Start with the decision and the recipient
Explain why the survey is being commissioned and who will use the result. Maintenance planning, a property enquiry and a development proposal can require different observations and outputs. Identify relevant deadlines and any instructions supplied by the client or project team. Confirm the scope with the responsible consultant before treating a generic checklist as sufficient.
Define the included trees and access
Provide a site plan or boundary description, the approximate number of trees and known access restrictions. Specify who can authorise entry and whether neighbouring trees are relevant to the question. Note areas that may not be accessible during the planned visit. Agree how inaccessible trees or areas will be described in the output.
A practical scope example
A facility manager needs a register for maintenance planning. The brief identifies the grounds, requests stable tree IDs, locations, observations and practical follow-up, and asks for a schedule and readable site map. A separate proposal may require additional measurements or development advice. That additional purpose should be discussed rather than assumed to be covered by the maintenance brief.
Agree fields and deliverables
- The tree information required, including units and how estimates will be identified.
- The location method and any required accuracy.
- Photographs, captions and supporting evidence.
- The schedule format and expected map scale or extent.
- Any written report, review responsibilities and delivery deadline.
- Data ownership, permitted recipients and retention expectations.
Review changes to the brief
Keep the plan version and brief date with the project. If the site boundary or intended use changes, confirm whether further work is needed. A change in reporting purpose can affect the evidence required even when the trees have already been surveyed.
Download a blank enquiry brief
For consultancy, prepare for a Sorbus site visit. For digital fieldwork, use the tree inventory checklist to build the agreed schedule.
Keep changing drawings traceable with the plan revision guide, then prepare the client handover.
Prepared by Canopy.