Identify the occupied unit
Set out the floors, rooms or unit included in the instruction and the building’s use. Explain any accommodation or neighbouring premises within the same address.
Describe shared systems
Central heating, cooling, ventilation and other plant can cross tenancy boundaries. Share available plans and equipment information, including who controls access to the relevant areas.
Agree the output
A non-domestic energy certificate is not a complete operational energy audit. If the project also needs wider analysis or design, describe that separately so the scope is priced on its actual purpose.
A short preparation list
- Provide the premises’ use and approximate floor area.
- Mark the relevant unit or floors on available plans.
- Identify building-services information and shared plant.
- Confirm who can authorise access to the agreed spaces.
Share what is available and explain anything that cannot be accessed safely. Leave equipment covers, gas fittings and unsafe spaces untouched.
Before the instruction is agreed
Check that the full address, work and expected output match the property. Say whether the assessment concerns one unit, several dwellings or a shared system. A previous report can be useful without proving that the new instruction has the same scope.
Keep a note of the questions still to resolve: the evidence needed, professional role, access arrangements and whether follow-up work is separate. Ask the team to explain a gap before attendance rather than relying on an assumption.
Put the next step in the right place
Use the service brief for the included output and exclusions. Use the booking or quotation form for the property details. Keep the eventual assessment with the address records; this guide is preparation material rather than a report on the building.