Capital Needs Assessments

Sample Reports

RTD Sample (Right-Trak Design Proprietary Format)
HUD Sample (Housing and Urban Development Format)

RD Sample (Rural Development Format)

RD Sample (Alternate Rural Development Format)



The Capital Needs Assessment will:
  • Review the physical condition of each site and structure within the development.
  • Determine the capital improvement needs of facilities, equipment, systems and structural elements over a 15-year period, including non-dwelling components such as parking lots, landscaping, and common areas.
  • Incorporate resident and staff concerns and recommendations with regard to capital improvement needs.
  • Estimate the projected costs of recommended capital improvements, major repairs, and replacement of appliances, taking into account such variables as regional price differences and standard rate of inflation.


The On-Site Inspection will:
  • Evaluate the overall condition of the site and structures and to identify deficiencies involving life safety, replacement, and maintenance issues.
  • Include the review each representative type of rental unit sufficient to identify individual interior improvement needs
  • Include a review of all common areas and building exteriors.
  • Incorporate information from blueprints, project manuals, personal recollection and other forms of historical data.


The Written Review will:
  • Present work items as they relate to the current status and condition of the property.
  • Incorporate descriptive text with supporting spreadsheets, graphs and summaries.
  • Include Site Conditions, Interior and Exterior Architectural Elements, Mechanical & Electrical Systems, and Dwelling Units.
  • Reserve first priority for those expenditures that benefit the health and safety of tenants.
  • Assign second priority to expenditures for previously deferred cost of maintenance or replacement.
  • Give third priority to those expenditures that would help to reduce operating expenses.
The Written Review will also:
  • Project the anticipated repair or replacement costs, with inflation, to assist in developing an appropriate budget.
  • Project major maintenance expenses as well as capital expenses for replacement and improvements.
  • Forecast the year-end amount of the Replacement Reserve for each year based upon the anticipated funding structure and expenditures.
  • Include a schedule of forecasted expenses entitled “Exhibit I – List of Work Items” which lists the anticipated year that replacement or maintenance is to be performed.
  • Include as Exhibit II a “Yearly Cost Form Summary” showing the annual expenditures for the term of the report.