A visit from the Valuation Office Agency can feel like a routine property check, but the details recorded during an inspection may influence the rateable value used to calculate your business rates. If you need to prepare for a VOA inspection, the priority is simple: make sure the inspector sees an accurate picture of your premises, its use and its condition.
This is not the moment to guess at floor areas, overlook vacant space or assume that unusual features are already reflected in the rating assessment. Good preparation helps prevent factual errors entering the record and gives you a clear basis for reviewing the assessment afterwards.
Why a VOA inspection matters
The VOA maintains rating assessments for non-domestic properties in England and Wales. An inspection may be arranged when a property is newly occupied, altered, extended, subdivided or reviewed as part of wider work on the rating list. It can also follow information received by the VOA or a query about the property.
The inspector’s role is to gather evidence. They may measure areas, note the layout, record the type of accommodation and ask how the premises are occupied. They may also look at matters that affect value, such as access, loading arrangements, repair, facilities and whether parts of the property are unused.
An inspection does not automatically mean your rateable value will rise. Equally, it should not be treated as a casual visit. The facts established can be relevant to the current assessment or a future valuation, so it is worth approaching the appointment with the same care you would give to any material property cost.
Prepare for a VOA inspection before the visit
Start by checking the appointment details and confirming who will attend on behalf of your business. The person accompanying the inspector should understand how the premises operate and be able to access all relevant areas. For a larger site, this may mean involving a facilities manager, operations lead or property manager rather than leaving the visit solely to reception staff.
It is sensible to verify the inspector’s identity before granting access. Genuine VOA inspectors should be able to provide identification. If you have any concern about an unexpected visit or correspondence, contact the VOA through an official channel to confirm the arrangement.
Gather the practical information that explains the property as it exists now. This might include a plan, lease, schedule of areas, photographs of particular issues and details of recent works. You do not need to overwhelm the inspector with paperwork, but having accurate records available avoids rushed or incomplete answers.
Check the areas and layout
Floor area is often a significant part of a rating assessment, particularly for offices, shops, warehouses and industrial units. Compare any plans or area schedules you hold against the actual layout. Make a note of areas that are not in normal beneficial use, such as storage space with restricted access, low-height sections, plant rooms, voids or areas occupied by shared services.
Be clear about what is included in your occupation and what is not. A unit may have common corridors, shared yards, separate outbuildings or space occupied by another party. Confusion over boundaries can lead to an assessment that does not reflect the property you actually occupy.
You should not attempt to steer measurements or present an artificial picture of the premises. The aim is accuracy. If your records differ from the inspector’s findings, ask how the area has been measured and retain your own evidence for review.
Record physical issues and restrictions
Condition can matter, but only where it is relevant to the valuation date and rating rules. Take dated photographs of genuine issues that affect use or appeal, such as water ingress, structural defects, damaged surfaces, poor access, restricted loading or persistent problems with essential services.
Temporary clutter, a short-term operational disruption or a problem that has already been remedied may carry little weight. On the other hand, a long-standing restriction that affects how the premises can be used should be explained clearly. Be factual about when it began, the area affected and the practical consequences for the business.
If major works are underway, provide a concise explanation of their scope and timing. The distinction between a refurbishment, an extension, a repair and a temporary closure can be important. Keep copies of contractor information, drawings and dates where these support the position.
Understand how the property is used
The VOA needs to know the actual use of the property, not merely the description on your lease or planning documents. A warehouse used partly for offices, a retail unit with extensive storage, or a workshop with a customer-facing showroom may require a more detailed record of occupation.
Explain any specialist features that are integral to your operations. This could include cold storage, clean rooms, trade counters, production areas, secure compounds or unusual service installations. The right comparison evidence depends on the type of property, so context matters.
It is also worth identifying vacant or temporarily unused parts of the premises. Vacant space does not always reduce the rateable value, particularly if it remains capable of occupation, but it should still be recorded accurately. Do not describe space as vacant if it is being used for storage, archive material or staff facilities.
During the inspection: be helpful and precise
Accompany the inspector where possible and make sure they can see the full extent of the hereditament. Point out areas that may be easily missed, including basements, mezzanines, yards, outbuildings, roof-level plant space and restricted-access rooms.
Answer questions honestly and avoid assumptions. If you do not know an answer, say so and offer to provide the information after the visit. An incorrect statement about a floor area, date of works or use of space can be harder to unpick later than a short delay while you check the records.
Keep a note of what is inspected, measured and discussed. Record the date, attendees and any documents supplied. This is particularly useful where the property has unusual features or where an alteration to the rating assessment may follow. You are not required to turn the visit into a technical valuation debate, but you should ensure relevant facts have been brought to the inspector’s attention.
What not to do
Do not rely on the inspector to identify every issue that may affect your business rates. Their visit is evidence-gathering, not independent representation for the ratepayer. Equally, do not withhold access, provide misleading information or obstruct a properly arranged inspection. That approach can create unnecessary difficulty and does not resolve concerns about the assessment.
Avoid signing or agreeing to information you have not checked. If a measurement, use description or plan appears wrong, raise the point politely and make your own note. You can then obtain professional advice on whether the difference is material and what evidence is needed.
Most importantly, do not assume a well-presented property will be overvalued or that a poor condition will automatically lead to a reduction. Rating valuations follow statutory principles and rely on evidence from comparable properties. The relevant question is whether the assessment fairly reflects the property at the appropriate valuation date.
Review your rateable value after the inspection
Once the inspection has taken place, check your property record and any revised rateable value when it becomes available. Compare the description, areas and other recorded details with your own evidence. A factual discrepancy may be worth correcting even before considering the wider valuation argument.
A review is particularly worthwhile if the premises have been altered, split, partly demolished, affected by a material physical change in the locality, or assessed on an area that appears inaccurate. Rental evidence, lease terms and comparable assessments may also be relevant, although their usefulness depends on the property type and valuation date.
For occupiers managing a portfolio, establish a consistent process. Keep plans, leases, inspection notes, photographs and records of works for each site. Small factual differences across multiple properties can translate into significant unnecessary costs over time.
When specialist rating advice can help
Some inspections are straightforward. Others involve complex layouts, specialist property, disputed measurements or a rateable value that appears out of step with the premises and comparable occupiers. In these cases, a qualified rating surveyor can assess the evidence, identify whether there is a credible case and deal with the formal process where appropriate.
Get Your Rates Right supports commercial occupiers with business rates reviews and appeal representation across England and Wales. Advice from an experienced RICS and IRRV surveyor can be especially valuable before or after a VOA visit where the financial exposure is significant.
Treat a VOA inspection as an opportunity to put the facts on record, not as a reason to panic. Careful preparation now can give you greater confidence that your business rates are based on the property you actually occupy.
