1. Start with the transaction and the decision you need to make
Before you submit anything, state what you are buying, lending against, or reviewing. A company acquisition, a property purchase, a loan application and a portfolio review all need different checks. Tell us the final decision you are trying to support, whether that is approving a deal, tightening conditions, or walking away from it.
Include the location, the parties involved and the deadline. If the asset is in Pretoria, Johannesburg, Sandton, Midrand, Centurion, Cape Town, Durban or Bloemfontein, say so clearly because local site verification, municipal details and occupancy checks can vary from area to area. Where timing is tight, note whether the report is needed for a board meeting, credit committee, transfer stage or a signed offer to purchase.
2. List the entity, property and people that must be checked
The more exact the subject details, the fewer gaps in the final file. For company reports, give the registered name, trading name if different, registration number and any known former names. For property work, include the erf or sectional title details, street address, suburb and township if relevant. If there are multiple entities in the chain, set out the link between them.
- Registered name and registration number
- Property address and legal description if available
- Names of directors, members, trustees or signatories
- Any related entities, holding companies or sureties
- Known aliases, trading names or previous ownership details
Where a target has several sites or branches, say which one matters most. That helps us focus on the right assets, the right occupiers and the right records.
3. Tell us what risk you want tested
A good brief does more than ask for a general check. It points to the risk you want measured. For example, a lender may need ownership verification, occupancy checks and document gap review before releasing funds. A buyer may want adverse media research, director profile research and credit risk screening before signing. If the concern is cash flow, legal standing, or physical occupation, say it upfront.
Useful questions to answer in the brief include: Is this for a first pass screen or a full transaction file audit? Do you need a high-level summary or a fuller narrative with supporting findings? Are you worried about hidden debt, undisclosed occupiers, weak governance or unresolved title issues? The clearer your concern, the sharper the report.
- Is the issue financial, operational, legal or occupancy related?
- Do you need a yes, no, or conditional recommendation?
- Should we include follow-up questions for the seller or borrower?
4. Share the documents you already have
Many delays come from not knowing what is already in hand. Send the sale agreement, offer to purchase, mandate, loan term sheet, company profile, title documents, lease, rental schedule or any correspondence that sets out the deal. If there are gaps, say which records are missing so we can check those points more carefully.
When documents are incomplete, tell us whether you want a document gap review as part of the job. That is useful where signatures are missing, dates do not match, pages are out of sequence, or the file has no clear proof of ownership or occupation. In some cases, one missing annexure can hold up the whole transaction, so it helps to flag these items early.
5. Set the depth of field work and verification
Not every brief needs the same level of ground checking. Some matters only need records-based research, while others need a site visit verification, exterior photos, signage checks, or confirmation that the business is active at the stated address. If there is a warehouse, retail site, office park unit, smallholding or residential investment, tell us what can be seen on site and what must be confirmed from records.
For property instructions, note whether access is likely to be available, whether the area has security controls, and whether any occupancy issues are already suspected. For company instructions, say if management will cooperate or if the review needs to be completed with limited engagement. If the area is affected by load-shedding, coastal humidity or municipal access limits, that can affect what can be observed on the day, so it is worth mentioning.
6. State your preferred output and reporting style
Different users need different outputs. A lender may want a concise red-flag summary with a risk rating and action points. A buyer may want a fuller narrative that explains each finding in plain language. If you need the report grouped by company, property, person or portfolio, say so. If the result must fit into an internal credit pack or investment memo, give that context as well.
- Preferred length: short summary, standard report or detailed review
- Format: grouped by finding, by risk area, or by asset
- Priority issues: ownership, occupancy, governance, financial risk
- Deadline and any internal review stages before final approval
When the output is tailored from the start, the final report is easier to use and quicker to circulate to decision makers.
7. Use the final checklist before you submit
Before you send the brief through the enquiry form on our contact page, run through this last check. Make sure the names are spelled correctly, the property details are complete, the people linked to the transaction are listed, and the deadline is realistic. If there is a special concern, such as a hidden occupier, unclear ownership trail or weak company records, repeat it in one sentence at the top.
A good brief is not long, but it is specific. If you give us the right facts at the start, we can focus the research, reduce unnecessary follow-up and return a report that answers the real question. That is especially useful when a transaction spans Centurion, Gauteng and other centres across South Africa, because each file carries its own details and pace.
