A Linden business owner may be arranging a lease handover while a landlord is organising maintenance and another contractor is changing access equipment. If that describes your premises, combine those requests before booking. Name the person who may approve the work, the person who can admit the inspector and the person receiving the report. They can be different people, but their instructions need to agree.
For residential work, the same principle helps when a sale, rental change or renovation leaves records with several people. Gather the last fence certificate, relevant invoices and a short list of changes since the document was issued. Community incident reports can describe when a problem was noticed, but they do not establish the technical cause or certify the fence. Report a recurring alarm as an observation with a time and location, leaving the diagnosis to testing.