Overview
A party wall surveyor's timesheet should not be a vague list created after the event. It should be a clear, accurate record of work actually carried out.
Good timesheets protect the surveyor, assist the owners and help avoid fee disputes.
Use a consistent format
Every entry should include: - date; - matter name or reference; - task description; - time spent; - hourly rate where relevant; - whether the task is billable; - any disbursement or expense.
Consistency makes the timesheet easier to review.
Record time promptly
Time should be recorded daily or as soon as possible after the work is done. Reconstructing time at the end of a file is unreliable and often leads to rounded, exaggerated or unclear entries.
Describe tasks properly
Entries such as "emails" or "file review" are not enough. A good entry explains what was done and why.
For example: - "reviewed structural drawings for proposed beam bearing into party wall"; - "drafted award clauses relating to access and protection"; - "site visit to record schedule of condition".
Separate categories of work
It is helpful to group time under headings such as: - notice and appointment review; - drawings and technical review; - correspondence; - site visits; - schedule of condition; - award drafting; - damage or fee dispute work; - travel and waiting time.
This makes it easier to see whether the time spent is proportionate.
Avoid billing for non-Act work
A party wall fee claim should relate to work within the Act. Time spent on planning objections, general neighbour complaints, contractual issues, ordinary nuisance or non-notifiable works should not be slipped into a party wall invoice.
Record expenses clearly
Disbursements should be identified separately and supported where appropriate. Travel, printing, postage, engineer input and other expenses should not be hidden in a general time entry.
Use timesheets as evidence
If fees are challenged, the timesheet may be the main evidence. It should therefore be capable of standing up to scrutiny by another surveyor or the third surveyor.