Routine Checks for allotment sites and plots, and general land — grass areas, verges, flower beds and grass-cutting. For the allotment-site walk-round, see the Allotment Sweep on the Open-Space Sweeps page.
Before you use this checklist: you don't build these — they're built in and matched to your assets. To put one on someone's phone, create an inspection (or a job) on the asset and pick the checklist. A checklist only appears for the right asset type. See How to Use a Checklist.
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Allotment Plot Check
Covers: Allotment Plot. recommended monthly.
CONDITION
Overall Condition
ExcellentGoodFairPoorCritical
ⓘ Guidance
Based on all checks performed, assess the overall condition of the allotment plot. This rating will update the asset's condition record.
ENVIRONMENTAL
Litter
No litterLight litterLitteredBroken glassHeavy litter
ⓘ Guidance
Assess litter levels across the allotment plot. Check for general litter, broken glass, or debris on the ground.
Weeds
No weedsMinor weedsWeeds on pathsWeeds in cracksWeed overgrowthN/A
ⓘ Guidance
Check for weed growth on hard surfaces, paths, and edges in the allotment plot.
CULTIVATION
Cultivation
Well cultivatedPartially cultivatedSparse plantingBare or unplantedAbandonedN/A
ⓘ Guidance
Assess the cultivation status of the allotment plot. Check whether planting is present, active, and productive.
Annual Allotment Plot Check
Covers: Allotment Plot. recommended annually.
SAFETY
Asbestos & Hazardous Materials
None seenMaterials stored untidilyChemicals or gas bottles presentDamaged asbestos suspectedN/A
ⓘ Guidance
Check the allotment plot for damaged asbestos (e.g. old shed or garage roofs) and any dumped or unsafely stored hazardous materials such as chemicals, gas bottles, or fuel. Do not touch or disturb — report immediately.
CONDITION
Boundary Integrity
Boundary intactMinor gapSection damagedBoundary breachedBoundary missingN/A
ⓘ Guidance
Walk the perimeter of the allotment plot. Check the overall integrity of plot markers and paths — are there gaps, damaged sections, or breaches? Note: individual fence panels and gates are inspected separately.
Overall Condition
ExcellentGoodFairPoorCritical
ⓘ Guidance
Based on all checks performed, assess the overall condition of the allotment plot. This rating will update the asset's condition record.
ENVIRONMENTAL
Litter
No litterLight litterLitteredBroken glassHeavy litter
ⓘ Guidance
Assess litter levels across the allotment plot. Check for general litter, broken glass, or debris on the ground.
Weeds
No weedsMinor weedsWeeds on pathsWeeds in cracksWeed overgrowthN/A
ⓘ Guidance
Check for weed growth on hard surfaces, paths, and edges in the allotment plot.
COMPLIANCE
Encroachment
No encroachmentVegetation encroachingStructure encroachingMaterials dumpedBoundary disputedN/A
ⓘ Guidance
Check for encroachment onto the allotment plot. Look for neighbouring vegetation, structures, or materials intruding.
Prohibited Items & Activities
None seenBonfire material building upLivestock or pets keptCommercial activityN/A
ⓘ Guidance
Check the allotment plot for prohibited items or activities — unauthorised bonfires, livestock or pets kept on the plot, or commercial/trading activity.
Unauthorised Structures
All authorisedPermission to confirmUnauthorised structureBroken glass presentN/A
ⓘ Guidance
Check the allotment plot for unauthorised structures — sheds, greenhouses, or polytunnels erected without permission — and any broken glass at ground level.
CULTIVATION
Cultivation
Well cultivatedPartially cultivatedSparse plantingBare or unplantedAbandonedN/A
ⓘ Guidance
Assess the cultivation status of the allotment plot. Check whether planting is present, active, and productive.
Allotment Site - Routine
Covers: Allotment site. recommended monthly.
CONDITION
Boundary Integrity
Boundary intactMinor gapSection damagedBoundary breachedBoundary missingN/A
ⓘ Guidance
Walk around the edge of the space and check the boundary. Look for gaps where people or animals could get through, sections that are damaged or falling down, or places where the boundary is missing entirely. Note that individual fence panels and gates are inspected separately as assets.
Grass Condition
Grass healthyMinor wearBare patchesWaterlogged turfGrass deadN/A
ⓘ Guidance
Walk across the grassed areas and look at the overall health of the grass. Healthy grass should be green and reasonably even. Look for worn patches where the soil shows through, areas that are soggy or waterlogged, or grass that has turned brown and died. Select N/A if there is no grass.
Overall Condition
ExcellentGoodFairPoorCritical
ⓘ Guidance
Consider everything you have seen during this inspection. Pick the rating that best describes the overall state of the space. Select Excellent or Good if things look well cared for, Fair if there are minor issues, Poor if several problems need attention, or Critical if urgent action is required.
ENVIRONMENTAL
Fly-tipping
No fly-tippingMinor dumpingFly-tipping presentLarge scale dumpingHazardous waste dumped
ⓘ Guidance
Look for rubbish that has been deliberately dumped rather than dropped as litter. Common fly-tipping includes bags of household waste, old furniture, mattresses, tyres, and building materials. Check near gates, along boundaries, and in corners where dumping often happens. Hazardous waste includes chemicals, asbestos, or anything that could be dangerous.
Litter
No litterLight litterLitteredBroken glassHeavy litter
ⓘ Guidance
Look around the whole area for rubbish on the ground. Check near bins, benches, and entrances where litter tends to gather. Pay special attention to broken glass which is a safety hazard. Light litter means a few items here and there. Heavy litter means rubbish is spread across the area and needs urgent clearing.
Vegetation
Well maintainedSlightly overgrownOvergrownSeverely overgrownVegetation deadN/A
ⓘ Guidance
Look at the grass, hedges, shrubs, and planted areas. Well maintained means grass is cut, hedges are trimmed, and beds are tidy. Overgrown means grass is long, hedges are straggly, or plants are growing over paths. Also check if any plants look unhealthy, brown, or dying. Select N/A if there is no vegetation to assess.
Flower Bed - Routine
Covers: Flower Bed. recommended monthly.
CONDITION
Boundary Integrity
Boundary intactMinor gapSection damagedBoundary breachedBoundary missingN/A
ⓘ Guidance
Walk around the edge of the space and check the boundary. Look for gaps where people or animals could get through, sections that are damaged or falling down, or places where the boundary is missing entirely. Note that individual fence panels and gates are inspected separately as assets.
Grass Condition
Grass healthyMinor wearBare patchesWaterlogged turfGrass deadN/A
ⓘ Guidance
Walk across the grassed areas and look at the overall health of the grass. Healthy grass should be green and reasonably even. Look for worn patches where the soil shows through, areas that are soggy or waterlogged, or grass that has turned brown and died. Select N/A if there is no grass.
Overall Condition
ExcellentGoodFairPoorCritical
ⓘ Guidance
Consider everything you have seen during this inspection. Pick the rating that best describes the overall state of the space. Select Excellent or Good if things look well cared for, Fair if there are minor issues, Poor if several problems need attention, or Critical if urgent action is required.
ENVIRONMENTAL
Litter
No litterLight litterLitteredBroken glassHeavy litter
ⓘ Guidance
Look around the whole area for rubbish on the ground. Check near bins, benches, and entrances where litter tends to gather. Pay special attention to broken glass which is a safety hazard. Light litter means a few items here and there. Heavy litter means rubbish is spread across the area and needs urgent clearing.
Vegetation
Well maintainedSlightly overgrownOvergrownSeverely overgrownVegetation deadN/A
ⓘ Guidance
Look at the grass, hedges, shrubs, and planted areas. Well maintained means grass is cut, hedges are trimmed, and beds are tidy. Overgrown means grass is long, hedges are straggly, or plants are growing over paths. Also check if any plants look unhealthy, brown, or dying. Select N/A if there is no vegetation to assess.
CULTIVATION
Cultivation
Well cultivatedPartially cultivatedSparse plantingBare or unplantedAbandonedN/A
ⓘ Guidance
Look at the planted beds and borders. Well cultivated means flowers or plants are growing healthily and the beds look cared for. Sparse planting means there are gaps where plants should be. Bare or unplanted means the beds have soil but nothing growing. Abandoned means the area has been left untended for some time with weeds taking over. Select N/A if this is not a cultivated space.
Grass Area - Routine
Covers: Grass Area. recommended monthly.
CONDITION
Boundary Integrity
Boundary intactMinor gapSection damagedBoundary breachedBoundary missingN/A
ⓘ Guidance
Walk around the edge of the space and check the boundary. Look for gaps where people or animals could get through, sections that are damaged or falling down, or places where the boundary is missing entirely. Note that individual fence panels and gates are inspected separately as assets.
Grass Condition
Grass healthyMinor wearBare patchesWaterlogged turfGrass deadN/A
ⓘ Guidance
Walk across the grassed areas and look at the overall health of the grass. Healthy grass should be green and reasonably even. Look for worn patches where the soil shows through, areas that are soggy or waterlogged, or grass that has turned brown and died. Select N/A if there is no grass.
Overall Condition
ExcellentGoodFairPoorCritical
ⓘ Guidance
Consider everything you have seen during this inspection. Pick the rating that best describes the overall state of the space. Select Excellent or Good if things look well cared for, Fair if there are minor issues, Poor if several problems need attention, or Critical if urgent action is required.
ENVIRONMENTAL
Litter
No litterLight litterLitteredBroken glassHeavy litter
ⓘ Guidance
Look around the whole area for rubbish on the ground. Check near bins, benches, and entrances where litter tends to gather. Pay special attention to broken glass which is a safety hazard. Light litter means a few items here and there. Heavy litter means rubbish is spread across the area and needs urgent clearing.
Vegetation
Well maintainedSlightly overgrownOvergrownSeverely overgrownVegetation deadN/A
ⓘ Guidance
Look at the grass, hedges, shrubs, and planted areas. Well maintained means grass is cut, hedges are trimmed, and beds are tidy. Overgrown means grass is long, hedges are straggly, or plants are growing over paths. Also check if any plants look unhealthy, brown, or dying. Select N/A if there is no vegetation to assess.
Grass Cutting
Covers: Grass Verge. recommended weekly.
CONDITION
Grass Growth
Barely grownNormalLongOvergrown
ⓘ Guidance
One tap per cut: roughly how much had this verge grown since it was last cut? Used to spot which verges grow fast and tune cut frequency over the season. This does NOT change the asset's condition record.
Grass Verge - Routine
Covers: Grass Verge. recommended monthly.
CONDITION
Boundary Integrity
Boundary intactMinor gapSection damagedBoundary breachedBoundary missingN/A
ⓘ Guidance
Walk around the edge of the space and check the boundary. Look for gaps where people or animals could get through, sections that are damaged or falling down, or places where the boundary is missing entirely. Note that individual fence panels and gates are inspected separately as assets.
Grass Condition
Grass healthyMinor wearBare patchesWaterlogged turfGrass deadN/A
ⓘ Guidance
Walk across the grassed areas and look at the overall health of the grass. Healthy grass should be green and reasonably even. Look for worn patches where the soil shows through, areas that are soggy or waterlogged, or grass that has turned brown and died. Select N/A if there is no grass.
Overall Condition
ExcellentGoodFairPoorCritical
ⓘ Guidance
Consider everything you have seen during this inspection. Pick the rating that best describes the overall state of the space. Select Excellent or Good if things look well cared for, Fair if there are minor issues, Poor if several problems need attention, or Critical if urgent action is required.
ENVIRONMENTAL
Litter
No litterLight litterLitteredBroken glassHeavy litter
ⓘ Guidance
Look around the whole area for rubbish on the ground. Check near bins, benches, and entrances where litter tends to gather. Pay special attention to broken glass which is a safety hazard. Light litter means a few items here and there. Heavy litter means rubbish is spread across the area and needs urgent clearing.
Vegetation
Well maintainedSlightly overgrownOvergrownSeverely overgrownVegetation deadN/A
ⓘ Guidance
Look at the grass, hedges, shrubs, and planted areas. Well maintained means grass is cut, hedges are trimmed, and beds are tidy. Overgrown means grass is long, hedges are straggly, or plants are growing over paths. Also check if any plants look unhealthy, brown, or dying. Select N/A if there is no vegetation to assess.
Using these checklists in Civic.ly
Every checklist here is built into Civic.ly as a standard template — you don't recreate it. Add the asset, create the inspection or job (standalone or via a routine), pick the checklist, and it appears on the assigned person's phone, with any fault raising a defect automatically. New to this? See How to Use a Checklist.
Common Questions
Not directly — the library is built in and matched to your assets for you. If something needs adding or tweaking, tell us at hello@civic.ly or post on ideas.civic.ly and we'll update it across the platform.
A recommended cadence is shown on each checklist, but you can run any checklist at whatever frequency suits your council and your insurer.