The CCTV site survey checklist: what to check before you quote

A good site survey is the cheapest insurance an installer can buy. An hour on site can prevent a wrong price, a wasted trip or a system that disappoints the customer. It also shows the customer that you take the job seriously, before they compare your price with anyone else's.

Use this checklist as a starting point and adapt it to the kind of sites you work on. You may want to turn it into a form that your surveyors fill in on their phones.

Before you go

A little preparation makes for a better visit.

• Ask the customer what prompted the enquiry. A recent theft and an insurance requirement lead to quite different conversations.
• Ask for a floor plan or site drawing if one exists.
• Look at the site on an online map to see boundaries, neighbouring buildings and approaches.
• Find out who will meet you and whether they can make decisions.
• Find out if you need a permit, a pass or an escort.
• Check for existing cameras or cabling that the customer wants to reuse.

What to bring

• laser measure and tape
• phone with camera, and a way to take notes
• a torch for ceiling voids and dark corners
• a ladder if you need to see above a false ceiling
• a test camera or field-of-view calculator, if you use them
• a network tester, if reusing existing cable

Understand the purpose

Before you look at the building, talk to the person responsible. Ask these questions:

• What are you trying to protect or monitor?
• Which areas matter most? Which are off limits?
• What has happened in the past?
• Who will watch the footage, and how? Live, or only after an incident?
• How long must recordings be kept?
• Do insurers, auditors, regulators or head office set any requirements?
• Is there a budget, or a date you must meet?

Write the answers in the customer's own words where you can. They will help you write a quote that speaks to what they actually care about.

Decide what each camera must achieve

The most useful question for each position is: what must a person be able to do with this picture?

A common framework for this is the DORI standard from EN 62676-4, which sets guideline pixel densities at the target:

Density falls as a view gets wider. A 4MP camera has a horizontal resolution of about 2560 pixels, so it gives about 256 pixels per metre across a 10 metre wide view, enough to identify under good conditions. Spread over a 40 metre wide view, it falls to 64 pixels per metre, which is only enough to observe.

This is why one wide camera cannot cover a large yard and also capture faces. Plan a wide view for overview and tighter views at the points that people must pass, such as gates, doors and tills. Real-world results also depend on the lens, compression and light, so treat these figures as a starting point and test critical positions.

Walk the site camera by camera

For each proposed position, record the following.

Location and view

• A number and a clear name, such as "C3, loading bay door"
• A photo from the mounting point, looking along the desired view
• Mounting height and distance to target
• Width of the area to cover
• Type of camera suggested, including lens or zoom needs

Light

Light causes more picture quality complaints than resolution does.

• Is there strong backlight, such as a glass door or a low sun? You may need wide dynamic range.
• What is the area like after dark? Visit at night if night images matter and you are not sure.
• Is there enough usable light, or do you need infrared or a low-light camera?
• Will headlights shine straight into the lens?
• Could infrared reflect off a nearby wall or soffit and wash out the picture?

Mounting surface

• Is the surface concrete, brick, metal, wood, drywall or a false ceiling?
• Do you need a bracket, pole or junction box?
• Is it safe to reach? Note any need for tall ladders, a lift or a scaffold.

Environment

• Rain, dust, heat, salt or vibration? Check the ingress protection and temperature ratings you will need.
• Is the camera within easy reach of people? Consider a vandal-resistant housing.
• Are there trees, signs or stored stock that could block the view? Plants grow, and stock moves.

Privacy

• Does the view take in a neighbour's property, a public space or a sensitive area such as a changing room or toilet?
• Are there any workplace, state or local privacy rules to consider? Ask the customer, and suggest they take advice if unsure.

Flag these for the customer early. It is far easier to move a planned camera than to explain a complaint later.

Plan cable routes

Measure carefully, as cable and labour are the most common sources of underpricing.

• Where will the recorder or rack go? Decide this first, because all routes lead to it.
• What is the route from each camera to the recorder or nearest switch?
• Note the type of route: false ceiling, existing trunking, conduit, wall surface, underground.
• Will you need to cut through walls, floors or fire barriers?
• Do any runs exceed 100 metres? Standard Ethernet channels are limited to that distance, so you may need a switch, fibre or an extender.
• Will the cable run near power cables, motors or other sources of interference?
• Does anything run outdoors or between buildings? Outdoor-rated cable, surge protection and fibre may all need to be considered.
• Who will restore finishes after the work?

Sketch the routes on the floor plan and add up the distances, then allow for bends, drops and waste.

Check power

• For PoE, add up the camera loads against the power budget of the switch or recorder. Allow some headroom.
• Check the PoE class that each camera needs. IEEE 802.3af supplies up to 15.4 W at the port, while 802.3at supplies up to 30 W. PTZ cameras and heaters may need more.
• Is a clean mains supply available near the rack? Who will provide it?
• Is the supply stable? Should you include a UPS? How long should it run the system?
• Does an electrician need to do any of the work? Say clearly who is responsible in your quote.

Check the network

If the system will share the customer's network, or if they want remote viewing, talk to whoever runs their IT.

• Will the cameras be on a separate network or VLAN? A separate network is good practice for both security and performance.
• Is there a free switch port, or will you supply a switch?
• What upload speed is available for remote viewing?
• Do they have a static IP or any policies on remote access?
• Does their IT team have a list of approved equipment?
• If you plan to use wireless links, is there a clear line of sight? Could it be blocked later?

Work out storage

Storage depends on bitrate, days of retention and whether recording is continuous or event-based. A simple estimate for continuous recording is:

Storage in TB = Mbps per camera × number of cameras × days × 86,400 ÷ 8 ÷ 1,000,000

For example, 8 cameras at 4 Mbps for 30 days works out to about 10.4 TB. Bitrate varies widely with resolution, compression, frame rate and how busy the scene is, so take figures from the manufacturer's calculator or a test recording where possible, and add some margin. Use surveillance-rated drives, and check that the recorder supports the size you plan.

Ask whether the customer really needs that retention period. Keeping footage longer costs more, and in some places keeping it longer than necessary could raise a privacy concern.

Look for existing equipment

If the customer wants to reuse anything, check it carefully.

• Are existing cables usable? Test them instead of assuming. Old cable can fail in ways that are hard to find later.
• Are existing cameras compatible with the new recorder? Check support for ONVIF and any specific features.
• Is the firmware still supported, and can it be updated?
• Is the equipment still allowed under the rules that apply to this customer?
• Who owns the existing passwords? Older systems sometimes have nobody who can still log in.

Note the practicalities

These details affect your schedule and your price.

• Working hours and any restrictions on noise or drilling
• Security passes, permits and safety induction requirements
• Parking and access for your vehicles
• Where materials can be stored during the work
• Whether work must be done outside business hours, which may cost more
• Who will sign off on the finished job

Before you leave

• Walk the planned positions with the customer and agree on them.
• Point out anything that may cost extra or need another contractor.
• Take wide photos of each area for the person writing the quote.
• Say clearly when you will send the quote, and then keep to it.

After the visit

Write your notes up the same day, while details are fresh. Enter them against the site visit so the quote writer can find them, and mark the visit as completed. Include camera schedules, cable estimates, photos and anything unusual.

A useful survey report gives someone who was never on site everything they need to write an accurate quote. If the person writing the quote has to ring the surveyor with questions, add those questions to your checklist for next time. Over a few months, that habit will give you a checklist perfectly suited to your own company.

Quick checklist

You can copy this and adapt it.

Customer: purpose, priority areas, past incidents, retention, viewing, requirements, budget, deadline.

Each camera: number and name, photo, height, distance, view width, purpose, camera type, light by day and night, surface, bracket, environment, privacy.

Cabling: recorder position, routes, lengths, containment, wall penetrations, distances over 100 metres, outdoor runs, finishes.

Power: PoE class and budget, mains near the rack, UPS, electrician.

Network: separate network, ports, upload speed, remote access, IT contact.

Storage: bitrate, days, recording mode, drive size.

Existing equipment: cable test, compatibility, firmware, passwords, compliance.

Practical: hours, passes, safety rules, parking, storage, sign-off contact.

Before leaving: positions agreed, extra costs flagged, quote date promised.