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Energy Assessment Checklist

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ENERGY ASSESSMENT CHECKLIST AND ENGAGEMENT AGREEMENT

Parties

Client Name:

Client Contact (Name/Title):

Assessor Company:

Assessor Representative:

Recitals

WHEREAS, Client Name: desires an energy assessment of the property identified below to identify opportunities for energy efficiency improvements and cost savings; and

WHEREAS, Assessor Company: has expertise in building energy performance evaluation and will perform the assessment subject to the terms of this Agreement; and

WHEREAS, the parties intend that the assessment results, recommendations, and any associated deliverables be used by Client for decision-making with respect to energy improvements.

Scope of Work

The Assessor will perform an on-site energy assessment consisting of visual inspection, basic instrumentation, review of available utility and building systems documentation, and preparation of a written report containing findings and recommended energy conservation measures. Specific tasks include:

Site Information

Assessment Checklist

Complete each item and provide comments where relevant.

Utility bills provided: Yes No

Insulation present: Yes No

System types observed:

Operational condition: Good Fair Poor

Fixtures present:

Controls present: Occupancy Sensors Dimming None

Main meter accessible: Yes No

Recommendations and Priority

Provide prioritized recommended measures, estimated first-cost, and estimated annual energy savings. Attach additional pages if required.

Payment Terms

Assessment Fee Amount:

Payment Schedule:

Late Fee:

Term and Termination

Agreement Start Date:

Agreement End Date (if applicable):

Termination Notice Period: days prior written notice required to terminate for convenience.

Confidentiality

Both parties acknowledge that certain information shared in connection with the assessment may be confidential. Assessor will treat Client data and non-public operational details as confidential and will not disclose such information except (a) with Client's prior written consent; (b) as required by law; or (c) to the extent necessary to perform the services and subject to obligations of confidentiality with subcontractors. Client may identify specific exceptions here:

Liability and Disclaimer

Assessor will exercise reasonable professional care in performing the assessment. Except as expressly set forth in this Agreement, Assessor disclaims all warranties, and Assessor's liability for claims arising out of or relating to this Agreement shall be limited to the fees paid by Client for the specific assessment, except for claims arising from willful misconduct or gross negligence.

Governing Law

This Agreement will be governed by and construed in accordance with the laws of the state of without regard to its conflicts of law principles.

Entire Agreement

This Agreement, together with any appendices or attachments expressly incorporated herein, constitutes the entire agreement between the parties with respect to the subject matter and supersedes all prior and contemporaneous agreements, understandings, and communications, whether written or oral. Any amendment must be in writing and signed by both parties.

Acknowledgment

By signing below, the parties confirm their authority to enter into this Agreement and agree to its terms.

Client

Party Label:

By:

Date:

Assessor

Party Label:

By:

Date:

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What the Energy Assessment Checklist Is and when to use it

An Energy Assessment Checklist is a structured form used to record building characteristics, energy-using systems, observed conditions, measurements, and recommended improvements during an energy audit. It consolidates site data (envelope, HVAC, lighting, controls, meters), utility usage, and field observations into a single record that supports analysis, reporting, benchmarking, and project planning. Organizations use the checklist to ensure consistent data collection across properties, to document baseline conditions for retrofit proposals or incentive applications, and to create an auditable trail for compliance or grant requirements.

Why this checklist matters for reliable energy assessments

A consistent checklist improves data quality, reduces rework, and creates an auditable record for decision making and funding applications. It helps compare baseline and post-retrofit performance and supports compliance with utility or local benchmarking rules.

Why this checklist matters for reliable energy assessments

Who typically completes or relies on an Energy Assessment Checklist

Typical users collect or review checklist data to support audits, retrofits, or reporting obligations.

  • Facility managers and maintenance teams who schedule inspections and track recurring energy issues across assets.
  • Independent energy auditors or consultants who perform measurements, document conditions, and prepare retrofit recommendations.
  • Property owners, asset managers, and sustainability officers who use the checklist to prioritize capital projects and verify savings.

The checklist also provides a single source of truth for operations teams, contractors, and compliance reviewers.

Step-by-step: completing an Energy Assessment Checklist

Follow a consistent sequence to collect reliable, auditable data during the assessment.

  • 01
    Prepare documents: Gather utility bills and existing drawings before the site visit.
  • 02
    Conduct walkthrough: Inspect envelope, systems, lighting, and controls room-by-room.
  • 03
    Take measurements: Record meter IDs, readings, temperatures, and lux values.
  • 04
    Compile findings: Summarize issues, measures, and estimated costs in the checklist.

Typical digital workflow for the checklist

A standardized digital process streamlines data capture, approvals, and record retention.

  • Upload template: Add the master checklist to your document library.
  • Assign assessor: Send the checklist to the auditor with required fields set.
  • Sign and verify: Collect electronic signatures and authentication evidence.
  • Archive record: Store the signed checklist and audit trail for retention compliance.

Recommended digital configuration for online completion

Configure the template to reduce errors and streamline reviewer approvals.

Field Configuration
Authentication Use email + SMS or stronger signer verification where required
Conditional fields Show system-specific fields only when that system exists
Template locking Lock headers and instructions to prevent accidental edits
Notification routing Send completed copies to owners, facilities, and auditors

Platform and integration considerations

Choose a platform that preserves a tamper-evident audit trail, supports conditional fields for complex checklists, and integrates with your document repository for long-term retention.

  • File formats: PDF, DOCX, XLSX supported
  • Integrations: Connect to Salesforce, NetSuite, or Google Workspace
  • Authentication: Support for SMS, email, and SSO

Common eSignature options for completing and signing checklists

Comparison of typical vendor pricing and capabilities relevant to energy assessment workflows; signNow is listed first per vendor ordering rules.

signNow DocuSign Adobe Sign PandaDoc HelloSign
Starting Price $8/user/mo $15/user/mo $14/user/mo $19/user/mo $15/user/mo
Free Trial 7-day free trial Varies Varies Varies Varies
Bulk Send Yes Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No
Envelope Cap No cap 100 envelopes/user/year Varies Varies Varies

Key information fields to capture in every checklist

Building Identifier: Unique name or asset ID
Assessor Details: Name, company, credentials
Measurements: Square footage, temperatures, meter IDs
System Inventory: HVAC, lighting, controls listed
Supporting Files: Photos, plans, utility bills
Signatures: Assessor and owner signoff

Risks and consequences of an incomplete or incorrect checklist

Incorrect baseline: Leads to misstated savings
Ineligible incentives: Grant or rebate denials
Contract disputes: Delay or dispute on scope
Regulatory noncompliance: Local code or benchmarking violations
Data loss: Missing evidence for audits
Invalid signature: Execution challenges under ESIGN/UETA

Common mistakes when preparing an Energy Assessment Checklist

  • Missing or inconsistent units for measurements causes conversion errors and unreliable energy models.
  • Using different building names across records prevents accurate benchmarking and portfolio aggregation.
  • Failing to capture meter identifiers or utility account numbers prevents validation of billed consumption.
  • Omitting assessor credentials or dates complicates acceptance for incentive or rebate programs.

Practical tips to ensure accurate, efficient completion

Adopt procedures and quality checks to reduce rework and support downstream analysis.

Standardize templates
Use one verified checklist template across teams and update it centrally to ensure consistent data collection and easier comparison across facilities.
Use digital capture
Collect measurements and photos on mobile devices to reduce transcription errors and attach originals to the checklist for auditability.
Validate against bills
Cross-check meter readings and usage with utility bills before finalizing the checklist to confirm baseline consumption.
Document credentials
Record assessor qualifications and contact details to support review, incentive applications, or third-party verification.

Essential components of a professional Energy Assessment Checklist

A complete checklist balances field observations, measured data, and recommended actions so analysts and decision makers can evaluate retrofit opportunities effectively.

Facility Overview

Basic asset identifiers, primary use, occupancy schedule, and construction vintage to contextualize energy use and measure applicability.

Building Envelope

Document insulation, windows, roofs, and air leakage observations that affect heating and cooling loads and retrofit priorities.

HVAC Systems

Record equipment make, model, capacity, controls, and observed operating conditions to support efficiency calculations and sizing.

Lighting & Controls

Inventory lamp types, wattages, control strategies, and occupancy sensors to estimate lighting retrofit potential and schedule improvements.

Meters & Data

Identify electric, gas, and submeter locations; capture recent usage and meter IDs for billing validation and baseline models.

Recommendations

List prioritized measures, estimated costs, simple payback, and any required permitting or contractor notes for decision-making.

Supporting documents and export options to include with checklists

Attach or provide exports that substantiate findings and enable analysis by auditors or project teams.

Signed PDF Report

Deliver a consolidated, signed PDF containing the completed checklist, photos, and recommendations for record retention and vendor review.

CSV Data Export

Provide a machine-readable export of measurements and meter readings for import into analysis and benchmarking tools.

High-Resolution Photos

Include dated, labeled photos of critical systems and deficiencies to support scope definitions and verification.

As-Built Drawings

Attach or reference floor plans and equipment locations to reduce ambiguity during contractor bidding and implementation.

Representative scenarios where an Energy Assessment Checklist adds value

Practical examples illustrate how consistent checklists reduce uncertainty and speed project delivery.

Multifamily Retrofit

A building owner used standardized checklists across 12 properties to compare measures and costs efficiently.

  • The uniform data allowed portfolio-level prioritization and vendor bidding.
  • Standardization cut procurement time and produced a clear baseline for post-retrofit verification and incentive claims.

Municipal Facilities

A city energy manager collected consistent field data across libraries and community centers for benchmarking.

  • Centralized records supported grant applications.
  • Consolidated evidence simplified compliance reporting, enabling clearer allocation of capital funds for prioritized upgrades.

How to update or revise an existing checklist template

Follow a controlled revision process to preserve auditability and avoid data loss.

01

Identify change:

Document required updates and rationale
02

Edit template:

Make changes in a test copy
03

Assign reviewers:

Seek stakeholder approval
04

Version and sign:

Publish new template with version number
05

Archive old:

Retain prior templates per retention rules
06

Notify users:

Announce changes and training notes

Typical timelines and deadlines tied to assessment deliverables

A clear schedule helps meet grant, rebate, or procurement deadlines tied to assessments.

Scheduling window:

Book site visits 2–4 weeks in advance

Report delivery:

Deliver finalized report within 10–30 business days

Incentive applications:

Submit with required documentation by program deadlines

Reassessment interval:

Consider reassessment every 3–5 years

Retention start:

Retention period begins on assessment date

Key milestones from request to signed record

A milestone view clarifies team responsibilities and expected timing for each stage.

01

Request Received

Owner requests assessment and provides utility accounts

02

On-site Inspection

Assessor completes measurements and photos

03

Report Compilation

Analyst prepares recommendations and cost estimates

04

Approval & Signoff

Owner and assessor sign final report and checklist

Frequently asked questions about the Energy Assessment Checklist

Answers to common questions about completion, signatures, retention, and corrections.


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