A request about a job from last spring
A lender asks for a reinspection. The original valuation, done months ago, had a retention for works: perhaps repairs to a roof, or completion of a kitchen and bathroom. The borrower says the work is done and wants the retained funds released. On a new build or self-build, stage inspections follow a similar pattern: a visit at each stage to confirm progress before the next release.
The office has to find the original job, the valuer who did it, what was outstanding, and the photos. The original valuer may be on leave. The original report is in the panel portal. Arranging access starts again from zero.
Why reinspections get muddled
- Reinspection requests arrive separately from the original instruction and are not linked to it.
- The works to be confirmed are described in the original report, which is not in front of the office.
- Original photos are needed for comparison but are not easy to find.
- Access is arranged with the borrower, not an agent, and contact details may have changed.
- Stage inspections on new builds come at unpredictable times, driven by the build.
What the muddle costs
Small fees consuming disproportionate office time. Delays for borrowers waiting for funds, which reflect badly on your practice. Reinspections done without the original context, which makes confirming works harder. And lenders chasing for reports the office did not know were outstanding.
| What the valuer needs | Where it is today | In the tracker |
|---|---|---|
| Original valuation and conditions | Panel portal or archive | Linked to the reinspection |
| Works to confirm | Text in the original report | Checklist created from the conditions |
| Original photos | Somewhere in the job files | Attached for comparison |
| Borrower contact | Original instruction | Carried forward and confirmed |
| Stage history | Separate emails | One timeline per property |
The reinspection tracker we build
- Every valuation with a retention or staged release is marked when completed, with the conditions recorded as a checklist.
- When a reinspection request arrives by portal, email or form, it is matched to the original job by address and reference, with a person confirming the match.
- The office sees the original conditions, valuer and photos, and books the visit, preferring the original valuer where your rules say so.
- The borrower gets a link to confirm access and upload any certificates or invoices the lender requires, before the visit.
- On site, the valuer works through the checklist with the original photos alongside and takes new ones for comparison.
- The outcome is recorded and the report completed in the lender's format, with the job's timeline updated for any further stage.
Whether works are satisfactorily completed is the valuer's professional judgement, and release of funds is the lender's decision. The tracker brings the context to the valuer.
Reinspections that take the time they should
The office matches a request to its original in moments. The valuer arrives knowing exactly what to check, with the original photos to hand. Borrowers can provide documents in advance. Lenders get reports sooner, and the practice keeps a clean history for every property with staged work.
Staged new build inspections become a timeline per plot, which is far easier to manage than a stream of unconnected emails.
Fees for reinspections are easier to track as well. Because each one is linked to its original job and panel, the fee rules for that lender apply automatically, and a reinspection that was done but never invoiced shows up as a gap rather than disappearing.
Do reinspections trip you up?
- Finding the original valuation for a reinspection takes a search.
- Valuers reinspect without the original photos to hand.
- Borrowers send certificates after the visit instead of before.
- Stage inspections on the same property are tracked in separate emails.
- Lenders chase reports the office did not know were due.