Site Survey & Logistics Template
For Use on Garden Surveys
The following notes are intended for use by Designers, Contractors and Consultants when
tendering for projects, both domestic and commercial. The format is progressive, and therefore
some of the information indicated in the survey questionnaire will not be relevant to all schemes.
Similarly, there will be occasions that you may identify, that require you to add more
information than shown. Such is the nature of a template – it is purely intended as a guide,
forming only a part of your tender documentation. You may even add more headings as you
identify them during your own experiences.
In all instances however, it is essential to record as much information as possible, discovered
at the time of your visit. This document may form part of your quotation, as it is the basis upon
which you have quoted. A copy should be placed in the client file at the office, for reference
in case of any queries that may arise in the future.
Establishing The Client and Site Details
Name of Client (This may not be the property owner or person issuing instructions, but is the
person nominated by the owner for the purpose of this survey).
Address of the Property subject to this survey. Include post code and any other relevant
information clearly showing the property and area/s to which this survey relates to.
Names and Addresses of Owners and Clients if different from those previously shown.
Date of Enquiry, plus details of person making the enquiry. Also record any third party
involvement/recommendations.
Date of Site Visit.
Weather and Site Conditions noted at the time of such visit.
Identifying Number of the Scheme or part thereof. This reference number should be unique
to that particular site and quotation, especially if other works may arise from the same source
to avoid any confusion.
Notes Prior to Setting Foot on Site
Width of access roads/parking problems/overhead cables/turning problems/schools or
hospitals/any other potential hazards or threats to the smooth running of your intended works
NEVER IGNORE ALARMS BELLS OF ANY KIND! – NEVER ASSUME, ALWAYS ASCERTAIN!
Arriving on Site
Width of access into site.
Parking – On Road/Off Road? Parking permits required? Time restrictions.
Turning difficulties or height issues ref. crane offload etc.
Overhead cables or obstructions.
Condition of roadside fences/walls/gates (including neighbours if appropriate).
Condition of driveway. Drive surface material.
Condition and weight bearing of man-hole or other covers.
(As in all surveying matters, ensure you take plenty of time dated photographs of each area,
especially noting any existing damage.)
Buildings
Overall impression – Tidy, well maintained?
Damp proof courses – Visible, 150mm above ground? Condition?
Air Bricks – Clean, clear, dry?
Gutters and downpipes – Clean, unbroken, secure? Discharging properly?
Windows and doors – Chipped glass or paintwork? General condition?
Brickwork/stonework/rendering – Signs of movement or damage?
Taps – Number and location. Condition of pipework? Water pressure? Permission to use?
Power points – Voltage limitation, circuit breakers? Permission to use?
Asbestos – Present/Likely?
Site in General
Oil tanks? Location? Condition? Any signs of leakage/spillage? Emergency cut off? Pipe
run? Bunded? Locked?
Gas inc Propane tanks – Pipe runs likely? Emergency cut off location?
Trees – Sizes and types. Surface roots? Location issues? Shade problems? Leaf drop issues
re. gutters and pools etc? Overhanging branches? Damaged branches or trunks? Condition/
health?
Manhole covers (inc BT etc.) – Location and numbers. Depth of drainrun if applicable ref
damage by vehicles/weight/vibration. Condition of covers and drains. Cesspits?
Swimming Pools – General condition. Paving condition inc. sinkage/movement. Soft areas
nearby? Backwash outfall? Size of pool? Gallonage? (Ditto reference also fishponds and
swimming ponds.)
Water runoff site – Location and instructions ref. water disposal/pool emptying.
Fences and walls – Condition and type/s. Neighbour issues likely? Overhanging branches or
encroachments on to clients curtilage?
Hedges – Type and size? Width, height and length? Bulking issues if reducing/cutting.
Arisings left on site or remove off site?
Soil type – Depth of topsoil? Soil analysis undertaken – results? Bulking factor issues? Spread
on site or remove off site? Weed seed, pernicious weeds or root contamination requiring
removal off site? Special transport/licenses needed? Shrinkage or heave problems identified?
Site Grounds – Soft areas requiring ground boards? Water run off? Drainage problems?
Existing Rubbish on site – Amount? Client to remove? License needed for disposal? Asbestos
or other hazardous material?
Japanese Knot Weed – Present/Likely?
Storage Areas – Dry cover? Access to store for delivery lorries? Area available?
Dangerous/poisonous plants? – Dangerous/poisonous creatures e.g. adder territory?
Dogs or other pets?
Children – Protection and isolation required?
Preliminaries/Costs
(These items will form part of any quotation, shown as Prelims, with separate costs shown
against each.)
Site Office inc temporary telephone and First Aid/Eye Washing Station.
Toilet Hire (Access, siting etc out of view?).
Scaffolding inc. weather cover for works areas plus low lift work e.g. walling projects.
Ground Boards for traversing site. Transport to from site. Hire charges?
Protection of areas/trees/tree roots/shrubs/windows/driveways etc.
Licences and Special Insurances likely?
Removal of rubbish from site (volume to be assessed and agreed beforehand if impossible
to evaluate) Skip hire or grab lorries?).
Site dewatering, temporary measures inc pumping equipment.
Specific Hire Charges e.g. Traffic Lights. Skip licences. Asbestos on site?
Banksmen – additional labour costs.
Road sweeping or tidying of works external to site (during works or end of project) Regular
periods/times to be agreed in writing.
Permission/licence to cross neighbouring land?
Costs of setting up works (1) and Site clearance/final tidy (2).
Construction (Design Management) Regs. 2015 Principle Designer/Contractor Agreed?
Notes
Clients comments ref. timing/problem neighbours/quiet times/restrictions on access or
working times/smoking/noise/radios etc.
IMPORTANT!
Clients comments regarding specific instructions and uses for the garden, i.e. non-slip,
pet friendly planting, sound/noise effects etc. – anything that could be challenged after the
project is completed.
Any existing plans or drawings available (do not accept responsibility beyond checking
them as a guide only). Ensure in writing that you do not accept them as being accurate.
Drainage and underground service plans. (Power, CCTV, Animal security, Fibre Optics etc.)
Have the clients accepted all products, and agreed on all materials? Requirement for Site
Products Library? Have they seen and accepted their colours, both wet and dry? Have they
given written confirmation of approval?
DOUBLE CHECK EVERYTHING BEFORE LEAVING SITE.
THIS DOCUMENT WILL SAVE YOU A GREAT DEAL OF TIME AND AVOID ANY
MISUNDERSTANDING IN THE FUTURE. IT SHOULD FORM PART OF THE
TENDER DOCUMENTS, BE TIME DATED AND RECORDED AS SUCH.
