A site description, also known as a 'state of finding', is a comprehensive record of the actual condition of a property at the time. This document lists all sorts of features and details of the property. It often includes photographs for clarification.
A site plan is usually done at the start or termination of a lease. In this blog, we would like to explain to you the importance of this document and what you should consider.
Who may conduct a placeholder survey?
Both the tenant and the landlord may draw up their own surveys, but it is also possible to hire an expert. In that case, the tenant and the landlord will each bear half of the costs. It is also possible for both parties to be accompanied by their own expert. The costs of this will then be at their own expense.
What should you consider?
A site plan may be drawn up during the period when the property is not in use. It may also be done during the first month of letting. In this case, there is a lease with a term of at least one year. This written determination should be attached to the lease.
The presence of both parties is always desired if possible. If one or both parties cannot be present, a mandate can also be used. After the drafting, the two parties can still pass on any comments to the place describer, which can then be added in the final place description. The intention is that the tenant should leave the property in the condition it was in during the place description.
Why are place descriptions important?
A site description is very important to protect both parties. This way, the site description ensures that the condition of the property at the beginning of the lease can be compared with the condition at the end. This way, any damages can be determined.
Thanks to this detailed document, many misunderstandings can be avoided.
What if a party does not agree to the place description?
Have you drafted the placeholder document yourselves? Then either party can refuse to sign the document. You may always consult to make changes or appoint an expert.
Does an expert draw up the place description, but you doubt his independence? Then you can suggest a new expert. You may also forward a list of comments to the expert, for example. These comments should then be incorporated into the topographical description. Does this not happen? Then you can ask a justice of the peace to appoint a new expert.
In a nutshell
Always make sure you are sure of the expert who comes to make the determination, that way you avoid discussions or problems. In addition, it is also important that both parties are present when it is prepared so that you can pass on any comments.
Therefore, pay particular attention to ensuring that the document is drafted correctly so that misunderstandings can be avoided at the end of the lease.
