“The roof was replaced recently” can be useful information. It is not the same as a surveyor identifying the covering, inspecting its visible condition and reviewing a dated invoice. If those separate pieces of evidence are merged into one confident sentence, the report can say more than the inspection established.
When handing a Level 2 report to an external writer, label information by source as carefully as you label rooms and elevations. The aim is to preserve the difference between what someone said, what a document records and what the inspecting surveyor observed and concluded.
Does the seller get a copy of the survey?
For a buyer-commissioned Level 2 survey, the seller does not automatically receive a copy from the inspecting surveyor. The report is prepared for the instructing client. Before sharing it or discussing findings with a seller or agent, the surveyor should establish the client’s consent and any other applicable basis for disclosure, and follow the agreed terms. A seller-commissioned survey or a Scottish Home Report has a different purpose and should not be treated as the same arrangement.
The RICS vendor liaison guidance explains the surveyor’s primary duty to the buyer. Its discussion of sharing survey findings also highlights confidentiality and client consent. Receiving information from the seller does not itself authorise disclosure of the buyer’s report.
For an outsourced draft, instructions about recipients and any authorised disclosure should come from the instructing surveyor. The Survey Edit deals with the surveyor or authorised team; it does not send the final report to sellers, agents or clients. See our outsourced Level 2 report drafting service for the handover and review process.
Record the statement and who made it
RICS’ vendor liaison checklist recommends keeping a clear record of information offered by the seller or occupier. RICS describes that checklist as supporting information rather than mandatory or prescriptive guidance.
A drafting note should identify the source, the date and the substance of the statement. “Seller advised at inspection that the rear roof was renewed in 2022; no supporting invoice supplied to us” gives a writer a much clearer starting point than “new rear roof”. Keep the statement attached to the correct roof area or element.
Use the same approach for information relayed by an agent or included in correspondence. Do not convert an approximate date into an exact one, or silently change “repaired” to “replaced”. These distinctions can matter to the reader.
Keep three types of information separate
| Source type | What to record | What not to imply |
|---|---|---|
| Reported information | Who supplied the statement, when and which element it concerns. | That the surveyor independently verified it. |
| Supplied document | Document title, date, property or element reference and what the surveyor has actually reviewed. | That the document proves every aspect of present condition or compliance. |
| Inspection finding | The surveyor’s located observation, limitations, assessment and intended advice. | That hidden areas were examined or tests completed when they were not. |
These labels are an optional handover method, not a prescribed report format. The final report should use the practice’s agreed template and make the status of material information understandable without reproducing the entire internal register.
A document is evidence of what it actually records
An invoice, guarantee and completion certificate serve different purposes. Record the document accurately instead of grouping them all under “paperwork available”. Identify whether the full document was supplied or only an extract, and whether the inspecting surveyor has reviewed it.
A writer should not decide that a guarantee is valid or transferable merely because a file is present. Nor should they write that an installation complies with all relevant requirements from a seller’s assurance alone. Any conclusions and recommendations about the supplied material need the inspecting surveyor’s instructions and, where appropriate, input from the relevant adviser.
If the notes say a document is to be obtained, preserve that as an outstanding enquiry. Do not describe it elsewhere in the report as already seen.
Do not let reported history replace current findings
A reported repair may explain the history, but the draft still needs the surveyor’s recorded account of current visible condition and any inspection restriction. An old repair date is not a present-condition assessment. Equally, a lack of paperwork is not by itself proof that the physical work is defective.
Consider a fictional handover note: the seller reports a previous leak was repaired, while the surveyor records remaining staining. The writer should not choose between “active leak” and “historic stain” unless the surveyor’s assessment supports that choice. Carry through the observation, the attributed history and the supplied advice without inventing a diagnosis.
Flag conflicts rather than reconcile them by guesswork
If dates or descriptions differ between the seller’s account, documents and inspection notes, put the discrepancy on the query list. State the competing information precisely. The inspecting surveyor decides what can be established, whether clarification is needed and how the uncertainty should affect the report.
For example, two different installation dates may refer to separate items rather than an error. Ask before rewriting the history. Our guide to carrying buyer concerns into a drafting brief shows how a question register can keep outstanding matters visible.
Check attribution during final review
Look for words such as “confirmed”, “approved”, “renewed” and “certified”. Ask what supports each statement and whether that support appears in the inspection record or reviewed documents. Check that the summary does not present a reported fact more confidently than the detailed section.
Use your normal pre-issue review and keep the controlled version up to date when new evidence arrives. A clearer source label helps the writer, but it does not remove the surveyor’s responsibility to assess the information and approve the final wording.
Give the writer a source-aware inspection pack
The Survey Edit prepares Level 2 report drafts using the notes, photographs, template and instructions supplied by professional surveyors. Include attributed statements and identify the documents reviewed alongside your own observations. You retain the professional judgement and review, amend, approve and issue the final report.
See what makes a useful inspection pack, read about our Level 2 drafting service or enquire about your next report.
You inspect. We write.