PS Exam Preparation

Comprehensive preparation for the NCEES Principles and Practice of Surveying (PS) exam. 5 modules covering all 5 exam domains with 50 in-depth topics.

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Lesson 8

Client & Interdisciplinary Communication

Learning Objectives

After completing this topic, you should be able to:

Communicate survey findings effectively to clients with varying levels of technical knowledge
Coordinate surveying services with engineers, architects, attorneys, and other professionals
Prepare clear and complete survey reports, certifications, and professional opinions
Manage client expectations throughout the project life cycle
Communicate with the public about surveying matters
Handle disagreements and difficult conversations professionally

Overview

Communication is the skill that connects technical competence to client satisfaction. A surveyor who performs flawless fieldwork but cannot explain the results clearly, coordinate effectively with design professionals, or manage client expectations will struggle professionally. The PS exam tests your understanding of professional communication principles -- not just what to communicate, but how, when, and to whom.

Surveying sits at the intersection of law, engineering, and property rights. The surveyor must communicate across all these disciplines, translating technical findings into language that attorneys, engineers, architects, title companies, government agencies, and property owners can understand and act upon.

Client Relations

Figure PS.4.8 — Client Communication Life Cycle

The Client Relationship Life Cycle

Effective client communication follows the project from first contact through closeout:

Phase	Communication Goals	Key Activities
Initial contact	Understand client needs, establish credibility	Listen actively, ask clarifying questions, assess scope
Proposal	Clearly define what will be provided	Written scope, deliverables, schedule, fee
Contract execution	Establish mutual understanding of terms	Review contract together, address questions, sign
Project execution	Keep client informed of progress and issues	Status updates, change order discussions, milestone reports
Delivery	Present findings clearly, address questions	Deliver work product, walk through results, answer questions
Closeout	Ensure satisfaction, build long-term relationship	Final invoice, follow-up, request feedback

Managing Client Expectations

Expectation management is perhaps the most important communication skill. Disputes often arise not from poor work, but from mismatched expectations:

Situation	Poor Communication	Effective Communication
Boundary dispute discovered	Deliver plat showing conflict without explanation	Contact client immediately, explain the findings, discuss options before preparing the plat
Schedule delay	Deliver late with no advance notice	Notify client as soon as delay is anticipated, explain cause, provide revised schedule
Additional work needed	Perform extra work and send a surprise invoice	Contact client, explain the need, provide cost estimate, obtain written authorization
Unexpected findings	Bury unfavorable information in technical notes	Discuss findings directly, explain implications, recommend next steps

Communicating Technical Information to Non-Technical Clients

Most clients are not surveyors. Effective communication requires:

Principles:

Use plain language, not jargon
Explain what the findings mean for the client, not just what they are
Use visual aids (marked-up maps, annotated photographs, diagrams)
Anticipate questions and address them proactively
Provide context for technical terms when they must be used

Example -- Explaining a Boundary Discrepancy:

Poor: "The proportioned position of the northeast corner based on the GLO plat, as double-proportioned from the found section corners to the north and south and the found quarter corners to the east and west, differs from the position indicated by the record bearing and distance from the found southeast corner by 2.3 feet."

Better: "We found that the northeast corner of your property is about 2.3 feet from where the deed description would place it. This happens because the government survey corners have shifted slightly from their original positions over the past 150 years. We used the standard method for recalculating the corner position based on the corners we found still in place. The practical effect is that your north property line is about 2 feet further south than the deed distance suggests."

Written Communication

Document Type	Purpose	Audience
Proposal / scope letter	Define services, fees, and terms	Client
Status report	Update on progress, issues, and schedule	Client, project team
Transmittal letter	Accompany deliverables with summary of findings	Client
Survey report	Detailed narrative of research, methods, findings, and opinions	Client, attorneys, title companies
Certification	Formal statement of survey compliance with specified standards	Title companies, lenders, regulatory agencies
Professional opinion letter	Expert opinion on a specific survey-related question	Attorneys, courts, regulatory agencies

Survey Reports

Purpose and Audience

A survey report is a narrative document that accompanies the survey plat or map. It provides the context, reasoning, and professional judgment that the plat alone cannot convey.

Reports may be read by:

Property owners (need plain-language explanations)
Attorneys (need precise legal reasoning)
Title companies (need boundary certainty assessment)
Other surveyors (need technical methodology details)
Judges (need clear, authoritative expert explanation)

Elements of a Complete Survey Report

Section	Content
Introduction	Client, property identification, purpose of survey, date of services
Authorization	Contract reference, scope of services performed
Research summary	Documents reviewed, sources consulted, findings
Field procedures	Equipment used, methods, datum, control points
Evidence found	Monuments, occupation lines, improvements, discrepancies
Analysis	Application of boundary law principles, resolution of conflicts
Conclusions	Professional opinion on boundary locations, areas, and other findings
Recommendations	Suggested actions (record survey, boundary agreement, further research)
Qualifications and limitations	Scope limitations, assumptions, standard of care
Certification	Professional statement, signature, and seal
Appendices	Supporting documents, calculations, photographs

Writing Standards for Reports

Write in the first person ("I performed..." or "Our firm performed...") or third person ("The surveyor performed...") -- be consistent
State facts and opinions separately; clearly identify which is which
Support conclusions with evidence and citations to applicable law or standards
Define technical terms when first used
Use maps, diagrams, and photographs to supplement text
Be complete but concise -- do not pad reports with unnecessary information
Ensure consistency between the report narrative and the survey plat

Interdisciplinary Coordination

Working with Engineers

Surveyors and engineers collaborate frequently. Key coordination points:

Activity	Surveyor's Role	Engineer's Role
Site design	Provide topographic survey data, boundary information	Design site improvements, grading plan
Construction layout	Stake design positions in the field	Provide design coordinates and elevations
As-built documentation	Survey constructed conditions	Compare to design, assess compliance
Right-of-way	Establish property boundaries and easement limits	Design improvements within right-of-way
Subdivision	Determine parent parcel boundary, monument lots	Design infrastructure (roads, utilities, drainage)

Common coordination issues:

Datum inconsistencies between survey control and design files
Scale factor differences between ground and grid coordinates
Design coordinates that do not match field staking positions
Unclear responsibility for checking design against property limits

Working with Architects

Activity	Surveyor's Role	Architect's Role
Site survey	Provide boundary, topographic, and utility data	Use data for building design and site planning
Building location	Stake building corners and setback lines	Provide building footprint and setback requirements
Foundation survey	Verify foundation position against design	Confirm compliance with design intent
Zoning compliance	Provide boundary and setback measurements	Confirm building design meets zoning requirements

Working with Attorneys

Surveyors interact with attorneys in several contexts:

Context	Communication Need
Boundary disputes	Explain survey findings, provide opinions on boundary location, distinguish between legal and survey questions
Title issues	Identify discrepancies between recorded documents and field conditions
Expert witness testimony	Present findings clearly in court, withstand cross-examination
Easement interpretation	Locate easements on the ground based on recorded descriptions
Legal description review	Evaluate descriptions for accuracy, completeness, and ambiguity

Key principle: The surveyor provides factual findings and professional opinions on survey matters. The attorney provides legal advice. The surveyor should not offer legal opinions, and the attorney should not dictate survey conclusions.

Working with Title Companies

Title companies rely on surveys for:

Confirming property boundaries match deed descriptions
Identifying encroachments, overlaps, and gaps
Verifying access to public rights-of-way
Locating recorded easements on the ground
ALTA/NSPS survey certifications

Communication requirements:

Title commitment or report must be reviewed before completing the survey
Exceptions identified in the title commitment must be addressed on the plat
The surveyor must communicate any discrepancies between title and field conditions
Certification language must conform to current ALTA/NSPS standards

Working with Government Agencies

Agency Type	Interaction
Planning departments	Subdivision applications, zoning compliance, variance requests
Public works	Right-of-way surveys, encroachment permits, improvement plans
Recording offices	Filing survey plats, maps, and legal descriptions
Regulatory agencies	Wetland delineation surveys, floodplain surveys, environmental surveys
Geodetic agencies	Control network coordination, data sharing

Public Communication

Explaining Surveying to the Public

Property owners often do not understand what a surveyor does or why surveying services are needed. Effective public communication:

Explains the purpose of the survey in terms the owner understands
Describes what the owner will receive and how they can use it
Clarifies the difference between a survey and a fence, a survey and a deed, or a survey and a tax map
Addresses common misconceptions (such as "the deed says it, so that's where the line is")
Explains why monuments are being set and their legal significance

Right of Entry Communication

When surveying requires entry onto neighboring properties:

Explain who you are and what you are doing
Carry identification and your license card
Explain the property owner's legal right of entry provisions (where applicable)
Be courteous and professional
Minimize disruption to the property
If the owner objects, do not escalate -- leave and consult with your client

Media and Public Forums

When communicating publicly (social media, public meetings, media):

Speak only within your area of competence
Distinguish between facts and opinions
Do not disclose confidential client information
Represent the profession positively
Do not make exaggerated claims about surveying capabilities

Common wrong path — giving legal advice when explaining findings. When clients ask what the survey findings "mean," they often want legal advice disguised as a clarification question: "Does this mean my neighbor owns this strip?" "Can I build a fence here now?" "Do I need to sue them?" A surveyor who answers these questions directly is practicing law without a license and exceeding the scope of professional competence. The correct response is always to describe the facts the survey revealed, explain the boundary-law consequences within the surveyor's professional scope, and refer title and legal questions to an attorney. Students sometimes answer "explain what it means" without qualification — the correct nuance is that a surveyor explains survey findings, not legal conclusions. Legal advice is the attorney's domain.

Quick retrieval check — try before reading on.

▶Your boundary survey shows that your client's fence is 4 ft inside the neighbor's property. The client asks: "Does that mean the neighbor owns that strip? What should I do — move the fence, or can I keep it there because of adverse possession?" How do you respond?

Describe what the survey shows; refer legal questions to the client's attorney.

"The survey shows the fence is located 4 feet inside the neighbor's record property line, as established by the recorded deed description and field evidence. Whether this occupation has ripened into any kind of unwritten right — adverse possession, acquiescence, or practical location — is a legal determination that depends on the elements required by your state's law and on facts about how long the fence has been there, whether permission was given, whether taxes were paid on the strip, and other legal considerations. Those questions are in the lawyer's scope, not mine. I can document the current physical condition (which I have done on the plat), and I can explain the boundary-law principles generally, but the decision about whether to move the fence, file a boundary line agreement, or pursue an adverse-possession claim requires an attorney's advice. I'd recommend you share the survey with a real estate attorney who can advise on the legal options."

The surveyor's answer describes the physical facts, acknowledges the legal framework, and redirects to the proper professional. A surveyor who answers "yes, the neighbor owns it, you need to move the fence" is overstepping — adverse possession may apply. A surveyor who answers "you can keep it because of adverse possession" is practicing law. Stay within the survey scope.

Handling Difficult Conversations

Delivering Unfavorable Results

Surveyors sometimes must deliver results that clients do not want to hear:

Situation	Approach
Boundary encroachment by client	Present facts objectively, explain the surveyor's obligation to report accurate findings, discuss the client's options
Property smaller than expected	Explain the basis for the determination, show how the boundaries were established, provide documentation
Prior survey in error	Explain the analysis that revealed the discrepancy, present the evidence, recommend filing appropriate records
Additional cost required	Explain what changed, why additional work is needed, provide written estimate before proceeding

Responding to Client Pressure

When a client pressures the surveyor to reach a predetermined conclusion:

Acknowledge the client's concern or preference
Explain the surveyor's professional obligation to report accurate findings
Present the evidence and analysis objectively
Offer legitimate options (such as obtaining a second opinion from another surveyor)
Document the conversation and the client's requests
Do not compromise professional integrity

Disagreements with Other Professionals

When survey findings conflict with another professional's work:

Verify your own work thoroughly before raising the issue
Contact the other professional directly when appropriate
Discuss the discrepancy professionally, seeking to understand their basis
If the disagreement cannot be resolved, document both positions
Do not disparage the other professional to the client

Exam Tips

Communication questions on the PS exam often present scenarios where the surveyor must choose between telling the client what they want to hear and telling them the truth -- always choose professional honesty
Know the elements of a complete survey report and when reports are appropriate
Understand the surveyor's role relative to other professionals -- surveyors do not give legal advice, engineers do not determine boundaries
Right of entry and neighbor communication questions test your knowledge of professional and courteous conduct
Expectation management questions test whether you proactively communicate issues rather than surprises
ALTA/NSPS certification and title company coordination are frequently tested topics
The correct answer always involves clear, documented, professional communication