Quality Control Policy

Our Quality Control Policy is in accordance with the regulatory requirements of the Royal Institution of Chartered Surveyors (RICS). 

Purpose and Scope

This policy sets out how the business maintains consistent quality across all services and ensures that a clear, reliable audit trail is created for every instruction. It applies to all work undertaken by the business and to any third parties engaged to support service delivery.

Commitment to Quality

The business is committed to delivering high quality, accurate, and professionally robust services. Quality control is embedded into every stage of the workflow, from initial instruction to final reporting. All responsibilities under this policy are fulfilled personally by the Principal, being the Director of the company at any given time.

Quality Control Approach

Quality control is achieved through a combination of structured processes, documented checks, and consistent professional judgement. This includes: clear scoping and confirmation of client instructions, thorough research, analysis, and evidence gathering, accurate and well reasoned reporting, compliance with relevant legislation, standards, and professional guidance, maintaining appropriate records to evidence decisions and actions, where external information or third party data is used, its reliability and relevance are assessed before inclusion.

Audit Trail Requirements

A complete audit trail is maintained for every instruction to demonstrate transparency, accountability, and compliance. The audit trail includes: initial client enquiry and instruction, terms of engagement and fee estimate, due diligence checks and risk assessments, site notes, photographs, and supporting evidence, research materials and data sources, drafts, revisions, and final reports, communications with clients and third parties, billing records and file closure notes. All records are stored securely and retained in accordance with legal and professional requirements.

File Review and Self Assessment

The Principal conducts periodic self reviews of completed files to ensure: accuracy and completeness of work, compliance with policies and professional standards, clarity and consistency of reporting, adequacy of supporting evidence, proper maintenance of the audit trail. Any issues identified are documented, and corrective actions are implemented to improve future performance.

Continuous Improvement

The business is committed to ongoing improvement of its processes and professional practice. This includes: reviewing feedback from clients, monitoring changes in legislation, standards, and best practice, updating templates, procedures, and documentation, undertaking relevant training and professional development, improvements are incorporated into future work to enhance quality and reduce risk.

Record Keeping and Security

All quality control records and audit trail documents are stored securely, whether in digital or physical form. Access is restricted to the Principal. Records are retained for the required statutory period and disposed of securely when no longer needed.

Monitoring and Review

This policy is reviewed regularly to ensure it remains effective, proportionate, and aligned with professional standards. Updates are made where necessary to reflect changes in practice or regulatory requirements.

Approval

This policy is approved and adopted by the Principal.