Solar site survey report

Site surveys are indispensable to solar PV installation projects. Let’s look at site survey best practices, checklist and formats for solar site survey report.

INDEX

  1. Objective of site survey
  2. Site survey checklist
  3. Site survey form template
  4. Carrying out site survey
  5. Preparing the report
  6. Site survey report format

Objective of site survey

Before you install solar PV panels at a site, you need to study and understand following factors –

  • Is there enough space for solar PV installation?
  • What is the shadow free area? What is the average sunlight on that area around the year?
  • What is the orientation of the building? Accordingly what would be the azimuth angle?
  • What is the current electrical infrastructure – sanctioned load, current connection etc.?
  • The average and peak requirements for the customer

That’s why you need to carry out a site survey before any solar PV project, to understand all the factors mentioned above. A report of this solar site survey helps later to create proposal and finalize scope of work for the project.

Site survey checklist

The site survey is usually done by sales people who also understand the technical details for solar installation. This also gives them an opportunity to interact with the customer, understand their requirements, budget, purchase urgency etc.

Solar site survey

This site survey is also a good opportunity to understand a customer and his financial readiness for a solar PV project.

Accordingly, following details are often noted in a solar site survey form.

  1. Customer Information – Name, Company Name, Address, Contact Number etc.
  2. Site Information – Latitude & Longitude, Roof height, Free Space, Structure Type (RCC / Metal sheet) etc.
  3. Electrical Infrastructure – Sanctioned load, Connection type (single / 3 phase), Installed Capacity and Voltage of Transformers, Consumption load
  4. Additional Documents – Recent electricity bills, Single line diagram, Rooftop sketch, Site photos
  5. Financial Information – Customer’s requirements

This site survey form will serve as a checklist of all the details that need to be recorded when meeting with the customer.

Understanding the budget and purchase urgency

Note that, details of customer’s budget or purchase urgency are not always captured in the site survey form. That is simply because, most customers would not discuss the budget or payment terms before seeing a proposal.

But it would be very useful to at least get notional understanding of the budget and purchase urgency. So that accordingly time and attention can be devoted to that particular lead.

We recommend that you ask the customers when they want the installation to be done. That will give a better idea about purchase urgency and budget readiness. Record that in the site survey form.

Site survey form template

Accordingly, we have prepared a standardized solar site survey form. It can be used as a starting template or a starting point. Then you can customize it based on your own operations and type of target customers.

Download site survey form as PDF
Get this as a Google Form, in your Google Drive account

Carrying out the site survey

Site surveys are often carried out during the sales process for solar installation projects. At the sales stage, a visit to the customer will serve dual purpose of initial discussion with customer as well as an opportunity to record the site details.

Mobile friendly site survey apps can be used to record the details collected during this customer visit. A site survey app with following features would be useful in case of solar installation –

  • Mobile friendly UI
  • Lightweight (for low network areas)
  • Connected to solar CRM
  • Configurable site survey forms – for different products, PV, heaters etc.
  • Email integration for real time email alerts
  • Configurable workflows to share and collaborate with site survey data

A site survey app can make things very convenient. But it should have the features listed above and should be well integrated with the CRM.

A solar site survey app should be well connected to CRM and documentation system

Preparing the report

Once the site survey details captured by the sales team are required by the proposals and project teams. Therefore it is important to create a report of the details collected in the solar site survey.

Let us look at basic requirements of the solar site survey report:

  1. It should provide a clear and complete understanding of the project site to the proposals team, so that they can create a techno-commercial proposal without any assumptions.
  2. It should also provide a notional understanding of the prospect’s budget and readiness for a new solar PV installation. That would help the project manager or sales team to decide the commercial details of the proposal.
  3. A report should be automatically generated as soon as the solar site survey is completed, to minimize the time taken between site survey and proposal submission. Sometimes this is very important in order to keep the competitors from stealing your prospects. Fuzen’s solar sales tracking app helps you to directly email a site survey report to your team from your mobile phones.
  4. It would be very useful to record the site survey report in your solar projects CRM. This way you can refer to these details easily at any point in future. Sometimes your customers ask you to come back after 5-6 months when they have budget. At that later time, you would have the site survey report available at your fingertips.
  5. It is quite common for solar PV installers to work with partners on some projects. Therefore your site survey report should be simple enough to be understood by anyone in the solar installation business.

A site survey report should capture all the required details from the customer’s side for creating a techno-commercial proposal. It would be better to automate the generation of this report by connecting the site survey app to CRM software.

Site survey report format

Any solar PV installer will have their own format for site survey reports. But the general outline for such reports is fairly common. Any format should be fine, as long as the following key guidelines are followed –

  • Use easy language and common terms used in the industry. So that if you decide to work with a partner on any project, they should be able to understand your reports.
  • Use commonly accessible documents such as PDF, HTML, Email etc.
  • Put all the information about – customer, site, electrical infrastructure, photos, documents etc. in one single file.
  • Preferably, site survey should be done with a site survey app, so that the report remains easily accessible from a database.

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