Report Writing

Overview#

Survey reports translate the surveyor's technical findings into clear, professional documents that inform clients, attorneys, lenders, and agencies. While the survey map is the graphic representation of the surveyor's work, the report is the narrative -- explaining what was done, what was found, what it means, and what the surveyor's professional opinion is.

Not every survey requires a formal narrative report. A residential boundary survey may be adequately communicated through the map alone. But complex projects -- boundary disputes, ALTA/NSPS surveys with significant title issues, retracement surveys with conflicting evidence, or expert witness engagements -- demand a written report that documents the surveyor's methodology, analysis, and conclusions.

A survey without documentation is a survey that cannot be defended. The report preserves the surveyor's reasoning and protects the surveyor's conclusions when they are challenged months or years later.

Types of Survey Reports#

Narrative Survey Report

A comprehensive report that describes the survey from inception to completion. It includes the project background, scope, methodology, findings, analysis, conclusions, and recommendations. This is the most thorough form of survey report and is appropriate for complex projects.

Boundary Analysis Report

A focused report that addresses boundary-related issues specifically. It documents the evidence considered, the legal principles applied, the surveyor's analysis of conflicting evidence, and the basis for the boundary opinion. This report is essential when the boundary determination involves professional judgment beyond simple measurement.

ALTA/NSPS Certification

The ALTA/NSPS Land Title Survey requires a specific form of certification that constitutes a professional statement about the survey. While not a "report" in the traditional sense, the certification is a critical written deliverable that carries professional and legal weight.

Letter Report

A brief, letter-format communication that summarizes the surveyor's findings for the client. Appropriate for straightforward surveys where a full narrative report is unnecessary but the client benefits from a written summary.

Expert Witness Report

When a surveyor serves as an expert witness, the report must meet the evidentiary requirements of the applicable rules of civil procedure. It typically must disclose the expert's opinions, the basis for those opinions, the data considered, and the expert's qualifications and compensation.

Construction Survey Report

A report documenting construction staking, as-built conditions, or compliance with design plans. May include tabulations of staking data, deviation reports, and certifications of compliance.

Report Structure#

Standard Sections

A well-structured survey report follows a logical progression:

Purpose and Scope

The purpose statement establishes why the survey was performed and defines its boundaries:

"The purpose of this survey was to locate and monument the boundary of the property described in the deed from Smith to Jones, recorded as Document No. 2020-123456 in the office of the County Recorder of [County], [State]. The scope of this survey included a field survey of the subject property, research of all relevant recorded documents, and a boundary analysis to resolve discrepancies between record and measured data."

A clear scope statement protects both the surveyor and the client by establishing what was and was not included.

Methodology

The methodology section should be detailed enough for another surveyor to evaluate the work:

• Control -- What control network was used? How was it established? What datum and coordinate system?
• Equipment -- Instruments used (total station model, GNSS receiver, etc.) and their stated accuracy
• Observation methods -- Procedures followed (traverse type, GNSS observation method, redundancy)
• Standards -- Which professional standards were applied (ALTA/NSPS, state minimum standards, agency requirements)
• Research -- What documents were reviewed (deeds, maps, title reports, prior surveys)
• Field procedures -- How monuments were searched for, what evidence was documented

Findings

The findings section presents the factual observations without interpretation:

Monuments found:

Measurements:

• State the measured values and compare them to record values
• Note discrepancies clearly
• Include traverse closure information

Documents reviewed:

• List every document considered, with recording information
• Note any documents that were sought but not found

Analysis

The analysis section is where the surveyor's professional judgment is applied:

• Evaluate conflicting evidence and explain how conflicts were resolved
• Apply the hierarchy of calls (natural monuments, artificial monuments, adjoiners, courses and distances, area)
• Discuss the weight given to different types of evidence
• Explain the reasoning behind the boundary opinion
• Address any ambiguities in the record documents

This section transforms the report from a data summary into a professional opinion. It is the most important section for complex boundary surveys.

Example analysis excerpt:

"The northeast corner presents a conflict between the found monument (5/8" rebar with cap stamped LS 6789, set by Smith in 2015 per Record of Survey Book 10, Page 5) and the computed position based on the bearings and distances shown on Tract Map 12345 (filed 1985). The found monument is 0.15 feet north and 0.08 feet east of the position computed from the tract map dimensions. Given that the monument was set by a licensed surveyor as part of a recorded survey, and the positional difference is within the expected tolerance for the tract map era, it is my opinion that the found monument holds as the northeast corner of the subject property."

Conclusions

Conclusions state the surveyor's professional opinions clearly and concisely:

• The boundary lines as determined by the survey
• Any unresolved issues or areas of uncertainty
• Whether the survey conforms to applicable standards

Recommendations

Optional but often valuable:

• Monument existing corners that are not currently monumented
• Record a Record of Survey to preserve the survey evidence
• Obtain a title update if the survey revealed potential issues
• Engage legal counsel if a boundary dispute exists
• Commission additional work (e.g., a topographic survey, environmental assessment)

Boundary Opinion#

What to Include

A boundary opinion is the surveyor's professional conclusion about the location of boundary lines. It should:

1. State the opinion clearly -- "It is my professional opinion that the boundary of the subject property is as shown on the accompanying survey map."
2. Identify the basis -- What evidence supports the opinion (monuments, record documents, occupational evidence, parol evidence).
3. Address conflicts -- If the evidence is conflicting, explain how each conflict was resolved and why.
4. Acknowledge limitations -- Note any evidence that was not available, any access restrictions, or any areas where the evidence is insufficient for a definitive opinion.
5. Distinguish opinion from fact -- Measurements are facts; the boundary location based on those measurements is a professional opinion.

Standards of Care

The boundary opinion must reflect the standard of care expected of a competent surveyor in the same jurisdiction:

• Adequate research of the public record
• Diligent search for monuments
• Proper measurement procedures
• Application of correct legal principles
• Reasonable professional judgment

A boundary opinion is not a guarantee. It is a professional conclusion based on the available evidence, applied through the surveyor's training and judgment. The opinion may be challenged, and the surveyor must be prepared to defend it.

Professional Certifications and Stamps#

Certification Language

The certification is a formal professional statement that appears on the map, in the report, or both. It varies by survey type:

General boundary survey certification:

"I hereby certify that this survey was made by me or under my direct supervision, and that the survey and this map/report are correct to the best of my knowledge and belief, in conformance with the minimum technical standards for land surveying in the State of [State]."

ALTA/NSPS certification (per the 2021 Standards):

"To [named insured parties], [lender], [title company]:

This is to certify that this map or plat and the survey on which it is based were made in accordance with the 2021 Minimum Standard Detail Requirements for ALTA/NSPS Land Title Surveys, jointly established and adopted by ALTA and NSPS, and includes Items [list Table A items] of Table A thereof. The fieldwork was completed on [date]."

Professional Seal/Stamp

• The surveyor's seal must be applied to every final deliverable (maps and reports)
• The seal must include the surveyor's name, license number, and jurisdiction
• The seal must be signed across (not merely stamped)
• Digital seals must comply with applicable state regulations
• Never seal preliminary or draft documents

Liability Implications

The certification and seal constitute a professional representation. They expose the surveyor to professional liability for the accuracy and sufficiency of the work. The certification should be carefully worded and should not exceed the scope of the work performed.

Deliverable Packages#

Standard Deliverables

A complete survey deliverable package typically includes:

Organizing Deliverables

Structure the deliverable package for the client's convenience:

DELIVERABLES/
  01_Survey_Map/
    2024-0150_Survey_Map_Sealed.pdf
    2024-0150_Survey_Map.dwg
  02_Report/
    2024-0150_Survey_Report_Sealed.pdf
  03_Legal_Description/
    2024-0150_Legal_Description.pdf
    2024-0150_Legal_Description.docx
  04_Supporting/
    2024-0150_Field_Photos.pdf
    2024-0150_Point_Data.csv

Transmittal Letter

Every deliverable package should be accompanied by a transmittal letter that:

• Identifies the project and deliverables enclosed
• Summarizes the scope of work performed
• Notes any limitations or qualifications
• Requests the client to review and contact the surveyor with questions
• Includes a statement about the intended use and intended recipients of the survey

Client Communication#

Explaining Technical Findings

Clients often lack technical background. Effective communication means:

• Use plain language where possible, with technical terms defined
• Summarize key findings at the beginning before diving into details
• Use the map as a visual aid when discussing findings in person or on a call
• Anticipate questions -- clients will ask about encroachments, easements, and boundary discrepancies
• Be direct about problems -- do not bury significant findings in technical language

Managing Expectations

• Clarify at the outset what the survey will and will not determine
• Explain the difference between a survey and a title search
• Explain that boundary surveys involve professional judgment, not just measurement
• Set realistic timelines for deliverables
• Communicate promptly if field conditions or research reveal issues that affect the scope or cost

Difficult Conversations

When the survey reveals problems (encroachments, boundary disputes, title defects):

• Present the facts first, then the implications
• Explain the surveyor's role (to determine and report, not to adjudicate)
• Recommend appropriate next steps (legal counsel, title action, neighbor negotiation)
• Document the communication in writing

Document Retention#

Requirements

Document retention requirements vary by jurisdiction but generally fall into these categories:

Best Practices

• Digitize paper records and store the digital copies in a backed-up, organized system
• Maintain a project index that allows retrieval of any project by number, name, location, or date
• Plan for succession -- if the surveyor retires or dies, the records must remain accessible. Many jurisdictions require a plan for disposition of records.
• Follow firm policy -- most survey firms have a records retention policy that meets or exceeds jurisdictional requirements

Survey records often outlive the surveyor. A boundary survey performed today may be relied upon in a lawsuit 50 years from now. The records that support that survey must be preserved and accessible.

Digital Archiving

Modern digital archiving considerations:

Digital Deliverables#

Modern Expectations

Clients, engineers, and agencies increasingly expect digital deliverables beyond PDF maps:

Digital Delivery Considerations

• Always deliver sealed PDFs as the authoritative document. Digital CAD or GIS files are supplementary.
• State the datum, units, and coordinate system in the data file headers or accompanying metadata.
• Include a disclaimer on unsealed digital files noting that they are not the official survey document.
• Use secure transfer methods for sensitive project data (encrypted email, client portal, secure FTP).

Key Takeaways#

• Reports document the surveyor's reasoning and protect the professional's conclusions when challenged. Complex surveys demand narrative reports.
• Structure matters. A well-organized report with clear sections (purpose, methodology, findings, analysis, conclusions) is easier to write, review, and defend.
• The boundary analysis is the heart of a boundary report. It explains how conflicting evidence was evaluated and resolved -- this is where professional judgment is documented.
• Certifications carry legal weight. Word them carefully, ensure they match the scope of work performed, and never seal preliminary documents.
• Deliverable packages should be complete and organized. Include maps, reports, descriptions, and supporting data in a structured format with a transmittal letter.
• Client communication requires plain language. Translate technical findings into information the client can understand and act upon.
• Document retention is a professional obligation. Preserve field data, computations, maps, reports, and correspondence permanently or per jurisdictional requirements.
• Digital deliverables supplement, not replace, the sealed survey document. Always deliver the authoritative sealed PDF alongside any digital data files.

References#

1. Robillard, W.G. & Wilson, D.A. Evidence and Procedures for Boundary Location (6th Ed.). Wiley, 2011. Chapter 17.
2. Brown, C.M., Robillard, W.G. & Wilson, D.A. Brown's Boundary Control and Legal Principles (7th Ed.). Wiley, 2014.
3. ALTA/NSPS. Minimum Standard Detail Requirements for ALTA/NSPS Land Title Surveys. American Land Title Association/National Society of Professional Surveyors, 2021.
4. Ghilani, C.D. & Wolf, P.R. Elementary Surveying: An Introduction to Geomatics (13th Ed.). Pearson, 2012. Chapter 18.
5. National Society of Professional Surveyors. "Professional Practice Standards." NSPS.
6. Grimes, J.S. Clark on Surveying and Boundaries (8th Ed.). Lexis Law Publishing, 2009.
7. Federal Rules of Civil Procedure, Rule 26 (Expert Witness Disclosures).