Identify the installation and decision-maker
Confirm the site, the installation included and who can agree access and isolation. Tell us whether tenants, other departments or separate contractors control any areas. A clear point of contact helps avoid an inspection being delayed by missing keys, permissions or information.
Share the building information
Provide the previous EICR, distribution-board schedules, drawings and outstanding findings if available. Explain any recent alterations and areas where records may no longer reflect the installation. Identify emergency lighting or other systems that need a separate scope rather than assuming they form part of the same visit.
List equipment that needs coordination
Tell us about servers, refrigeration, access control, production equipment and any other systems whose interruption needs planning. Explain who is responsible for shutdown and restart arrangements. Do not assume an occupied-building inspection can be completed without interruption: discuss the testing and isolation requirements first.
Agree the visit and communication
Set out opening hours, restricted areas, induction requirements and the people who need advance notice. Confirm access to plant rooms and distribution equipment. Where a building is shared, agree who will communicate the arrangements to the other occupants. Timing and the proposed work should be agreed before booking.
Plan the follow-up
After the inspection, review the findings and any access limitations. Remedial work should have its own agreed proposal and arrangements. Keep the report, follow-up documentation and outstanding tasks in a place your facilities or property team can use for the next inspection or maintenance visit.