Bring the right building details.

Use one worksheet for each building. Complete what you know, write “unknown” where appropriate, and keep the supporting records together. This worksheet gathers facts for a professional review; it does not calculate a commercial rebuilding value or recommend an insurance limit.

Prepared by: ____________________ Date: ____________________
Building name or schedule number: ________________________________________
Property address: _____________________________________________________
Purpose of review: ____________________________________________________

1. Building use and responsibility

• Owner or entity name: __________________________________________________
• Your role: owner / landlord / tenant / manager / other: __________________
• Current uses and approximate area of each: ______________________________
• Number of units or tenant suites, if applicable: ________________________
• Vacant areas, planned use changes, or current construction: _____________
• Lease or other document defining restoration responsibilities: __________

Identify mixed uses rather than selecting only the largest one. Gather lease amendments and improvement agreements when available. Do not assume that responsibility for maintenance also establishes responsibility for insurance.

2. Areas and construction

• Building area, units, and measurement definition: _______________________
• Measurement source and date: ___________________________________________
• Area by floor, including identified basements or mezzanines: ____________
• Number of stories and relevant ceiling or clear heights: _______________
• Frame, walls, floors, roof covering, and roof structure: ________________
• Year built and dates of major additions or alterations: ________________
• Separate buildings, canopies, or parking structures: ____________________

Compare the area on plans, property records, and insurance documents. List disagreements for the estimator to resolve. Mark whether ancillary spaces are included in the main total, so they are not counted twice.

3. Systems, improvements, and ownership

• Heating, cooling, electrical, plumbing, and fire-protection systems: _____
• Elevators, generators, pumps, refrigeration, or specialty ventilation: ___
• Equipment capacities or available specifications: ______________________
• Tenant improvements and who owns or must restore each: __________________
• Movable equipment, inventory, and property of others recorded separately: _

Photograph identifying plates when safe and permitted. Keep equipment purchase costs separate from installation and supporting work. Note which system serves the whole building and which serves an individual suite.

4. Reconstruction scope and conditions

• Complete rebuilding, partial repair, or another assignment: _____________
• Demolition, debris handling, and temporary protection assumptions: ______
• Access, staging, neighboring properties, or occupied-area constraints: __
• Known code questions and professional or official advice obtained: ______
• Suspected conditions requiring investigation: __________________________
• Owner-selected upgrades to show separately: ____________________________

Distinguish documented conditions from possible scenarios. Ask the estimator to identify included fees, overhead, taxes, escalation, and contingency. Avoid adding an allowance a second time when it is already built into another cost.

5. Documents for an insurance discussion

• Current declarations, building schedule, and relevant endorsements: _____
• Most recent valuation, its scope, date, and cost-data source: ___________
• Replacement-cost or actual-cash-value provisions to confirm: ___________
• Questions about deductibles, sublimits, or coinsurance: _________________
• Separate business-income records and recovery timeline: ________________

Coverage depends on the contract and circumstances. Record the insurance professional’s answers separately from the estimator’s construction assumptions. See the commercial reconstruction guide for context.

Suggested attachments: a labeled site plan, floor plans, exterior and interior photographs, an equipment schedule, recent alteration records, and the prior valuation. Provide only documents relevant to the assignment. Keep financial statements and confidential tenant records in the appropriate secure review process instead of including them in a general property inquiry.

6. Open questions and follow-up

Question / person responsible / due date:
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________

Keep a dated copy with its evidence. Update after significant alterations or changes in use, and revisit unresolved items at your next review. You can request help with the next step; an inquiry does not bind coverage or produce a completed valuation.