A Facility Condition Assessment (FCA) Report Template helps school districts evaluate the condition of buildings, identify maintenance needs, prioritize capital improvements, and support long-term facility planning.
Whether you're assessing a single school or an entire district, a standardized facility condition assessment template ensures building conditions are documented consistently and provides the data needed for budgeting, inspections, and capital planning.
What Is a Facility Condition Assessment?
A facility condition assessment (FCA) is a systematic evaluation of a building's physical condition, systems, infrastructure, and maintenance needs.
School districts use facility condition assessments to:
- Evaluate building conditions
- Identify deferred maintenance
- Prioritize capital projects
- Support capital budgeting
- Improve asset management
- Calculate facility condition index (FCI) scores
- Plan future repairs and replacements
The results are typically documented in a facility condition assessment report.
Facility Condition Assessment Report Template
Use this template to document findings and prioritize facility needs across buildings and sites. The downloadable PDF includes blank fillable tables for each section.
Facility Information
| Field | Description |
|---|---|
| Facility Name | Name of the school or building being assessed |
| Facility Type | School type (elementary, middle, high, admin, other) |
| Address | Street address of the facility |
| Assessment Date | Date the physical assessment was conducted |
| Assessor | Name of the assessor or assessment team |
| Building Age | Year built and approximate age |
| Square Footage | Gross square footage of the building |
Executive Summary
| Assessment Category | Description |
|---|---|
| Overall Facility Condition | Summary condition rating for the building as a whole |
| Major Deficiencies Identified | Count and brief description of critical or high-priority deficiencies |
| Immediate Repair Needs | Items requiring action within 30–90 days |
| Estimated Repair Costs | Total cost estimate for all identified deficiencies |
| Recommended Capital Projects | Projects recommended for the capital improvement plan |
| Facility Condition Index (FCI) | Calculated FCI score and condition rating |
Building Condition Assessment Template
Exterior Systems
| Component | Condition (Good/Fair/Poor) | Deficiency Identified | Priority | Estimated Cost |
|---|---|---|---|---|
| Roof | ||||
| Exterior Walls | ||||
| Windows | ||||
| Doors | ||||
| Gutters and Drainage |
Interior Systems
| Component | Condition (Good/Fair/Poor) | Deficiency Identified | Priority | Estimated Cost |
|---|---|---|---|---|
| Floors | ||||
| Walls | ||||
| Ceilings | ||||
| Classrooms | ||||
| Restrooms |
Mechanical Systems
| Component | Condition (Good/Fair/Poor) | Deficiency Identified | Priority | Estimated Cost |
|---|---|---|---|---|
| HVAC Equipment | ||||
| Boilers | ||||
| Ventilation Systems | ||||
| Controls and Automation |
Plumbing Systems
| Component | Condition (Good/Fair/Poor) | Deficiency Identified | Priority | Estimated Cost |
|---|---|---|---|---|
| Water Supply | ||||
| Fixtures | ||||
| Drainage Systems | ||||
| Water Heaters |
Electrical Systems
| Component | Condition (Good/Fair/Poor) | Deficiency Identified | Priority | Estimated Cost |
|---|---|---|---|---|
| Electrical Panels | ||||
| Lighting | ||||
| Emergency Power | ||||
| Emergency Lighting |
Safety and Security Systems
| Component | Condition (Good/Fair/Poor) | Deficiency Identified | Priority | Estimated Cost |
|---|---|---|---|---|
| Fire Alarm System | ||||
| Fire Extinguishers | ||||
| Security Cameras | ||||
| Access Control Systems | ||||
| Emergency Exits |
Site and Grounds Assessment
| Component | Condition (Good/Fair/Poor) | Deficiency Identified | Priority | Estimated Cost |
|---|---|---|---|---|
| Parking Lots | ||||
| Sidewalks | ||||
| Athletic Fields | ||||
| Landscaping | ||||
| Drainage Systems |
Facility Deficiency Log
Use this log to consolidate all identified deficiencies in one place. Add one row per deficiency and sort by priority before presenting to leadership.
| Deficiency | Location | Priority | Estimated Cost | Recommended Action |
|---|---|---|---|---|
Recommended Corrective Actions
| Priority | Action Required | Target Completion Date |
|---|---|---|
| Critical | ||
| High | ||
| Medium | ||
| Low |
Facility Condition Index (FCI) Calculation
The facility condition index (FCI) is one of the most commonly used metrics in facility management. It compares the cost of deferred maintenance to the current replacement value of the facility.
FCI formula:
FCI = Deferred Maintenance Cost / Current Replacement Value
FCI Scoring Scale
| FCI Score | Facility Condition |
|---|---|
| 0.00 – 0.05 | Excellent |
| 0.05 – 0.10 | Good |
| 0.10 – 0.30 | Fair |
| 0.30 – 0.60 | Poor |
| Above 0.60 | Critical |
Example: A facility with $500,000 in deferred maintenance and a current replacement value of $10,000,000 has an FCI of 0.05, which is generally considered Good condition.
What to Include in a Facility Condition Assessment Report
A complete facility condition assessment report should include:
- Facility information
- Building condition assessment findings
- Deficiency inventory
- Repair cost estimates
- Facility condition index calculations
- Capital improvement recommendations
- Deferred maintenance analysis
- Prioritized corrective actions
Managing Facility Assessments More Effectively
Facility condition assessments are most valuable when integrated into a broader facility management strategy. Use assessment findings to inform your capital improvement plan, feed your deferred maintenance inspection process, and connect to your ongoing preventive maintenance checklist. For districts managing work orders and asset records alongside assessment data, Facilitron Works brings these workflows into a single platform.