Dilapidations in 2025: Adapting to a New Era

The dilapidations landscape is changing – fast. From turbulent market conditions and tightening budgets to the growing pressures of ESG, wellbeing, and technology adoption, the profession finds itself facing a pivotal moment. The annual RICS Dilapidations Conference that took place earlier in March, confirmed what many in the industry already sense: surveyors today are expected to navigate not only the technical, but the human, commercial, and technological dimensions of their work like never before. 

What stood out throughout the conference wasn’t just the legal updates or technical case studies, though these remain as essential as always. It was the urgent need for clarity, adaptability, and leadership in a modernising industry. Surveyors are under increasing pressure to guide clients through complexity, ensuring that commercial decisions are underpinned by both rigorous technical advice and a deep understanding of market realities. 

From challenges around the quality and consistency of Schedules of Condition, to the potential for AI and digital tools to transform, but not replace, the surveyor’s role, the conversation has shifted. It’s no longer just about staying compliant; it’s about staying relevant. Below we refer to some of the key sentiments to emerge from the discussions: 

The commercial property market is no longer just a backdrop to dilapidations, it is reshaping them. Emma Humphreys (Charles Russell Speechlys LLP) and Dr. Walter Boettcher (Colliers) didn’t just share data; they highlighted the commercial reality facing surveyors. Uncertainty is now the norm, and with it comes a clear challenge: technical advice alone isn’t enough. Surveyors need to combine insight into economic drivers with strong client advice, helping them navigate negotiations with eyes wide open to market dynamics. 

Toby Watkin KC (Landmark Chambers) reminded the room that legal precedents continue to shape the day-to-day of surveyors, and the courts are increasingly clear about their expectations. Accuracy, clarity, and transparency are no longer optional; they are the baseline. The message was simple but powerful: surveyors must see case law not just as information, but as a driver for sharpening professional standards and protecting client interests in increasingly complex disputes. 

Schedules of Condition (SoC) have always been pivotal to dilapidations yet remain one of the most inconsistently executed aspects of the process. As Jon Rowling (JLL) highlighted, surveyors often underestimate just how much influence a well-prepared SoC has at lease-end. It is far more than a procedural document, it is often the baseline of negotiations, capable of shaping the entire tone and financial outcome of a claim. 

The session explored two prevailing types of SoC: the “ceiling” model, which serves to cap a tenant’s repairing obligations, and the “floor” model, designed to prevent the premises from falling below a defined condition. Each has distinct implications for both landlords and tenants, and understanding these subtleties is essential for providing commercially sound advice. However, what emerged strongly from the discussion is that too few surveyors fully investigate which approach is appropriate or communicate its implications clearly to clients. 

Jon Rowling laid out what a high-quality SoC should include: clear and precise language, comprehensive photographic evidence, floor plans, supporting documentation like test certificates or asbestos surveys, and transparent statements of any limitations. These features may seem basic, yet time and again SoCs are drafted without them – leaving room for ambiguity, disputes, and costly consequences later down the line. 

Perhaps the most provocative question of the session was whether a formal professional standard for SoCs should be introduced, potentially co-authored by legal and surveying institutions. The consensus? It may be overdue. With stakes high and professional liability on the line, the profession needs to ask itself why best practice hasn’t already become standard practice. The growing call for consistency and clarity around SoCs suggests that the sector must take ownership of raising the bar before regulators step in. 

Caroline Shea KC (Falcon Chambers) delivered a compelling session on the classification of items in leased properties. The distinctions between landlord’s fixtures, tenant’s fixtures, chattels, and other property components are often misunderstood but can have a significant impact on end-of-lease responsibilities. Misclassification can lead to disputes or unexpected liabilities, reflecting the importance of clear definitions within lease documentation. 

Cost estimation remains a core component of any dilapidations process, and this session explored the practical difficulties faced by surveyors. While tools such as BCIS provide useful baselines, they are not always reflective of real-world costs, particularly where context varies significantly from one project to another. 

The importance of using online resources with up-to-date data was highlighted, alongside the need for transparent calculations and clear communication with clients. Where possible, specialist input is recommended – particularly on smaller or more nuanced jobs  – so that all parties can understand how cost figures are being produced. Delegates were reminded that a lack of cost clarity can not only hinder negotiations but also bring a surveyor’s competence into question. 

A refreshing inclusion in this year’s agenda was the focus on the human aspect of dilapidations work. Jon Rowling moderated an important discussion on the often adversarial nature of disputes and its impact on surveyor wellbeing. Speakers from LionHeart and Talent4Performance shared strategies for handling difficult conversations, reducing stress, and maintaining professional resilience in high-pressure situations. 

The closing session brought to the forefront a conversation the industry can no longer delay – how technology is redefining dilapidations practice. 

Moderated by Chris Mann (CBRE Turner & Townsend) and featuring insight from Simon Matley (TFT), Steve Sliney (Collecteco), and Louis Blaxill (GoReport), the discussion reflected the tension many in the room felt – enthusiasm for innovation tempered by caution. AI, data capture, and automation offer clear potential, but they also raise concerns about the dilution of professional judgement. The panel was united in its view: surveyors are not at risk of being replaced by technology, but those who don’t adapt may risk becoming irrelevant. 

Crucially, technology’s value lies not in replacing the surveyor’s analytical or advisory role, but in enhancing it. Automating repetitive tasks, improving data accuracy, and providing clearer reporting are all valuable contributions. However, the true competitive advantage will come from surveyors who integrate technology intelligently, freeing up time for higher-value client work, improving clarity in negotiations, and adding commercial insight that no AI can replicate. 

Louis Blaxill challenged the room to view digital transformation as more than a “tick-box exercise”. Too often, firms implement tech without fully embedding it into workflows or aligning it to actual business needs. Successful adoption demands intentionality, proper onboarding, and a focus on client outcomes, not just internal efficiency. 

Perhaps the most powerful provocation came as the panel questioned whether the 2022 Dilapidations Protocol is already lagging behind. In a world where digital data collection, AI analysis, and cloud-based sharing are becoming standard in other sectors, is the profession clinging to outdated norms? Should protocols evolve to reflect the reality of modern working methods, or risk becoming disconnected from practice? 

The response in the room spoke volumes. Over half of attendees indicated they plan to invest in technology within their dilapidations practice. Yet investment alone won’t drive change – it is how technology is implemented, combined with sound professional judgement, that will ultimately define the next era of dilapidations. 

The RICS Dilapidations Conference 2025 demonstrated that while legal frameworks and surveying practices continue to evolve, so too must the tools we use and the way we approach our work. From collaborative working and digital transformation to personal wellbeing and legal precision, the industry is embracing change. 

GoReport helps surveyors embrace technology with purpose – enhancing reporting, improving efficiency, and supporting better client outcomes. Start your free trial today to upgrade your dilapidations surveys.