A commercial inspection begins before anyone walks the roof, opens a mechanical-room door, or photographs a building concern. The information and access arranged beforehand help the inspection answer the questions that matter to the buyer.

If you are buying an office, retail building, warehouse, or apartment property, start gathering the following seven items while your inspection scope is being discussed. Brokers and property managers can use the same list to coordinate with the seller. Request what is available, identify what is missing, and share it early.

1. A clear picture of what is included in the property

Ask for a site plan or floor plan showing the buildings, suites, detached structures, and shared areas. Confirm the approximate building area, current use, number of units, and which spaces are occupied.

Then compare that information with the property you expect to have inspected. An office listing may include a detached storage building; a retail purchase may involve shared parking or equipment serving more than one tenant. Identifying these details helps you and the inspector define the assignment before inspection day. Make a simple list of included buildings and flag any uncertain boundaries.

2. Roof, leak, and major repair history

Ask for available roof installation records, repair invoices, warranties, and information about past leaks. Request the location of each reported problem and what work was completed. A date and a marked location are more useful than a general statement that the roof was repaired.

For example, if the seller reports a repaired leak above a rear office, provide that location before the visit. The inspector can consider it alongside visible conditions within the agreed scope. Paperwork provides context; it does not establish that a repair is performing properly today. Ask the contractor or warranty provider about any warranty-transfer requirements.

3. Equipment information and maintenance records

Request an equipment list identifying major heating and cooling systems and any other equipment included in the assignment. Available installation dates, service agreements, recent repair records, and recurring service issues can help organize follow-up questions.

For a multi-tenant property, ask which system serves each space and who maintains it. An equipment list becomes much more useful when it identifies the tenant area served. Keep routine maintenance, a repair, and replacement separate in your notes. ENERGY STAR's commercial-building guidance emphasizes regular equipment maintenance; a recent service visit should not be treated as a substitute for understanding the equipment's observed condition.

4. Previous reports, permits, and unresolved items

Request available prior building reports, relevant permits, occupancy documentation, and written notices about unresolved property conditions. Ask whether recommendations from earlier reports were addressed and whether supporting repair records are available.

Treat older reports as background for the current evaluation. Conditions and access may have changed since they were prepared. Environmental work also has a separate purpose: a building inspection does not replace a Phase I environmental site assessment. EPA describes All Appropriate Inquiries as evaluating environmental conditions and potential contamination liability. Share any existing environmental studies with the appropriate professional and confirm the environmental scope separately.

5. Information about shared systems and maintenance responsibilities

Ask the seller or property manager to identify systems shared between tenants or neighboring properties, along with available maintenance agreements and relevant lease provisions. A single roof, parking area, or HVAC system can serve several spaces.

This helps establish what the inspection should document and who may need to provide access or records. Have your attorney interpret lease obligations and ownership responsibilities. The inspector's role is to report building conditions within the engagement; the label 'triple net' alone does not answer every question about who must repair or replace a component.

6. A workable access plan

Confirm who will provide keys, escorts, tenant coordination, and entry to the spaces included in the proposal. Discuss occupied suites, locked utility rooms, roof-access arrangements, storage areas, and any restrictions on photography or operating hours.

Ask the seller to coordinate utility availability and clear access to the agreed inspection areas in advance. Let the inspector determine safe access and operation methods. Buyers and tenants should not open electrical equipment, climb onto roofs, or reactivate disconnected systems themselves. If an area cannot be accessed, ask how the limitation will be documented and whether a later visit would require a separate arrangement.

7. A knowledgeable contact for building questions

Ask for a person familiar with the property's day-to-day operation to be available for questions. This may be the owner, facility manager, maintenance supervisor, or another person who knows the building's history.

Useful questions include: Where have leaks occurred? Which systems generate repeat service calls? Are there rooms that are difficult to heat or cool? What work is planned but unfinished? Ask for specific locations and dates when possible. A knowledgeable contact can explain details that a marketing brochure or equipment list will not show.

Before you book: confirm your reporting needs

Tell the inspector your due diligence deadline, the decisions you need to make, and any lender instructions. Ask the lender what it requires rather than assuming every commercial inspection report will meet its needs.

A commercial building inspection and a Property Condition Assessment can involve different agreed deliverables. If you need repair-cost opinions, reserve planning, specialist evaluations, or a particular reporting methodology, raise those needs before accepting the proposal.

A short checklist to send your broker

* Identify the buildings, units, and shared areas included in the purchase.

* Request available roof, repair, equipment, and prior-report records.

* Flag missing information and unresolved property concerns.

* Confirm tenant coordination, utilities, keys, and safe access arrangements.

* Name a knowledgeable building contact and share the report deadline.

You do not need a perfect records package to start the conversation. Tell the inspector what is available and what is not. The aim is a clear scope, fewer avoidable access problems, and a report that supports your next questions about the property.

High Mark Commercial Inspections helps buyers, owners, brokers, and property managers define an inspection scope around the property and the decision ahead. Request a proposal and share the location, approximate size, building use, and deadline.

Cover photo: Kingsland medical office inspection from High Mark's project portfolio.

Before Your Commercial Inspection: 7 Things to Request From the Seller