety codes.

By confirming that these systems are operational, you not only ensure compliance but also safeguard the safety of everyone in the building.

6. Communicate with Tenants or Occupants

If your commercial property is occupied by tenants or employees, make sure they are aware of the upcoming inspection. Informing tenants ahead of time allows them to make any necessary preparations, such as clearing storage rooms or providing access to areas that may otherwise be locked.

It’s also a good idea to let them know what to expect during the inspection, especially if it involves inspecting common areas, mechanical rooms, or tenant-specific spaces. Clear communication helps avoid disruptions and ensures the inspection proceeds smoothly.

7. Plan for System Testing During the Inspection

During the inspection, the inspector may need to test various building systems, such as HVAC, plumbing, and electrical. This could involve temporarily turning off or adjusting settings on these systems to verify their functionality.

Make sure that the necessary personnel or contractors are available to assist with the inspection, particularly if specialized knowledge or equipment is required to operate or access certain systems. For example, if your HVAC system requires a licensed technician to adjust, it’s helpful to have that person on-site during the inspection.

8. Be Present for the Inspection

While it’s not mandatory, being present for the inspection is highly recommended. This allows you to accompany the inspector and ask questions or get real-time feedback on any areas of concern. If issues are identified, the inspector can often provide advice on next steps, potential repairs, or further evaluations.

Additionally, being on-site ensures that you can provide access to any locked rooms or equipment that the inspector may need to assess. This helps streamline the process and reduces the likelihood of needing to schedule follow-up inspections.

At 1ST Choice Inspection Services, we bring years of experience in conducting thorough commercial property inspections. Our team of licensed professionals understands the unique challenges commercial properties present and works diligently to ensure every aspect of the building is evaluated.

From fire safety and electrical systems to roofing and plumbing, we leave no stone unturned. Our detailed inspection reports provide you with the information you need to make informed decisions about your property, whether you’re preparing for a sale, lease, or routine maintenance.