A Guide to Asbestos Survey Reports

Topics: Asbestos, Construction

An asbestos survey report is a key document that supports the identification and management of asbestos-containing materials (ACMs) within premises. The information contained within the report enables duty holders to understand the location, extent and condition of ACMs, assess hazard, contribute to risk assessment and implement appropriate control measures.

Introduction

The quality and completeness of an asbestos survey report is critical. Incomplete or inaccurate reports may result in unidentified ACMs, inadequate assessments and unsafe working practices, all of which have the potential to lead to asbestos exposure and failures in asbestos management arrangements.

This guide sets out the key elements that an asbestos survey report should, as a minimum, contain in order to be regarded as fit for purpose and consistent with recognised surveying practice. It is intended to assist duty holders, surveyors and those commissioning surveys in ensuring asbestos survey reports are accurate, comprehensive and suitable for their intended use.

Terminology

In this guide:

the word 'must' indicates information considered essential for an asbestos survey report to be fit for purpose and consistent with recognised surveying practice - they should not be interpreted as creating additional statutory duties beyond those contained within the Control of Asbestos Regulations (Northern Ireland) 2012
the word 'should' indicates recommended good practice
the word 'may' indicates optional information or approaches

Who is this guide for?

This guide may be useful to:

duty holders responsible for managing asbestos
building owners and occupiers
facilities and property managers
asbestos surveyors
anyone commissioning an asbestos survey report

Key elements of an asbestos survey report

Executive summary

The executive summary should provide a clear and concise overview of the key findings and outcomes of the asbestos survey. It should provide the reader with an immediate understanding of the presence, extent and general condition of any ACMs identified within the premises.

The executive summary should:

summarise the type of survey undertaken and its purpose
identify the areas covered by the survey
identify any significant exclusions or limitations that may affect interpretation of the results
highlight whether ACMs have been identified, including confirmed and presumed materials
provide a general indication of the condition of ACMs and their potential to present a risk if disturbed
outline the overall findings of the material assessment
provide a high-level indication of the relative hazard presented by identified ACMs based on the material assessment, noting that overall risk also depends on the likelihood of disturbance and the duty holder's priority assessment
include an overview of recommended management actions
confirm that the information can be used to support the preparation or updating of an asbestos register

The executive summary should avoid detailed technical descriptions but should contain sufficient information to allow the duty holder to understand the significance of the survey findings.

Important:

The material assessment reflects the inherent hazard of the material only and must be considered alongside a priority assessment undertaken by the duty holder to determine overall risk in accordance with Regulation 4 of the Control of Asbestos Regulations (Northern Ireland) 2012. Any materials considered to present an immediate or significant risk should be clearly identified and prioritised.

Introduction / Extent / Scope of survey

This section must ensure the report is formally identifiable and auditable. It must establish the context and traceability of the survey by recording who commissioned the work, who carried it out and where and when it took place.

The report must include:

client details
the full address of the premises
a sufficient description of the premises
details of the surveying organisation
the identity of the surveyors
the survey and report dates

Details of surveyor competence should be included. Competence may be demonstrated through an appropriate combination of training, qualifications, knowledge, experience and quality assurance arrangements. Examples may include BOHS P402 or equivalent qualifications, although possession of a particular qualification alone does not necessarily demonstrate competence.

Survey scope

This section must define:

what the survey was designed to achieve
the type of survey undertaken (see below for more information)
the purpose of the survey
which areas were inspected
which areas were not inspected and the reasons for exclusion
any assumptions made during the survey

The scope and limitations of the survey must be clearly presented so users understand the boundaries of the inspection and do not assume coverage where none exists.

Survey type and access

The report must:

clearly define the survey type in accordance with HSG264
confirm the survey is suitable for its intended purpose
describe the extent of access achieved
clearly identify any restrictions that affected the inspection

Where relevant, the report should also describe the level of intrusion achieved.

A report version number and revision status should be included to ensure audit traceability.

Types of asbestos survey

Management Survey - A survey undertaken to identify and manage asbestos-containing materials during the normal occupation and use of premises.

Refurbishment and Demolition Survey - A survey undertaken where refurbishment or demolition work is planned. The survey is fully intrusive and aims to locate asbestos-containing materials in the area affected by the proposed works.

General site and survey information

This section should explain how the survey was undertaken and provide confidence in the reliability of the findings. It should allow the reader to understand how conclusions were reached and assess the robustness of the survey process.

The report should include sufficient detail on:

the inspection methodology adopted
the level of intrusion achieved
how materials were selected for sampling
the basis for presuming materials to contain asbestos where sampling was not undertaken

Access constraints

The report should set out:

the level of access secured
any constraints encountered
the reasons access was limited
how any limitations may influence the accuracy or completeness of the findings

For refurbishment and demolition surveys, the extent of intrusive inspection undertaken should be described. Any areas not accessed should be clearly identified together with the reasons why access was not achieved.

Survey results

This is the core of the report and must present a systematic and detailed account of all ACMs identified or presumed to be present.

Each material must be described in terms of:

location
product type
characteristics
extent or quantity

The report must distinguish between

materials confirmed as containing asbestos
materials presumed to contain asbestos
materials shown by analysis not to contain asbestos

A sufficient number of representative samples should be taken, having regard to the nature, extent and variability of the material, to support a reasonable conclusion regarding the presence or absence of asbestos. Where sampling is not undertaken, or where uncertainty remains, materials should be presumed to contain asbestos unless there is sufficient evidence to conclude otherwise.

Materials presumed to contain asbestos should be treated as asbestos-containing materials unless and until sufficient evidence is obtained to demonstrate otherwise.

Material assessment

For each identified or presumed ACM, the material assessment must evaluate:

the condition of the material
its potential to release fibres if disturbed
the type of material
any surface treatment present
the extent of damage
the type of asbestos present

Where a material assessment is included within the survey report, it must be carried out using the methodology described in HSG264 and associated HSE guidance, enabling the relative hazard presented by different asbestos-containing materials to be assessed on a consistent basis.

The material assessment score represents hazard only and must be considered alongside a priority assessment undertaken by the duty holder when determining overall risk.

Information for the Asbestos Register

The report must provide sufficient information to enable the duty holder to compile or update an asbestos register, including:

location
extent
condition
material assessment information

Plans, drawings and photographs

To assist traceability and identification:

plans or drawings should be provided showing ACM locations
plans and drawings should correspond with written descriptions
photographs should be included where they assist identification and illustrate condition

Higher-risk materials

Any materials that are damaged, deteriorated or otherwise considered likely to present an increased risk of fibre release must be clearly highlighted within the report so that appropriate management decisions can be made by the duty holder. Consideration of overall risk should take account of both the material assessment and any priority assessment undertaken by the duty holder.

Conclusions and recommendations

This section should summarise the key findings and highlight any significant issues identified during the survey.

The report must clearly state:

limitations of the survey
inaccessible areas
assumptions made during the survey
any remaining uncertainty

The report must clearly explain any limitations, exclusions, assumptions and access restrictions that may affect the survey findings. Users of the report should be made aware that asbestos surveys are subject to practical limitations and that the presence of concealed asbestos-containing materials cannot always be ruled out. Appropriate caution should therefore be exercised during future maintenance, refurbishment and demolition activities.

The recommendations section should set out appropriate actions in relation to identified ACMs, taking account of their condition and potential for disturbance.

Actions may include:

management in situ
repair
encapsulation
removal where necessary

Recommendations should be proportionate and practical so they can be implemented effectively.

Any ACMs requiring urgent action due to their condition or likelihood of disturbance should be clearly identified and prioritised.

Recommendations should also include provision for ongoing management, including reinspection at appropriate intervals where necessary.

Bulk analysis results

(Normally included as an appendix to the report)

Where sampling has been carried out, this section must present the results of the analysis.

The results must include:

sample locations
unique reference numbers
laboratory findings
the type of asbestos identified where present

The results must be traceable so that conclusions regarding the presence or absence of asbestos are supported by evidence.

Where bulk samples are analysed, analysis should be undertaken by a laboratory that can demonstrate appropriate technical competence and quality assurance arrangements. UKAS accreditation to the relevant standard provides recognised evidence of such competence.

Sample results should be clearly cross-referenced to the survey findings and locations within the main report.

Further information

An asbestos survey report should provide accurate, comprehensive and fit-for-purpose information that enables duty holders to identify asbestos-containing materials, assess hazard, evaluate risk appropriately and implement suitable management arrangements. Effective reporting is a fundamental element of asbestos risk management and supports compliance with the Control of Asbestos Regulations (Northern Ireland) 2012.

For detailed guidance on asbestos surveying, refer to following publication:

HSG264: Asbestos: The survey guide (hse.gov.uk)

Glossary

BOHS (British Occupational Hygiene Society):
A professional body that provides recognised qualifications and training in occupational hygiene and asbestos surveying.

Duty holder:
The person or organisation responsible for managing asbestos in non-domestic premises in accordance with the Control of Asbestos Regulations (Northern Ireland) 2012.

Intrusive inspection:
An inspection that involves opening up parts of a building, such as ceiling voids, wall cavities or service ducts, to identify hidden materials.

Material assessment:
An assessment of the condition and characteristics of an asbestos-containing material to determine its potential to release fibres if disturbed.

P402:
A BOHS qualification covering the surveying and sampling of asbestos in buildings.

Presumed ACM:
A material that has not been sampled or analysed but is assumed to contain asbestos unless sufficient evidence demonstrates otherwise.

Priority Assessment:
An assessment carried out by the duty holder to determine the likelihood that an asbestos-containing material could be disturbed, taking account of factors such as occupancy, maintenance activities and location.

Representative sample:
A sample taken from a material considered typical of the wider material present, allowing conclusions to be drawn about whether asbestos is present.

Traceability:
The ability to link survey findings and conclusions to supporting evidence such as photographs, sample records and laboratory results.

UKAS (United Kingdom Accreditation Service):
The national accreditation body that assesses the competence of testing, inspection and certification organisations.

Quality assurance arrangements:
The procedures and checks used by an organisation to help ensure work is carried out consistently, accurately and to an appropriate standard.