What to Document During a Commercial Window Inspection

Commercial window problems are easier to diagnose and repair when the inspection includes more than a note such as “window won’t open” or “lock is broken.”

Clear documentation helps property managers, facility teams, and repair technicians identify the correct window, understand the symptom, and determine what may be needed before arriving on site.

Record the Exact Location

Identify the building, floor, room or unit, and the window’s position within that space.

For example:

• Third window from the left

• Upper sash on the north wall

• East elevation near the stairwell
  

A wider photo of the room or exterior elevation can help confirm the location later.

Identify the Window Type

Note whether the window is:

• Single-hung or double-hung

• Casement

• Awning or hopper

• Horizontal sliding

• Projected

• Fixed
  

Also record how the affected sash is intended to move.

Describe the Symptom

Focus on what the window is doing rather than immediately guessing at the cause.

Useful observations include:

• The sash will not remain open

• The window is difficult to move

• The handle turns without operating the sash

• The lock will not engage

• One side sits lower than the other

• The sash rubs against the frame

• Hardware is loose, bent, cracked, or missing

• Air, water, or visible light is entering around the opening
  

When safe, operate the window slowly and note where the problem begins. Do not force a sash that is heavily bound, loose, or at risk of falling.

Take Clear Photos

Include one photo of the complete window and several close-ups of the affected area.

Photograph relevant components such as:

• Locks and keepers

• Operators and handles

• Hinges

• Balances and pivot shoes

• Rollers and tracks

• Tilt latches

• Weatherstripping

• Mounting screws

• Labels or stamped numbers
  

Images should be well lit, in focus, and taken from more than one angle.

Record Relevant Measurements

When replacement hardware may be needed, document the dimensions that help identify it.

These may include:

• Center-to-center mounting-hole spacing

• Overall length

• Width and thickness

• Arm or track length

• Projection or offset

• Stamped codes or markings
  

Label each measurement clearly so there is no confusion about what was measured.

Preserve the Original Hardware

Do not discard broken parts before replacements are identified and tested.

Keep the original component, screws, clips, brackets, and matching opposite-side hardware whenever possible. Even a damaged part may provide important information about its profile, handing, mounting style, and original position.

Note Safety and Access Concerns

Record anything that may affect repair priority or site access, including:

• A sash that could fall

• Loose glass

• A window that cannot be secured

• Water intrusion

• Sharp or broken hardware

• Restricted emergency access

• Furniture or equipment blocking the work area

• Elevated or difficult-to-reach windows
  

Check Previous Work Orders

Review whether the same window or nearby windows have had similar problems before.

Repeated failures may point to an underlying issue such as poor alignment, frame movement, incorrect replacement hardware, or a temporary repair that did not address the cause.

Final Takeaway

A useful commercial window inspection should document the exact location, window type, symptom, hardware condition, measurements, photos, safety concerns, and relevant repair history.

Good information at the beginning makes it easier to identify parts, prioritize the work, and avoid unnecessary return visits.

For help evaluating commercial window issues, contact Window Repair Systems with clear photos, location details, and a description of the problem.