BG 71 2017 Building Services Reports

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By Richard Tudor
A BSRIA Guide
Building Services Reports

www.bsria.co.uk
BG 71/2017
ACKNOWLEDGEMENTS
This guide was authored by Richard Tudor of WSP | Parsons Brinckerhoff

with input from industry representatives.
Particular thanks are due to:

David Bleicher BSRIA
John Sands BSRIA
Nick Cullen Hoare Lea
Daren Bezants Royal Holloway University of London
Bob Swayne The Hampden Consultancy
Every opportunity was taken to incorporate the views of the contributors,

but final editorial control of this document rested with BSRIA.
This guide was designed and produced by Joanna Smith of BSRIA.
The guidance given in this publication is correct to the best of BSRIA’s knowledge. However
BSRIA cannot guarantee that it is free of errors. Material in this publication does not constitute
any warranty, endorsement or guarantee by BSRIA. Risk associated with the use of material from
this publication is assumed entirely by the user.
All rights reserved. No part of this publication may be reproduced, stored in a retrieval system,
or transmitted in any form or by any means electronic or mechanical including photocopying,
recording or otherwise without prior written permission of the publisher.
© BSRIA May 2017 ISBN 978-0-86022-759-5 Printed by Bishops
BUILDING SERVICES REPORTS

© BSRIA BG 71/2017
CONTENTS
1 INTRODUCTION 1
2 REPORT STRUCTURE 2
2.1 Planning 2
2.2 Report key components 3
2.3 Comparisons 6
3 FEASIBILITY REPORTS 8
4 STRATEGY REPORTS 9
5 DESIGN STAGE REPORTS 10

5.1 Concept design reports 10
5.2 Developed design reports 11
6 THERMAL MODELLING REPORTS 13
7 TENDER ASSESSMENT REPORTS 14
8 TECHNICAL DUE DILIGENCE REPORTS 15
9 EXPERT REPORTS 17
9.1 Expert adviser reports 17
9.2 Expert witness reports 17
APPENDICES
APPENDIX A CONCEPT DESIGN REPORTS 20
APPENDIX B DEVELOPED DESIGN REPORTS 23
APPENDIX C EXPERT WITNESS REPORTS 27
REFERENCES
REFERENCES AND BIBLIOGRAPHY 30
BUILDING SERVICES REPORTS

© BSRIA BG 71/2017
INTRODUCTION 1
1 INTRODUCTION
To be effective, an engineer must develop skills in the preparation of all

types of communication and the ability to write clear, concise reports is
an asset to any designer. For example, a designer must be able to translate
engineering solutions and design intent into an understandable written
form in such a way that the reader, often non-technical or with little
building services knowledge, can understand. The need to communicate
with clients and other professionals effectively is essential.
A report is a form of communication that is written for a specific purpose

and aimed at a particular audience. There are various types of reports
utilised in the industry that are used for different purposes, ranging from
communicating design to expert witness reporting.
Every company has a different style but the ability to plan and prepare
reports in an efficient manner can often save time and avoid unnecessarily
lengthy documents.
The primary aim of this guide is to serve as good practice and to provide
guidance in promoting consistency in the industry through common report
definition and standard report frameworks. It does not aim to address report
grammar, writing style or composition but will make reference to other
publications to assist in this need.
For each type of report covered, this guide aims to outline what that report
should achieve, in addition to highlighting key points and guidance to
assist the reader in developing their own particular report structure. The
common components of a typical report are also explained together with
report preparation success factors.
The appendices outline considerations, levels of information and typical

headings for some of the report types, with the aim of providing an aide-
mémoire to further assist the reader. The considerations are not exhaustive
and the final content of reports, together with headings, will vary according
to the type of project and its particular requirements.
This guide refers to the numbered work stages used in the RIBA Plan of
Work 2013 but it is recognised that some projects still use the lettered work
stages from pre-2013 editions.
BUILDING SERVICES REPORTS 1

© BSRIA BG 71/2017
2 REPORT STRUCTURE
2 REPORT STRUCTURE
Prior to commencing work on a report, it is important to know:

• The professional group that the report is being prepared for
• Why the report is being written
• What the readers need to learn from the report
For any report, the information provided should be easy to find and
written in such a way that the reader can understand it. In many cases, a
person reading a technical report will only want to understand the key
conclusions. Each audience group may use the report in a different way.
For the majority of reports, the beginning and end of the report will
follow a similar structure, regardless of the specific subject matter. The
remainder is likely to vary and be devoted to the project-specific report
objectives.
2.1 PLANNING A good report needs careful planning, together with an understanding
of the necessary content to meet the objectives of the document. Good
planning can often save time and the need for unnecessarily lengthy
documents (see Figure 1).
The generation of design information begins at the inception stage of

a project and the detail is progressively developed through the design
process. Design information in the early stages should be capable of
evolution, and should be managed through the design process. Reusing
information for a number of purposes rather than recreating it from
scratch each time will improve efficiency in preparing documents. For
example, information may be used in progressive design reports and then
subsequently in specifications for the same project.
In planning a report, the writer must understand the level of information

to be provided and consider how the report could be interpreted by the
intended reader or another party, for example an expert witness in the
unlikely event of a negligence claim. Figure 1 outlines the elements of
report planning.
If the report is to form part of a combined professional design team

document, it is important to agree the format and structure early in the
process to ensure a coordinated and seamless document and to avoid
abortive work.
Previous reports can be used to provide guidance together with useful

content and can act as a potential aide-mémoire for the report being
prepared. This avoids ‘re-inventing the wheel’.
2 BUILDING SERVICES REPORTS

© BSRIA BG 71/2017
REPORT STRUCTURE 2
Figure 1: Elements of report planning

OBJECTIVES
Determine report objectives
Why is the report being written?
What do readers need to learn from the report?
Who is the audience?
STRUCTURE
Plan the report structure and format
Consider report length to meet the objectives
Consult previous reports for guidance
For reports prepared by multiple parties
Agree report format, structure and style
Agree responsibilities for information and content
Agree final collating / editing responsibilities
Programme information flow
CONTENT
Understand the level and detail of information to be provided
Identify if content is required from others
Consider evolution of information from previous reports and
subsequent documents
For content from other parties
Brief others on report content requirements
Agree information interfaces and responsibilities
COLLECT / DEVELOP INFORMATION
ORGANISE
Determine content order so as to be logical and easy to
follow
Determine use of tables, diagrams etc. to present information
Determine information that will form appendices
For content from other parties
Check content requirements and information interfaces
In planning and organising information, the use of graphics, tables and

annotated images should be considered, as these may communicate design
solutions better than text. The use of photographs to illustrate equipment
and/or quality standards may be effective, particularly where the
appearance is important to the architecture, aesthetics or decision process.
This is often the case with equipment such as light fittings and grilles.
2.2 REPORT KEY The key components of a typical report are:

COMPONENTS
Executive Summary
The executive summary provides a brief summary of the report with the
objective of giving the reader a preview or overview of the contents.
It should be written so as to be read independently of the report that it

summarises and it should be aimed at a reader that does not have time to
read the entire report.

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2 REPORT STRUCTURE
It is important that the executive summary avoids detail and examples

but focuses on the key facts, options and conclusions, indicating any
limitations, risks or opportunities that are relevant to those who will make
executive decisions based on the report’s findings.
The executive summary should not contain information not supported

in the main body of the report but, as necessary, could highlight key areas
to be developed in the next stage of the design together with a statement
confirming the way forward.
Writing tips
Introduction
• Be clear and concise
The introduction sets the scene for the report by giving a brief summary
• Use short sentences and
of the background, a description of the project, the purpose and objectives
avoid jargon of the report and any limitations and caveats.
• Ensure paragraphs are
focused It may be necessary to outline the terms of reference of the report,
• Present a balanced view together with:
• Who requested the report and why, and any appointment details
• The purpose for which the report was developed
• The scope of services covered
• Reference to key decisions already made that are relevant to the
design decision process. Dates and sources should be included.
• Reference to key meetings, including dates and parties involved
• Company disclaimers, restrictions of liability and caveats (see box
below)
• A copyright statement
Examples of disclaimer clauses

This report is for the private and confidential use of [insert details] and must not be
reproduced whole or in part or relied upon by third parties for any use without the
express written authority of [insert details].
Building services have been visually inspected where exposed to view only. No
internal inspections have been undertaken of plant, equipment and machinery. No
inspections have been undertaken where services are covered up or hidden by the
building structural element or finishes. Building services have not been tested and no
design calculations have been undertaken.
In view of the complexity of the building we do not guarantee to have seen each and
every defect/deficiency that may exist in the property but we expect to have seen all
the major items and the majority of minor items relating to the brief.
We have not undertaken any work of a specific engineering nature, such as
engineering calculations, testing or measurements. The report reflects our
interpretation of the condition of the building services as apparent from the
inspection.
The scope of the report is described in [insert reference to appointment
documentation] and disciplines not specifically mentioned are excluded from this
report.
This report is not a certification, a warranty or guarantee and has been scoped in
accordance with the instructions given and the time allowed.

© BSRIA BG 71/2017
REPORT STRUCTURE 2
Sources and information forming the basis of the report should be stated,
for example relevant drawings used in the development of the proposals or
links to other reports.
Main body / findings

This is the substance of the report and the structure will vary according to
its type and purpose. The material should be developed in a logical and
coherent manner and the headings and sub-headings chosen should be
informative to aid navigation. The body of the report will also probably
contain supporting information such as tables, graphics or figures but
consideration should be given to including only those that are essential for
reader understanding, with the rest placed in an appendix that is referred to
in the text.
Discussions and recommendations

This section provides an interpretation of the outcome. The extent to
which this discussion might be required will depend upon the complexity
of the subject matter and level of insight required by the reader to interpret
the outcome. The section may incorporate:
• Key issues
• Explanations of findings and design philosophies
• Potential problems, risks, opportunities, advantages etc.
In some types of reports, little or no discussion will be necessary.
Conclusion
The conclusion outlines the overall findings of the report and should link
to the introduction and recommendations as necessary. It is important not
to introduce anything within the conclusion that is not covered elsewhere
within the report.
Summary
The summary and executive summary are different from one another and
are used in different ways.
The summary should provide a general picture of the report for those who
want to be reminded of what they have already read and also for those
who may not want to read the whole report. It should include the purpose,
findings, conclusions and outcome of the report. Diagrams and lists are rare
in summaries but good clear writing makes its own impact on the reader.
Appendices
The value in using appendices can be to:
• Remove from the main body of the report information not needed
by the majority of users of the report
• Provide information that may be too long or complex for the main
body of the report and may interfere with or distract the reader from
the flow of the report
• Provide additional information to support points outlined in the
report, such as data, tables, referenced text and drawings

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2 REPORT STRUCTURE
Each appendix should be referred to and discussed in the main body of the
report.
References (occasionally used)

This section simply lists details of all books, journals, web sites etc. That
have either been mentioned in the report or from which extracts have
been quoted. References should be listed in the order that they appear in
the report and not alphabetically.
Glossary (occasionally used)

If a report includes a lot of technical vocabulary, uncommon terms or
abbreviations which may not be familiar to the reader then a glossary
should be included. Traditionally, glossaries appear at the end of the report.
Bibliography (sometimes used)

This is a separate list of sources which may have been used in the
preparation of the report and may not actually be referred to in the report.
Key considerations for report preparation

• State the basis for every conclusion and recommendation.
• Identify all assumptions.
• Make sure any caveats stated are clearly set out and appropriate.
• In identifying any data used always state the source or who was liable for it being
correct.
• Only use technical terms that readers would understand. It may be necessary to
provide a glossary.
2.3 COMPARISONS Comparisons can be very important in technical reports and can help
readers understand a topic better as well as assisting the decision process of
choosing one option out of a group.
Comparisons can be organised in two basic ways:

• Around individual options i.e. All about A, all about B, and so on.
This format is best for providing the reader with a comprehensive
understanding of each option. For example, if comparing air
conditioning systems, all the information about VAV systems would
be presented, then all the information about VRF systems, and
so on. Similarly, this format might be used to compare individual
equipment being considered for a project.
• By criteria, points, or bases of comparison i.e. point-by-point. This
format highlights the model of analysis and the crucial criteria. The
criteria should be placed in order, starting from those most vital to
the decision then moving on to those less vital. Information should
be provided on the recommended option at the beginning of each
section. In the point-by-point approach, each of the comparative
sections should ideally end with a conclusion that states which
option is the best choice in that particular category of comparison.

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REPORT STRUCTURE 2
Both of these approaches are illustrated in Figure 2.
Figure 2: Organising comparison options
'All about' options Point-by-point

Option A Plant space Plant space: Option A
Cost Option B
Energy use Option C
Option B Plant space Cost: Option A

Cost Option B
Energy use Option C
Option C Plant space Energy use: Option A

Cost Option B
Energy use Option C
It is important that comparison tables are clear, enabling the reader to

easily understand what the options are and how they compare.

© BSRIA BG 71/2017
3 FEASIBILITY REPORTS
3 FEASIBILITY REPORTS
Feasibility studies are preliminary studies undertaken in the very early

stages of a project that can influence the development and decision process
of that project. Studies can cover projects ranging from minor alterations to
large scale new build projects. They involve the review of options through
an evaluation process to establish their viability and implications.
A feasibility report is the result of a feasibility study. It needs to be concise,

clear and accurate with consideration for how the audience will interpret
the content. So that feasibility reports are effective, the information used
should be as full and accurate as possible, separating fact from professional
opinion.
The aims, objectives and scope of the study should be stated in the report.
For some feasibility reports, it may be necessary to provide a background
discussion in order to make the rest of the report meaningful to the reader.
It is important that the basis of the report, together with any assumptions
and reference information used in its preparation, is included.
The description of any evaluation process should include defining the

evaluation criteria. Often the use of an evaluation matrix can help to
ensure that all feasible options are considered in an organised, consistent
and methodical manner, and are evaluated against all relevant factors. Any
risks, such as technical, health and safety, cost, and programme risks, should
be highlighted. Where necessary, the report should be supported with
sketches, photographs etc.

© BSRIA BG 71/2017
STRATEGY REPORTS 4
4 STRATEGY REPORTS
There can be several reasons for the preparation of reports that provide
strategic advice. They are often undertaken in parallel with the concept
design, when a number of project strategies could be developed by the
project team.
A strategy report could be either stand-alone (for example as part of a

planning permission submission) or incorporated into a design stage report
(for example a concept design report).
Examples of strategy reports include:

• Advising on the requirements and potential benefits of
incorporating energy efficiency measures
• Fire engineering strategy
• Metering strategy
• Construction approach, for example offsite fabrication

© BSRIA BG 71/2017
5 DESIGN STAGE REPORTS
The design process can involve the preparation of various types of reports
with different objectives and purposes, conveying information as part of
the design decision process.
A design stage report needs to convey technical information in a clear and

easily accessible format and provide the correct level of information at the
right point in the project delivery process.
5.1 CONCEPT The concept design report is an output of RIBA (2013) Stage 2: Concept
DESIGN REPORTS Design.
This work stage involves the preparation of the outline design proposals for
the building services systems as part of developing the brief. The concept
design solution will form the basis for the future design development. It is
important that the concept design is clearly communicated.
It is important to check that the concept design satisfies the project brief.
The brief may need to be updated with agreed alterations to form the final
project brief at the end of Stage 2. Some less important concepts may not
be agreed at this stage and instead carried forward to the next project stage.
The concept design report should supplement and develop any project
brief, including feasibility information, with the aim of communicating:
• The reasoning behind the proposed design
• The range of design concepts considered, highlighting the
advantages and disadvantages of each
• The design solution and key aspects to be developed during the
next stage
The concept design report provides an opportunity to:
• Demonstrate the feasibility of the design solution to meet the brief,
together with highlighting any constraints arising from the brief and
defining any agreed amendments
• Facilitate a greater understanding of the proposed building services
design to the client and professional team
• Capture the design philosophies and the design development work
undertaken up to the end of the stage, together with any research on
innovative solutions. The report provides a record of the building
services concept design.
• Define preliminary design criteria
• Provide an evaluation of the key issues
• Provide a reference point for future design work and a design
‘yardstick’ against which any future significant changes can be
measured

© BSRIA BG 71/2017
DESIGN STAGE REPORTS 5
• Highlight information required to progress the design at the next

stage
Ideally, sketch drawings and schematics of the concept design proposals

should be included as part of the report. BSRIA BG 6[1] provides
definitions and information levels for these types of drawings, together
with examples.
BSRIA BG 6 drawing definitions

Concept sketch drawings
Line diagrams and layouts indicating basic proposals, location of areas of central plant,
location and extent of main vertical and horizontal distribution routes in such detail
as to illustrate the incorporation of the engineering services within the project as a
whole and with respect to any zoning
Concept schematics
Line diagrams indicating main items of plant and their interrelationships in such detail
as to illustrate the incorporation of the engineering services within the project as a
whole.
Further considerations for reporting at RIBA Stage 2 are included in

Appendix A.
5.2 DEVELOPED The developed design report is an output of RIBA (2013) Stage 3:
DESIGN REPORTS Developed Design.
BSRIA BG 6[1] splits Stage 3 into two parts, which provides an additional
opportunity for design reporting and a review at the end of the first part
of this stage.
The first part of Stage 3 is a collaborative design stage where any

remaining concepts from Stage 2 are decided. In the absence of an
alternative project strategy, this stage also covers the development of the
design to the point where a planning application can be submitted, with
emphasis on external matters rather than internal coordination.
By the end of Stage 3 the design team should have arrived at a design
where each discipline has its allocated volumes within the building. From
a building services perspective, there should be sufficient evidence to show
that the services volume is sufficient to contain the proposed services.
The developed design report should aim, as a minimum, to:

• Demonstrate the feasibility of initial spatial planning and
distribution philosophy
• Confirm the design criteria for the engineering services
• Outline the principal metering strategy
• Provide preliminary information on specialist systems (this may
include performance specifications, loads, schedules etc.)

© BSRIA BG 71/2017
• Advise on Building Regulations compliance particularly in relation

to energy performance and (if relevant) EPC (Energy Performance
Certificate) criteria
• Provide an energy statement based on an agreed energy strategy
• Advise on access routes and plant size and weight in relation to
future plant removal and replacement
• Identify any potential problems for the building services (this allows
solutions to be developed early in the detail design stage so reducing
any risks)
• Provide updated design risk assessments.
In addition, the report should aim to facilitate greater accuracy in cost

estimates.
The report, in most cases, will be supplemented with drawings and

schematics showing the extent of the services installation. The main
features of developed design drawings and schematics prepared at stage 3
are outlined in BSRIA BG 6[1].
Further considerations in reporting at RIBA Stage 3 are included in

Appendix B.

© BSRIA BG 71/2017
THERMAL MODELLING REPORTS 6
6 THERMAL MODELLING REPORTS
Thermal modelling is now an integral part of the building design process

and often there is a requirement to communicate the findings of a thermal
modelling analysis to the design team and/or client.
An important aspect of the thermal model reporting process is clear and

concise presentation of the modelling results so as to be understood by all
parties. It should also ensure that the right level of quantitative information
and justification is included to assist the decision making process.
The report provides an important record and future reference point,

together with creating a design ‘yardstick’ against which any future
significant changes can be measured.
The extent of a thermal modelling report will vary depending on the

complexity of the project and the level of detail required. It may form part
of a design stage report or be a stand-alone document.
Thermal modelling reports should include:

• A description of how the model was formed and the principal
operational characteristics. Where necessary, it should also include
details of the program used including capabilities and version details.
• Sources and information forming the basis of the modelling
development
• Identification of any exclusions from the model
• Details of the assumptions used including their limitations and the
results of sensitivity analyses where necessary. Where required, it
should state associated potential risks with adopted assumptions.
• A description of design variations tested and changes made
• Relationships between the thermal model and the building
operation
• Results presented either graphically, in tabular form or pictorially
(for example a plan layout showing all zones that fail a particular
criterion)
• An explanation of the results in a manner understandable to the
target audience with consideration for their technical knowledge
• Conclusions against stated criteria including identification of key
aspects or risks arising from the thermal model
• Recommendations for future analysis
BSRIA BG 48[2] provides further guidance on delivering thermal models

and how to improve working practices.

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7 TENDER ASSESSMENT REPORTS
7 TENDER ASSESSMENT REPORTS
A tender assessment report is an analysis of each tender submission and any

subsequent negotiations. It also outlines a history of the tendering process
and provides an audit trail of the selection process.
The report should outline the observations regarding the perceived value
of each bid and conclude with a clear recommendation as to the best value
for money offer.
Any implications for the project as a result of the tender process and
changes to information given to the client pre-tender should be clearly set
out in the report.
The report should aim to include:

• Background to the contract
• Scope of the works tendered
• Pre-qualification criteria
• Tender evaluation criteria used for the assessment
• Non-compliances with the tender documentation
• Evaluation of any alternatives offered
• Reasons for rejection of unsuccessful tenders
• Reasons for the recommendation
• Summary of any post-tender negotiations
• Comparison with the pre-tender budget costs
• Any implications or risks for the project

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TECHNICAL DUE DILIGENCE REPORTS 8
8 TECHNICAL DUE DILIGENCE REPORTS
Building services can account for a major proportion of the ongoing or

life cycle costs of a property as they will need to be upgraded or replaced
a number of times during the life of the building. The condition and
operation of the building services can also have a major impact on the
perception of building quality, life cycle costs, facilities management and
energy performance.
Technical due diligence is the process of systematic review, analysis and

investigation in which information is gathered about the condition of the
building services or physical characteristics of a property. The building
design may be independently reviewed as part of the technical due
diligence process.
A clear understanding of the client’s requirements is essential for the

successful completion of any technical due diligence activities. The
conditions of engagement, including a definition of the brief and the
extent of any inspection to be undertaken, should be agreed at the outset.
Considerations include but are not limited to:

• Service(s) to be provided and terms of engagement
• Extent of any information being made available for review and how
reliable it is
• Any particular health and safety issues which would affect the nature
of any inspection
• Requirements for specialist inspections or testing
• Reporting requirements
• Any limitations on the extent of the investigation, for example
restrictions to access and possible consequences and risks associated
with not inspecting these areas
• Limitations, including copyright and conditions noted in the terms
of engagement
• Relationships and divisions of responsibilities between various
consultants, particularly where a number of individual consultants
could be involved, each covering their specific area of expertise
• Requirements and responsibilities for any costings
• Identifying matters for a legal adviser’s attention
• Identifying caveats relating to restrictions, third parties and
limitations
• Identifying any limitations with respect to the report and the
transfer of liability to third parties

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8 TECHNICAL DUE DILIGENCE REPORTS
It is important to state all limitations with respect to any technical due

diligence report. Where information is not available or an item has not
been reported on then this should be stated.
It may also be beneficial to show the client examples of previous technical

due diligence report formats for consideration to assist in establishing
particular requirements prior to commencing the work.
For surveys, all applicable areas of the building should be clearly identified
and illustrated by photographs, plans or grid references, or a form of
referencing system. Where necessary, reference may need to be made to
location plans or lease plans.
Reference to discussions held with the client, owner(s), tenant(s), facilities

manager(s) or others at the time of a site visit or immediately afterwards
should be documented so as to provide a record.
There are many different types of surveys and inspections that can be
undertaken as part of the technical due diligence process and each can result
in a report with specific information produced for a particular purpose and
reason. These include:
Building services condition survey

This type of survey comprises visual investigation and condition assessment
of a building’s engineering services. A schedule of condition will record the
condition of the services at that particular time and may be supported by
photographs, sketches and drawings.
In addition to providing a schedule of condition, the report may

reference visible defects, include guidance with respect to life expectancy
of the services, and comment on maintenance and remedial measures.
Recommendations may include elemental or specialist investigations
required to be undertaken or other specialist advice obtained relating to
specific issues. Testing of the services would not normally be included as
part of this survey.
BSRIA BG 35[3] provides further guidance together with checklists that

provide direction to some checks that may be included in condition surveys.
Elemental or specialist investigation

An elemental or specialist investigation is undertaken where concern exists
over specific parts of, or defects in, a building. For example, the investigation
could include the testing of building services such as wiring or air
conditioning systems. The scope of this type of investigation will be specific
to the project and, if necessary, the brief may be altered as findings dictate.
Schedule of dilapidations
A schedule of dilapidations will identify the wants of repair of tenanted
premises in relation to the obligations under the terms of the lease. It may
be prepared on behalf of a landlord or tenant, depending on their respective
lease obligations.

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EXPERT REPORTS 9
9 EXPERT REPORTS
The level of explanation needed for the audience of an expert report may
be very different from that required by readers who are unfamiliar with
the subject.
There are two types of expert report – the expert adviser report and the
expert witness report.
9.1 EXPERT ADVISER This type of report is generally prepared by someone who undertakes
REPORTS expert witness work, with the main purpose of providing a client and/
or their legal representatives with a detailed explanation of the technical
aspects of a claim. It assesses the strengths and weaknesses of such a claim
from a technical perspective so as to assist in deciding whether the claim
should ultimately be pursued or defended. Since the expert adviser report
is legally privileged and therefore confidential, it generally cannot be
disclosed to the opposing party of any claim.
As it is legally privileged it is not required to comply either with the

Civil Procedures Rules or the Criminal Procedure Rules (see Section
9.2 below). Nonetheless, much of its content may be incorporated within
any future expert witness report subsequently prepared in respect to the
particular claim.
Expert adviser reports are often prepared along the lines of a technical
report but with the added element of often having to consider non-
technical matters such as contract documents, minutes of meetings, site
instructions or variation orders and correspondence between the parties
(either before or during the course of a contract) that have a bearing on
technical matters relating to the claim.
9.2 EXPERT WITNESS An expert witness report represents the opinion of an expert on the issues
REPORTS in a given case but can also fulfil other functions including being used by
counsel whilst in court, both to assist during cross-examination and also as
a general aide-mémoire.
The structure of the report may depend on the issue and some experts
develop their own forms and style. However, certain minimal requirements
for an acceptable report can be defined and will depend upon whether it is
a civil claim or a criminal prosecution.
Generally, most claims involving expert witnesses will be dealt with under
the Civil Procedure Rules (CPR). However, there may be instances where
a criminal prosecution is brought about, for example where a fire has taken
place in a building, or where there has been a health and safety issue such
as a legionella outbreak or a gas explosion. In such cases an expert witness
would be appointed either by the prosecution or by a defendant to provide
expert evidence in the matter and this would be dealt with under the
Criminal Procedure Rules (CrimPR).

© BSRIA BG 71/2017
9 EXPERT REPORTS
With regards to a civil claim, the Civil Procedure Rules came into effect
in 1999 and have been amended several times since, the latest amendment
being March 2017. Part 35 (CPR 35) and its accompanying Practice
Direction (PD 35) set out the role and duties of an expert in the dispute
resolution procedure. The full text of the Civil Procedure Rules including
amendments, plus Practice Directions and further information, can be
found at www.justice.gov.uk/courts/procedure-rules/civil.
The Criminal Procedure Rules (CrimPR) were updated in October

2015 and amended in November 2016. Part 19 (CrimPR 19) and its
accompanying Practice Direction (PD 19) set out the role and duties of an
expert in a criminal prosecution. The full text of the Criminal Procedure
Rules, including amendments, Practice Directions and further information,
can be found at www.justice.gov.uk/courts/procedure-rules/criminal.
The content and extent of expert witness reports should be governed by

the scope of the expert’s instructions and general obligations, the contents
of either CPR 35 and PD35 or CrimPR19 and PD19 and the expert’s
overriding duty to the court. In preparing reports, experts should maintain
professional objectivity and impartiality at all times.
PD 35 and PD 19 both describe the form an expert witness report must

take, and list certain details which must be included in the report.
Both Practice Directions require that expert witness reports should be

addressed to the court and give detailed directions about the form and
content of such reports. All experts and those who instruct them should
ensure that they are familiar with these requirements.
Expert witness reports must contain statements to the effect that the
experts:
• Understand their duty to the court and have complied and will
continue to comply with it; and
• Are aware of the requirements of either CPR 35 and PD 35 or
CrimPR 19 and PD 19, in respect to the relevant protocol and the
practice direction on pre-action conduct.
Expert witness reports must be verified by a statement of truth. The

wording is mandatory and must not be modified. The statement should be
made at the end of the report, above the signature of the expert.
If an expert verifies their report with a statement of truth where they

make statements in their report which they do not honestly believe to
be true, they will be held in contempt of court and proceedings could be
brought against them.
However, where an expert has been appointed under the Criminal

Procedure Rules to act for the prosecution (but not the defence) then
there are further requirements that must be adhered to in compliance with

© BSRIA BG 71/2017
EXPERT REPORTS 9
the Disclosure Manual (see below), in particular Chapter 36. Namely, the
expert must have:
• Completed an Expert Witness Self-Certificate (commonly known as
‘The Certificate’)
• Completed a declaration stating that they have understood and
complied with their disclosure obligations
• Compiled an ‘Index of Unused Material’
Further guidance on this matter can be found in Annex K of the

Disclosure Manual[7].
The Disclosure Manual is an online resource which can be accessed at

www.cps.gov.uk/legal/d_to_g/disclosure_manual/.
The Model Form of Expert’s Report (a template for expert witnesses) is

available to purchase from the Academy of Experts
(www.academyofexperts.org).
Appendix C outlines a typical framework, requirements and considerations

in preparing an expert witness report.

© BSRIA BG 71/2017
A CONCEPT DESIGN REPORTS
APPENDIX A : CONCEPT DESIGN REPORTS
Considerations in reporting at RIBA Stage 2 may include:
Building Regulations and legislation compliance

This section of the report may include:
• An outline of the building services approvals process for the project
• An outline of the Building Regulations requirements and criteria
for the project together with any issues or possible non-compliance
at this stage
• Any issues known at this stage with respect to Building Regulations
and legislation compliance
• Advice on the regulatory compliance, including any local authority
policy, of the concept design
Sustainable design approach

• The significance of sustainable design in relation to the specific
project
• An outline of the reasons for adopting a sustainable approach
• An outline of the regulatory requirements and initiatives
• An outline of the sustainability approach, strategy, considerations and
alternatives with respect to building services
Environmental rating system

Depending on the appointment, brief and particular client requirements
for the project, this section should outline the approach and key
considerations with respect to the environmental rating system to be
adopted. This section may include:
• A brief description of the environmental rating system to be used
and the design team’s approach to achieving compliance with it
• The particular rating level to be achieved
• The approach to reducing energy demand
• The approach to reducing water consumption
• Key considerations for further development at the next stage
If a decision is not taken at this stage, this section of the report may outline
the benefits of certification under an environmental rating system together
with recommendations for consideration.

© BSRIA BG 71/2017
CONCEPT DESIGN REPORTS A
Future-proofing
A future-proofing strategy may be required to be developed at this stage
of the design with careful consideration for future scenarios ranging from
climate change to demographic change. Future-proofing is an assessment
process that involves clients, designers, end users and others in the supply
chain. Issues that might be considered include:
• Flexibility
• Cost of energy and energy security
• Provision of building infrastructure to accommodate likely future
advances in technology
• Resilience to climate changes such as temperature rise or rainfall
increase
• Legislation change
• After use business change
• Social attitudes – building users’ tolerance can change and issues
such as privacy, noise pollution, light pollution or air quality which
are now acceptable might in the future be a problem.
Energy strategy and approach

• An outline of the findings of any energy strategy studies such as
those covering initial carbon emissions rating and building fabric
• Issues and risks relating to the energy strategy and in achieving the
carbon emissions rating
• An outline of the options for renewable energy systems including
advantages, disadvantages, risks, considerations etc.
• Information on early stage life cycle costing studies with respect to
strategy and approach
• A high-level metering strategy
• An outline of any proposed performance metrics and energy targets
for the building
Building services design philosophy

• An outline of the proposed design concept solutions (cross-
referencing the concept drawings and schematics), system
philosophies (mechanical, electrical, public health, building
management system etc.), services distribution strategy, plant/
equipment space planning strategy etc.
• Initial strategies agreed at this stage relating to acoustic performance,
fire engineering and how they influence the design of the building
services. The philosophy may include other project strategies, not
identified elsewhere in the report, which will be developed at this
stage.

© BSRIA BG 71/2017
A CONCEPT DESIGN REPORTS
Utility services
• A list of the utility authorities for the particular location
• An outline of findings on the existence and extent of utilities
• Comment on the adequacy of utilities supplies
• Any particular requirements of the utility authority, possible effects
on the design and considerations to be further developed at the next
stage
Building services health and safety philosophy

It is often necessary to demonstrate that access for maintenance, repair
and future replacement has been addressed as part of developing the
engineering services design philosophy. It is important that the principles
of access are tested and agreed with the client, as well as any assumptions
and expectations at this stage. Specific safety measures assumed and specific
risks with respect to the design philosophies should be stated.

© BSRIA BG 71/2017
DEVELOPED DESIGN REPORTS B
APPENDIX B : DEVELOPED DESIGN REPORTS
Considerations in reporting at RIBA Stage 3 may include:
Design standards and codes

It is important to define and confirm the standards and codes the
engineering services design will be developed in accordance with. This
should include any standards and requirements defined by the client
or specific to the project. This could be particularly important on
international projects where there can be conflicting information regarding
standards.
Design criteria
The design criteria applied to the project should be identified together
with the source of all data being stated. It is important to ensure that all
key information is included and to identify any particular limitations or
comments so as to provide a clear understanding of the proposed internal
environment to be provided.
The overall design margin philosophy and strategy should be outlined

including safety margins, redundancy, diversities, spare capacity allowances
and future need requirements. As necessary, the effects of any margins
should be indicated. Consideration of design margins is essential for:
• Avoidance of unnecessary over-sizing of plant and systems
• Good part load performance of plant and systems
• Future need requirements
• Equipment and system selection
• Plant space allowance
Sustainable design approach

• The significance of sustainable design for the project and reasons for
adopting a sustainable approach
• Regulatory requirements and initiatives
• An outline of the sustainability proposals, considerations and
alternatives with respect to the building services
Environmental rating system

Depending on the appointment, brief and particular client requirements
for the project, this section should outline the approach and key
considerations with respect to the environmental rating system to be
adopted.

© BSRIA BG 71/2017
B DEVELOPED DESIGN REPORTS
This section may include:

• A brief description of the environmental rating system and the design
team’s approach to achieving compliance with it
• The approach to reducing energy demand
• The approach to reducing water consumption
• Key considerations for further development at the next stage
Some of these points may have been addressed in the Concept Design
report (see Appendix A).
Energy strategy and approach

• An outline of any energy strategy and approach together with any
key systems proposed as part of that strategy
• Consideration of benchmarking of proposed systems, how much
energy they are saving and why they are selected
• For any predicated energy demand and profiles, any risks and,
importantly, all assumptions made
• For renewable energy technology, the advantages, disadvantages,
risks, technical feasibility, cost considerations etc.
• An outline of the approach and strategy for metering
Building services design philosophy

The aim of this section is to outline the design philosophy for the
proposed building services developed design solution. It may include:
Plant strategy
• An outline of the location strategy for plant and plant rooms
• Issues and considerations with respect to access, maintenance, plant
replacement, health and safety etc.
• The principal locations for building services plant and any local
authority requirements that need to be complied with
• Any limitations or considerations for future design development
• For plant areas, the following should be identified:
- Spatial area requirements
- Particular requirements such as access, ventilation, acoustic, plant
removal and replacement
- Necessary interrelationships with other particular spaces, service
risers etc.
- Plant weights and capacities of associated access facilities (for
example lifts if used to move plant)

© BSRIA BG 71/2017
DEVELOPED DESIGN REPORTS B
Building services distribution philosophy

• Services distribution strategy including vertical services and service
zones
• Particular requirements of utility authorities with respect to riser
facilities etc.
• An outline of the zoning strategy and the relationship to the
metering strategy
Utility services
These would include water, gas, electricity, drainage, telecommunications
etc. This section of the report may include:
• Any particular requirements of the utility authority, possible effects
on the design and considerations to be further developed at the next
stage
• Planning issues or reserve matters that may require discharging or
are applicable to the utilities
• Any onsite generation that is likely to be connected to the public
utility network
• An indication of the initial assessment of utility loads. The basis
for this assessment should be stated, including any assumptions and
expected sensitivity figures at this stage of the design.
• Any requirement of incoming services to meet resilience
requirements
• Requirements for utility services and where they terminate within
the building
• Spatial and location requirements for utilities, where necessary
including photographs and diagrams
• Identification of any offsite or onsite reinforcement
Building services health and safety philosophy

It is important to demonstrate that access for operation, maintenance and
future replacement has been established and the design provides a safe
means of achieving this end. This should include:
• The principles of access together with any assumptions and
expectations and the routes to be taken to access particular plant
areas and plant items
• Space provision for maintenance
• Means of escape associated with plant areas and maintenance/
operation activities
• The replacement strategy for major plant/equipment
• Specific safety measures assumed
• Specific risks including risk assessment issues which affect space
provision relating to the building services installations

© BSRIA BG 71/2017
B DEVELOPED DESIGN REPORTS
Sketches could be used to illustrate plant access, maintenance and

replacement strategies.
BSRIA BG 55[4] provides guidance on designing for safety for both new
build and refurbishment projects.
Fire strategy
A separate fire report may be produced by the fire consultant covering
issues related to the whole building, depending on the reporting
requirements of the project. However, as a minimum, those issues relating
to the building services engineering design should be addressed in the
developed design report and a technical description and explanation of
the proposed fire strategy for the concept design solution outlined. This
section of the report may include:
• A list of regulations and approvals
• The proposed legislation and guidance for the fire and life safety
design
• An outline of the fire and life safety principles covering as necessary:
- Evacuation philosophy
- Means of egress
- Fire detection & alarm system
- Smoke control
- Fire resistance and compartmentation strategy
- Access and facilities for firefighting
- Provisions for active safety

© BSRIA BG 71/2017
EXPERT WITNESS REPORTS C
APPENDIX C : EXPERT WITNESS REPORTS
This appendix contains a typical framework and considerations in

preparing an expert witness report.
Many courts are now requiring reports to be issued electronically and it is

important to ensure that all documents are legible when scanned.
Cover sheet
This is for identification purposes and should include:
• Name of the court and the case number, if available (located at the
top of the sheet)
• Names of the parties to the case
• Status of the report e.g. draft or final version
• Identification of the author and specialism
• On whose behalf the report has been prepared and the name of the
instructing solicitor(s)
• Expert witness contact details
Table of Contents
This may not be necessary for short reports
Expert’s qualifications
This is in effect the expert’s curriculum vitae
To aid the courts The Academy of Experts’ Judicial Committee has

produced a Model Form of Expert Witness CV. This can be downloaded
for free from www.academyofexperts.org and was launched in January
2015. Prior to this date, the contents of Experts’ CVs had been varied and
were sometimes more of a marketing device than something appropriate
or useful to the court.
The Model Form of Expert Witness CV is designed for use in all court,
tribunal and arbitration proceedings. It should be noted that it is a model
and not a standard form CV. Some courts and jurisdictions may have
particular and additional requirements.
Summary of conclusions
The summary should consist of the factual conclusions and the opinions of
the expert.
Instructions
The report must state the substance of all material oral and written
instructions on the basis of which the report is written and the questions
the expert is instructed to answer. In some cases it may be necessary or
convenient to reproduce the relevant paragraphs of the solicitor’s letter of
instruction.

© BSRIA BG 71/2017
C EXPERT WITNESS REPORTS
Documentation and other sources of evidence

This is a schedule of all documents examined and details of any other
sources of evidence.
Chronology
It is often necessary to set out the chronology, details and circumstances of
the events under consideration.
Technical Background
This section of the report should summarise the technical background of
the issue. This can be helpful to those who must consider the report. It
should include references to any literature or other matter, other than the
documentation, on which the expert has relied when preparing the report.
Opinion
This should comprise a reasoned analysis of the evidence and the opinion
of the expert derived from that evidence. It is often helpful for the opinion
to follow the chronology of the evidence.
The conclusions of the opinion should be clear, reasoned and

unambiguous with reference to any literature or other matter on which
the expert has relied.
If a question or issue falls outside the expert’s expertise or a conclusion

cannot be reached due to insufficient information, this must be stated.
Where a range of opinions is possible, the expert must state what the range
is and provide reasons for his or her own opinion.
An expert is required to consider all material facts, including those which

might detract from his or her opinion, and to assist the court in carrying
out that duty.
Literature citations
Any literature, guidance or other information on which reliance has been
placed should be stated. Citations should be listed in a numerical or other
convenient way to allow easy reference by the reader.
Copies of any literature or other matter relied upon should be included

with the report as an appendix and cross-referenced in the report.
Expert’s Declaration
This consists of a series of statements that show that the expert is aware of
his or her various obligations when preparing his or her report.
The Expert Witness Institute has published a model Experts’ Declaration

but this may, as necessary, require modification by the expert should special
circumstances arise.

© BSRIA BG 71/2017
EXPERT WITNESS REPORTS C
Statement of Truth
This is an essential part of all expert witness reports addressed to the court
and the wording must be given precisely as prescribed in the relevant
Practice Direction. This declaration has to be inserted between the end of
the report and the expert’s signature.
Signature
Final reports must be dated and signed by the author.
Appendices
Where appendices are provided within an expert witness report then,
unless instructing counsel request otherwise, only relevant extracts from
published documents (particularly statutory and other authoritative
publications) should be inserted.

© BSRIA BG 71/2017
REFERENCES AND BIBLIOGRAPHY
REFERENCES
The following BSRIA guides are available from www.bsria.co.uk, with
free downloads for BSRIA members:
1. BSRIA BG 6/2014 A Design Framework for Building Services (fourth

edition)
2. BSRIA BG 48/2013 A Practical Guide to Building Thermal Modelling
3. BSRIA BG 35/2012 Condition Surveys and Asset Data Capture
4. BSRIA BG 55/2014 Safety in Building Services Design
BIBLIOGRAPHY
The following publications may be of interest in providing information on
report writing:
IET A guide to Technical Report Writing

Available as a free download from www.theiet.org
Canavor N, 2013, Business Writing For Dummies, John Wiley & Sons
Pinker S, 2015, The Sense of Style:The Thinking Person’s Guide to Writing in

the 21st Century, Penguin
Strunk W and White EB, 1999, The Elements of Style, fourth edition, Pearson
Note: this uses American English
New Hart's Rules - The Oxford Style Guide 2014

© BSRIA BG 71/2017
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uk, Hurley Palmer Flatt, 05/02/2019, Uncontrolled Co

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Building Services Reports

This guide was authored by Richard Tudor of WSP | Parsons Brinckerhoff

Particular thanks are due to:

Every opportunity was taken to incorporate the views of the contributors,

This guide was designed and produced by Joanna Smith of BSRIA.

© BSRIA May 2017 ISBN 978-0-86022-759-5 Printed by Bishops

BUILDING SERVICES REPORTS

5 DESIGN STAGE REPORTS 10

6 THERMAL MODELLING REPORTS 13

7 TENDER ASSESSMENT REPORTS 14

8 TECHNICAL DUE DILIGENCE REPORTS 15

APPENDIX A CONCEPT DESIGN REPORTS 20

APPENDIX B DEVELOPED DESIGN REPORTS 23

APPENDIX C EXPERT WITNESS REPORTS 27

REFERENCES AND BIBLIOGRAPHY 30

BUILDING SERVICES REPORTS

To be effective, an engineer must develop skills in the preparation of all

A report is a form of communication that is written for a speciﬁc purpose

The appendices outline considerations, levels of information and typical

BUILDING SERVICES REPORTS 1

Prior to commencing work on a report, it is important to know:

The generation of design information begins at the inception stage of

In planning a report, the writer must understand the level of information

If the report is to form part of a combined professional design team

Previous reports can be used to provide guidance together with useful

2 BUILDING SERVICES REPORTS

Figure 1: Elements of report planning

COLLECT / DEVELOP INFORMATION

In planning and organising information, the use of graphics, tables and

2.2 REPORT KEY The key components of a typical report are:

It should be written so as to be read independently of the report that it

BUILDING SERVICES REPORTS 3

It is important that the executive summary avoids detail and examples

The executive summary should not contain information not supported

Examples of disclaimer clauses

4 BUILDING SERVICES REPORTS

Main body / ﬁndings

Discussions and recommendations

In some types of reports, little or no discussion will be necessary.

BUILDING SERVICES REPORTS 5

References (occasionally used)

Glossary (occasionally used)

Bibliography (sometimes used)

Key considerations for report preparation

Comparisons can be organised in two basic ways:

6 BUILDING SERVICES REPORTS

Both of these approaches are illustrated in Figure 2.

Figure 2: Organising comparison options

'All about' options Point-by-point

Option B Plant space Cost: Option A

Option C Plant space Energy use: Option A

It is important that comparison tables are clear, enabling the reader to

BUILDING SERVICES REPORTS 7

Feasibility studies are preliminary studies undertaken in the very early

A feasibility report is the result of a feasibility study. It needs to be concise,