What Document vs Site Discrepancies Are
A document-site discrepancy exists when what the documents say differs from what you see on site. Drawings show a fire exit but the door is locked. Certificates claim sprinkler coverage but two floors have no sprinklers. Maintenance records show monthly generator tests but the fuel tank is empty. These discrepancies reveal the gap between documented claims and operational reality.
Common Discrepancy Types
| Category | Document Says | Site Reality | Risk |
|---|---|---|---|
| Floor count | Approved: 8 floors | Actual: 10 floors built | Structural overload, regulatory violation |
| Fire exits | 2 exit staircases per floor | 1 staircase blocked/locked | Evacuation failure in emergency |
| Sprinkler coverage | Full coverage per NFPA 13 | Coverage gaps in renovated areas | Fire spread in unprotected zones |
| Occupancy type | Approved: residential | Used: commercial/office | Fire safety, parking, structural design mismatch |
| Equipment location | MEP drawings show duct route A | Actual duct follows route B | Maintenance complications, access issues |
| Maintenance records | PPM log shows "completed" | Equipment shows no maintenance evidence | Falsified records, deferred maintenance |
| Electrical capacity | Panel schedule shows 400A | Actual load exceeds capacity (overloaded) | Overheating, fire risk, tripping |
| Parking | Approved: 100 spaces | Actual: 60 spaces (some converted) | Zoning violation, tenant dissatisfaction |
How to Identify Discrepancies
- Document review: Read all available documents before the site visit. Note key claims, specifications, quantities.
- Site walk-through: Walk every floor, every plant room, every staircase. Compare what you see against what documents claim.
- Spot checks: Don't check everything — focus on critical safety systems (fire, structure, electrical) and areas of suspected concern.
- Staff interviews: Ask FM staff specific questions. "When was the generator last load-tested?" Compare answer to records.
- Photography: Photograph discrepancies for the report. Date-stamped photos are evidence.
Discrepancy Severity Classification
| Severity | Description | Action |
|---|---|---|
| Critical | Life safety risk — blocked exits, structural overload, no fire system | Immediate remediation required. May be a deal-breaker. |
| Major | Significant compliance or operational gap — expired certificates, equipment not per specification | Remediation required within defined timeline (30-90 days) |
| Minor | Documentation gap without immediate safety impact — outdated drawings, minor layout changes | Remediation at next convenient opportunity |
| Observation | Noted difference with no current risk — cosmetic, non-safety | Record for information. No action required. |
Bangladesh Context
- Discrepancies are the norm, not the exception in Dhaka buildings. Expect them and plan for them.
- Most common: Extra floors (approved 8, built 10-12), fire exits blocked or converted to storage, maintenance records that don't match equipment condition, occupancy type changed without re-approval.
- Professional response: Document the discrepancy, classify its severity, propose remediation, and report to management. Don't pretend it doesn't exist.
- MNC due diligence: MNCs expect a discrepancy report. Finding discrepancies is not a failure — it is the point of due diligence. The quality of the response determines the outcome.
References
Insights & Guidance
- Discrepancies are gaps between what documents claim and what the site shows — they are common and expected.
- Critical discrepancies (blocked fire exits, structural overload) require immediate action and may be deal-breakers.
- Identify through: document review before visit, systematic walk-through, spot checks, staff interviews, photography.
- In Dhaka, discrepancies are the norm — extra floors, blocked exits, changed use, records that don't match reality.
- Professional response: document, classify severity, propose remediation, report. Never ignore.
Documents only have value if they match reality. A fire safety certificate means nothing if the fire exits are blocked. Approved drawings are irrelevant if the building has been modified beyond recognition. Document-site discrepancy identification is the core skill of building due diligence — it reveals the gap between what is claimed and what is true. For MNCs, the discrepancy report is often the most important deliverable from a building assessment.
- Missed critical discrepancies — accepting documents at face value without site verification. Could lead to occupying an unsafe building.
- Ignored discrepancies — knowing about a problem but not documenting or acting on it creates legal liability.
- Falsified records — maintenance records showing "completed" when no work was done. Only site verification catches this.
- Discrepancy report — listing all identified gaps with photos, classification, remediation
- Comparative analysis — documents vs site observations for each system
- Remediation tracker — actions, owners, timelines, completion status
- Everything — walk every floor, every staircase, every plant room
- Fire exits — unlocked, clear, properly signed?
- Equipment condition vs maintenance records — do records match reality?
- Building count vs approved drawings — same number of floors?
- Has a formal document vs site comparison been conducted?
- Are there any known discrepancies between approved plans and the actual building?
- Has the building been modified since the original approval?
- Are maintenance records current and accurate?
- Building condition assessment — ASTM E2018 qualified assessor for systematic PCA.
- Fire safety audit — fire protection engineer for fire system vs documentation comparison.
- Structural assessment — structural engineer if discrepancies suggest structural modifications.