Describe normal activity
Prepare a short description of what happens in the building, who uses it and when. Include arrangements outside normal office hours. Tell the assessor about contractors, visitors and any changes that are planned, so the discussion reflects more than the conditions on the day of the visit.
Make records easy to find
Collect the previous assessment, action updates, available plans and relevant maintenance records. If a document is missing, say so. Do not create a retrospective record that suggests a check happened when you cannot establish that it did.
Arrange sensible access
Find out which areas the assessor expects to inspect. Make arrangements with other occupiers or the building manager where necessary. If access cannot be provided, discuss how this will affect the report rather than assuming the missing area is unimportant.
Have the right conversation
A person who knows how the premises operate should be available to answer questions. Explain any difficulties staff have reported and actions that remain unresolved. An assessment is more useful when the assessor can understand practical problems rather than seeing only a tidy reception area.
Plan for the handover
Agree who will receive the report, who will review the findings and how questions will be answered. Reserve time after delivery to allocate work. Preparing for the visit should include preparing to act on the results, not simply arranging a date in the diary.
Source links checked: 16 October 2026. Practical examples and commissioning questions are editorial explanations.