What Documents Are Needed for a Valuation? A Checklist by Asset Type
Gathering information is not an exercise in paperwork. It helps identify the asset, its characteristics and the interest being valued, and anchors the analysis to a defined date.
The documents needed depend on the asset, purpose, valuation date and intended user. Start with what is available and list the gaps. The valuation team can then distinguish what is essential before scoping from what may be completed during the engagement.
Information common to most instructions
- The instructing party, its capacity and relationship to the asset, plus operational contact details.
- The report purpose, required valuation date and intended user or known instructions.
- An asset list, site count and addresses, with an inspection contact.
- Previous reports, studies, photographs or correspondence that help describe the asset, with their dates.
- Target timing and any required outputs, such as separate schedules or a data file.
Documents by asset type
Real estate documents
Typical information includes available ownership documentation, address and area data, site or survey plans, building permits or use information, leases and occupancy schedules, relevant income and expense data, and development details, costs and completion status. Review real estate valuation.
Machinery, equipment and production lines
Prepare the asset register; asset name, ID or serial number; manufacturer and model; year; location and operating condition; available invoices; maintenance records, operating hours, specifications and capacity. For a line, add process flow, components, installation, utilities, actual capacity and downtime. See machinery and equipment valuation.
Inventory and tagging information
Provide a workable current register, location and department structure, cost centres, numbering or barcode policy, asset classes, site contacts and rules for surplus, missing or non-operational items. Asset inventory has different outputs from a value opinion.
Verification limits
Receiving an ownership document does not mean the valuer provides a legal opinion on title. Unclear rights or restrictions may require advice from the client's appropriate adviser.
Additional information by purpose
- Financing or mortgage: intended-user instructions, a reference number where applicable, and a clear statement of the asset and interest. See valuation for finance and mortgage.
- Inheritance: assets within scope, required valuation date and evidence of the instructing party's capacity where required. The valuer does not determine legal entitlement. See inheritance and estate valuation.
- Financial reporting: asset schedules and units of account, measurement date, and requirements defined by the entity or auditor. Accounting treatment remains for the entity and its advisers. See financial reporting valuation.
What if documents are missing?
Do not replace a missing document with an assumption presented as fact. Keep a gap list, identify the owner of each action, and provide any alternative—such as a current photograph or technical statement—with its source and date. Material gaps may lead to assumptions or limitations, delay part of the work, or prompt a recommendation to inventory and reconcile assets first. Their effect is assessed in context.
Pre-submission checklist
- Have you identified the asset, purpose and valuation date?
- Is the asset and location list clear and workable?
- Are originals, copies and unverified information distinguished?
- Have unnecessary personal details been removed or masked?
- Are known gaps and the inspection contact clearly stated?
Frequently asked questions
Must every document be ready before I request a quotation?
No. Send the core facts and available information, together with a transparent gap list. Particular documents may still be needed before the final scope is confirmed.
Can photographs replace an inspection?
That depends on the asset, purpose and engagement requirements. Photographs support initial understanding but do not replace an inspection when one is required by the scope.
Should I send documents containing personal information?
Provide only what the engagement requires through the agreed channel, and mask unnecessary data where possible. Agree a suitable transfer method for sensitive files.
Does a previous report replace current documents?
It may be a useful reference, but it may not reflect the current asset, market, purpose or valuation date. Current information still needs to be established.
Prepare the asset description and available-document list
Start without waiting for a perfect file. The team will identify information needed for a suitable scope and a secure method for sensitive files.