“Existing conditions” is one of the most commonly referenced, and least consistently executed, phases in architectural practice.

Nearly every renovation or adaptive reuse project depends on it. Yet when issues surface later in CDs or construction, they’re often traced back to early assumptions made during existing conditions documentation.

This isn’t because architects don’t care about accuracy. It’s because existing conditions are frequently treated as a task rather than a workflow.

This article outlines what a modern existing conditions workflow looks like today, how it differs from traditional approaches, and how architects can create documentation that meaningfully supports design development and construction—without slowing projects down.

What “Existing Conditions” Actually Means in Architecture

In practice, “existing conditions” sit in a gray area.

It is often confused with:

• As-built drawings

• Surveys

• Permit sets

• Contractor records

In reality, existing conditions documentation is architect-produced information intended to support design decisions. It represents the architect’s best understanding of the current state of a building, based on observation, measurement, and professional judgment.

Existing conditions are:

• Selective, not exhaustive

• Purpose-driven, not archival

• Integrated into the design process

They are not a guarantee of construction accuracy, but they are a foundation for responsible design.

Why Existing Conditions Are the Most Underestimated Phase of a Project

Most downstream problems don’t originate in design development or construction documents. They originate earlier, when assumptions quietly replace verified information.

Examples are familiar:

• Ceiling heights assumed to be consistent

• Floor elevations simplified

• Structural elements generalized

• Wall thicknesses standardized without verification

Once these assumptions enter drawings, they tend to persist. By the time conflicts appear, they’re harder, and more expensive, to resolve.

Existing conditions are underestimated because:

• They’re compressed under tight schedules

• They’re viewed as overhead rather than value

• Their impact isn’t immediately visible

But they quietly influence everything that follows.

What Architects Are Actually Responsible For (And What They’re Not)

Architects are not surveyors, and existing conditions drawings are not certified surveys.

That distinction matters.

Architects are responsible for:

• Exercising professional judgment

• Clearly documenting observed conditions

• Identifying constraints that affect design

• Communicating uncertainty where it exists

Architects are not responsible for:

• Verifying property boundaries

• Certifying elevations or legal dimensions

• Discovering concealed conditions without investigation

A modern workflow doesn’t eliminate uncertainty, it documents it clearly.

Explicit notes such as “to be verified,” “assumed,” or “based on limited access” are not weaknesses. They are professional safeguards.

The Traditional Existing Conditions Process (And Why It Breaks Down)

The traditional approach is familiar:

• A site walk

• Selective measurements

• Photos taken on a phone

• Notes captured in a sketchbook

• Drawings produced days or weeks later

This process relies heavily on memory and interpretation. Over time:

• Context is lost

• Photos lack dimensional meaning

• Notes are re-interpreted by different team members

• Gaps go unnoticed until design is underway

The issue isn’t effort, it’s fragmentation of information.

The Modern Existing Conditions Workflow (Step by Step)

A modern workflow treats existing conditions as a continuous system, not a one-time visit.

Step 1: Define Scope Before the Site Visit

Before stepping on site, teams should be aligned on:

• Which spaces require dimensional accuracy

• Which conditions affect design risk

• Which elements can remain qualitative

This avoids both under-documentation and unnecessary effort.

Step 2: Capture Spatial Relationships, Not Just Dimensions

Existing conditions are about relationships:

• How spaces connect

• Where ceilings change

• Where structure interrupts volume

• How floors step or slope

Capturing these relationships reduces reliance on assumptions later. Many firms now focus on documenting transitions and constraints rather than isolated room measurements.

Step 3: Verify and Flag Unknowns Early

A critical, but often skipped, step is review.

Before documentation moves into drawings:

• Gaps are identified

• Inconsistencies are flagged

• Unknowns are explicitly noted

This step prevents incomplete information from silently becoming design intent.

Step 4: Translate Documentation Into Existing Conditions Drawings

Good existing conditions drawings prioritize:

• Clarity over density

• Legibility over exhaustiveness

• Usefulness over completeness

They are drawn to be referenced repeatedly throughout the project, not archived and forgotten.

Step 5: Carry Existing Conditions Through CDs

One of the most common failures is allowing existing conditions information to degrade as projects progress.

A modern workflow ensures that:

• Existing conditions assumptions are tracked using software like AutoCAD or Revit

• Updates are reflected consistently

• Conflicts are resolved deliberately, not accidentally

Common Existing Conditions Failures That Show Up in Construction Documents

When existing conditions fall short, issues often surface as:

• Inconsistent ceiling heights between plans and sections

• Structural conflicts during coordination

• Door and opening discrepancies

• Misaligned floor elevations

Each of these traces back to an early documentation gap.

Manual vs Digital Existing Conditions Documentation (Without the Tool Debate)

The question isn’t analog versus digital—it’s process quality.

Key criteria include:

• Accuracy appropriate to scope

• Reusability across phases

• Accountability and clarity

• Ease of team handoff

Many firms combine methods. What matters is whether the documentation supports confident decision-making later.

What a “Good” Existing Conditions Set Should Include

At a minimum:

• Floor plans with clear dimensions

• Key sections showing vertical relationships

• Ceiling conditions and changes

• Fixed elements and constraints

• Notes on irregularities and assumptions

A good set of Existing Conditions answers questions instead of creating them.

How Better Existing Conditions Reduce RFIs, Redlines, and Liability

Strong existing conditions documentation leads to:

• Fewer RFIs during construction

• Cleaner coordination sets

• Reduced redesign late in the process

• Stronger professional positioning

The upfront investment pays dividends across the project lifecycle.

Final Thought: Existing Conditions Are an Architectural System

Existing conditions are not a formality or a checkbox. They are an architectural system that supports everything from concept design to construction coordination.

When treated with intention and rigor, they don’t slow projects down—they make them move faster, with fewer surprises and stronger outcomes.