What documentation is necessary to support a RICS Valuation for Probate?
A RICS Valuation for Probate is usually supported by the deceased’s death certificate, will or grant of probate, title deeds or Land Registry records, and relevant property information. Depending on the property, the surveyor may also need tenancy agreements, lease details, planning or building regulation documents, guarantees, and details of alterations or defects.
The supporting documentation for a RICS Valuation for Probate should allow the surveyor to identify the property, establish the deceased’s legal interest, understand its condition and use, and value it at the correct date. In addition to the main estate papers, the evidence should cover any factor that could affect market value or the extent of the asset included in the estate.
Documents confirming the valuation instruction
The personal representative should provide written confirmation of who is instructing the surveyor and in what capacity. This may include contact details for the executor or administrator, confirmation that the instruction is made on behalf of the estate, and any relevant correspondence from the solicitor handling the administration. If there is more than one personal representative, the surveyor may need confirmation of who is authorised to give instructions and receive the report.
The instruction should also identify the valuation date required for the estate account. This is not necessarily the date on which the surveyor visits the property. The report should make clear whether the valuation is required as at the date of death or another specified date, as the relevant market conditions and property circumstances may differ.
Evidence about ownership and restrictions
Where the deceased owned only a share of a property, the surveyor needs documents explaining the ownership structure and the size of that interest. A declaration of trust, co-ownership agreement or other document may be relevant. The report may need to distinguish between the value of the entire property and the value of the interest actually included in the estate.
Information about rights and restrictions should also be supplied. Examples include rights of way, restrictive covenants, overage provisions, options, development agreements, disputed boundaries or access arrangements. These matters can affect how the property can be occupied, altered, sold or developed, so they should not be omitted simply because they are not obvious during an inspection.
Property management and financial records
For a property that produces income, provide records that show the financial position at the relevant valuation date. Depending on the circumstances, this may include rent schedules, statements of account, details of deposits held, management charges and correspondence concerning rent reviews or arrears. These records can help the surveyor assess the property’s investment characteristics rather than relying only on its physical appearance.
For leasehold property, the surveyor may require information about ground rent, service charges, reserve fund contributions, planned major works and any outstanding sums. Notices from the managing agent or freeholder can be particularly important where substantial expenditure is proposed. Details of the unexpired lease term and any formal lease variations should also be made available if they are not already clear from the title information.
Evidence of works, condition and expenditure
Invoices, contractor statements and dated photographs can help establish the extent and timing of repairs, refurbishment or construction work. Where work was incomplete at the valuation date, provide a description of what remained outstanding and any available estimates of the cost. This can assist the surveyor in distinguishing between the property’s condition at the relevant date and changes made afterwards.
Reports relating to structural movement, damp, timber defects, asbestos, flooding, contamination or other specialist risks should be disclosed. The surveyor may not be carrying out a full specialist investigation, but known reports can identify matters requiring consideration, qualification or further advice. Records of insurance claims and correspondence about damage may also be relevant where they indicate a defect or unresolved risk.
Planning and development evidence
If the property has development potential or has been altered, provide planning decision notices, approved drawings, lawful development certificates, completion certificates and any enforcement correspondence that applies. Applications that were refused, withdrawn or still under consideration may also be relevant, because they can affect the surveyor’s view of potential use and marketability.
For commercial or mixed-use elements within a primarily residential property, include documents describing the authorised use, any relevant licences and records of separate accommodation or facilities. The surveyor needs to understand whether the property should be assessed as a single residence, a property with ancillary use or an asset with another legally permitted use.
Information about disputes and unusual circumstances
Provide details of unresolved disputes that could influence value, including boundary disagreements, neighbour claims, possession issues, building defects, insurance disputes and correspondence with public authorities. Court papers or formal notices may be necessary where a dispute affects occupation, access, ownership or the cost of resolving the matter.
Do not rely on informal explanations alone where documentary evidence exists. A short written summary can identify the issue, but the underlying documents allow the surveyor to assess its significance and record appropriate assumptions or limitations in the report.
How to prepare the information
- Send clear copies rather than incomplete photographs or cropped pages.
- Arrange documents in date order and label each file so its relevance is apparent.
- Separate documents that existed at the valuation date from later information.
- Tell the surveyor if a document is missing, disputed or awaiting issue rather than presenting an uncertain document as conclusive.
- Protect unnecessary personal data, while retaining names, dates and clauses needed to interpret the property interest.
The surveyor can usually identify gaps during the instruction process, but the personal representative remains responsible for drawing attention to known issues. Supplying a complete and organised evidence pack helps the surveyor define the asset correctly, avoid unsupported assumptions and explain any qualifications in the probate valuation report.
Evidence of occupation can be important where the property is not clearly vacant. Provide any current tenancy agreement, licence to occupy, notice relating to possession, or written confirmation of who occupied the property at the valuation date. Council tax correspondence or utility records may also help establish whether the property was occupied, empty, or subject to an arrangement that could affect a sale.
This information helps the RICS surveyor determine whether the valuation should reflect vacant possession or an existing occupancy position. If no formal agreement exists, provide a dated written explanation from the personal representative and identify any uncertainty so the report can state the relevant assumption clearly.