Define coverage before counting trees
Share a boundary plan and describe the areas to be surveyed. State whether the brief covers every tree within that boundary, selected assets or identified areas. Explain exclusions, access restrictions and the purpose of the work. A sample area should be labelled as a sample rather than reported as complete coverage of the reserve.
Use a location method that suits the purpose
Agree how tree locations will be recorded, what coordinate information will be supplied and how positions will be checked. Include clear area names or landmarks where useful. A pin on a map does not establish measurement accuracy; ask whether the proposed method suits the decision and any required handover format.
Prepare a practical record structure
- Stable asset or tree ID, with existing IDs retained where appropriate.
- Site or management area and location reference.
- Survey date, recorder and agreed fields.
- Measurements with their units and any stated limitations.
- Photographs linked to the correct tree.
- Assessment and management information only where included in the scope.
- A record of areas or trees that could not be accessed.
A reserve survey brief
Illustrative brief: “We need an inventory of the individually managed trees within the marked park boundary. Please confirm coverage, the location method and proposed schedule fields. Existing asset numbers are attached. The managing team needs a mapped schedule and photographs for future inspections; please advise separately on the scope of any condition assessment.”
Agree a useful handover
Confirm the map, spreadsheet and report formats the managing team expects. If information is intended for another asset system, agree its column names and coordinate requirements before fieldwork. Check a small example record early so differences are resolved before the whole survey is completed.
Keep the register useful after the visit
Nominate who will maintain the record, keep issued versions and preserve tree IDs as the site changes. Record removals or new trees explicitly rather than silently reusing an old number. Later observations should show their dates so the history remains understandable.
Discuss Sorbus inventory services. For record checks, see stable tree numbering and checking mapped locations.
Prepared by Sorbus Arbor Consulting.