Record what you have noticed
Take clear photos of the affected area and note when the issue first appeared. If it changes after rain or occurs only in particular conditions, include that information. Describe what you can see without trying to diagnose the cause yourself.
Gather existing information
Previous inspection reports, repair records, drawings and relevant correspondence can help the team understand the history. Mention any work already attempted and whether the issue has returned.
Arrange access
Let the builder know who manages access to the property and whether the affected area is occupied. For shared buildings, identify the person responsible for coordinating the enquiry and supplying available information.
Discuss assessment before finishes
A visible mark or damaged surface may not show the full extent of a problem. The appropriate assessment and any specialist input should inform the scope before replacement finishes are selected.
Ask what happens next
Confirm what further information is needed, how the proposed work will be described and how access will be coordinated. Keep records of the agreed scope and the information supplied at completion.
