In the first part of our series, we explained what BREEAM In-Use assesses, how Asset Performance and Management Performance differ, and which criteria determine the certification result. We now look at how a property progresses from the initial assessment to obtaining the certificate.

Preparing for BREEAM In-Use certification involves considerably more than completing a questionnaire. Technical data, consumption reports, policies and a site inspection are all required. The complexity of the task is primarily determined by the size, use and tenant structure of the property, as well as the organisation of its documentation.

The process works well when the purpose and scope of the certification, the responsibilities of the parties involved and the rating level that is realistic for the building are clarified at the outset. This makes data collection more targeted and helps identify, even before certification, which shortcomings can be addressed quickly and where longer-term improvements are required.

Defining the objective and scope

The first step is to establish why the certification is being pursued. For an owner, the primary consideration may be the property’s market positioning or supporting refurbishment decisions. A portfolio manager may be seeking a consistent basis for comparison, while ESG data reporting or a GRESB assessment may introduce additional requirements.

The subject of the assessment must be defined at the same time. Of the two independent parts of BREEAM In-Use, the building’s physical performance, its operational and management performance, or both may be assessed. It must also be clearly determined whether the assessment will cover the entire property, the common areas or a clearly defined part of the building.

This is particularly important for multi-tenant properties. The owner, operator and tenants are often responsible for different systems, areas and data. If these boundaries are unclear at the outset, it may become apparent during data collection that a required document or consumption figure is held by another party or is not available in the necessary breakdown.

Preliminary assessment and GAP analysis

Before detailed preparation begins, it is advisable to review the building’s expected performance. The preliminary assessment compares the existing technical solutions and operational practices with the BREEAM In-Use requirements. This provides an estimate of the initial score, identifies missing evidence and helps determine whether the target rating level is achievable.

At this stage, three types of shortcomings generally emerge:

• an appropriate practice is in place but is not sufficiently documented;
• the required procedure or data collection process can be established within a short period;
• meeting the requirement calls for a technical modification or investment.

This distinction helps prevent every outstanding issue from being given the same weight. Establishing a missing framework of responsibilities or record-keeping system requires a very different decision from upgrading a building services system.

Collecting data and evidence

BREEAM In-Use assesses the property’s current, verifiable performance. A measure planned for the future, a policy under development or an investment that has not yet been implemented cannot be credited on its own. Each response must therefore be supported by appropriate evidence.

Depending on the characteristics of the property and the selected assessment part, the following may be required:

• floor plans, technical specifications and equipment inventories;
• energy and water consumption data, including metering and submetering information;
• maintenance plans, logs and contracts;
• energy, water, waste and environmental management policies;
• risk assessments, such as assessments of climate-related and natural hazards;
• indoor air quality, lighting or comfort measurements;
• documentation relating to procurement, cleaning, waste management and tenant engagement.

The existence of a document is not always sufficient. It must also be demonstrated that the policy applies to the assessed property, is current, has an assigned owner and is implemented in practice. Overly general, group-level documents often cannot be used as comprehensive evidence because they do not demonstrate how the requirements are implemented at the building level.

Site visit and professional verification

The documentation review is supplemented by an on-site inspection. This makes it possible to verify whether the submitted data reflect the actual conditions and whether the described practices are genuinely in operation. The site visit may cover, for example, building services systems, meters, waste collection areas, cycling facilities, water-efficient equipment and the conditions provided for building users.

The licensed BREEAM In-Use assessor plays a key role in the certification process. The assessor verifies the responses and evidence, carries out the required site inspection and submits the assessment for certification. The consultant involved in preparing for the certification may support the identification of shortcomings, the organisation of data collection and the evaluation of improvement opportunities.

What should be addressed before submission?

The preliminary result provides a basis for deciding which measures should be implemented before certification. Quick improvements may be achieved by preparing a missing policy, defining responsibilities, standardising data records or properly documenting an existing process. In other cases, a measurement period of several months, consultation with suppliers or cooperation with tenants may be required.

For technical investments, the cost, the potential score, the expected operational savings and the property’s longer-term plans should be considered together. It may not be worthwhile to secure every possible credit before certification. The aim is to achieve a well-founded result that reflects the particular building and its business context.

Submission, quality assurance and certification

Once the assessment and supporting evidence are complete, the assessor submits the documentation to BRE Global for quality assurance. Following a successful review, the certificate is issued, stating the score and rating level achieved for the assessed part.

Under the current scheme, the certificate is valid for three years. During this period, the property’s performance can continue to be monitored and, in certain cases, interim certification may be requested if the owner wishes to have changes implemented during the certification cycle reflected in the certificate. At the end of the three-year period, the property must be assessed again.

BRE has not yet published the exact requirements and transition rules for the forthcoming BREEAM In-Use v7. For a project starting now, it is therefore advisable to follow the official announcements. At the same time, organising data collection, establishing clear responsibilities and arranging the technical documentation are useful preparatory steps regardless of the version applied.

What should be prepared in advance?

Before the certification process begins, it is advisable to appoint an internal project manager, involve the building operator and identify which parties hold the required data. It is also worth checking whether consumption data can be properly separated for the assessed area, whether the policies are current and whether the implementation of the stated practices can be demonstrated.

Thorough preparation does more than make the certification process faster. It also reveals operational and data-management shortcomings during the process, providing a basis for subsequent improvements.

In the next part of our series, we explain how the BREEAM In-Use result can be converted into a concrete, scheduled property improvement plan.