Definition

In an APC context, data presentation refers to selecting an appropriate format (spreadsheet, graph, chart or table) and applying clear labelling, consistent units and honest scaling to communicate numerical information without distorting its meaning. The RICS Rules of Conduct (effective 2 February 2022) require honest and accurate representation of figures on which clients base decisions.

Why this matters for Communication and Negotiation

  • Surveyors regularly present cost plans, development appraisals, dilapidations schedules and comparable evidence, all primarily numerical and requiring immediate legibility.
  • A poorly formatted schedule or misleading chart can undermine a negotiation or expose the surveyor to professional liability.
  • At Level 2, assessors expect you to describe the format chosen for a real instruction and explain why it suited the audience and purpose.
  • Rule 1 (Honesty and Integrity) prohibits presentation techniques that mislead, even when the underlying figures are accurate.

Key principles

Choose the right format for the data type

Spreadsheets and tables suit detailed breakdowns where the reader needs to interrogate individual line items. Bar and column charts work well for comparing discrete values across categories. Line charts suit time-series data. Pie charts are useful for proportional composition but become difficult to read with more than five segments. Match the format to what the audience needs to understand.

Accuracy and consistency are non-negotiable

Every figure must be sourced and checked. Use consistent units throughout (do not mix net and gross internal area without explicit labelling). Round consistently and state the basis. Where figures are estimates or ranges, label them as such; presenting a midpoint estimate as a fixed figure misleads the reader about the degree of certainty.

Label everything clearly

Every chart and table must have a descriptive title, labelled axes with units, a source note and a date. Abbreviations must be defined in a legend. A chart that requires explanation before it can be understood has failed its purpose.

Tailor to the audience

A detailed elemental cost plan suits a contractor; a developer's board needs a one-page headline summary with key risks highlighted. Producing both a full working document and an executive summary is often appropriate. Annotating a chart to highlight the most significant data point helps a non-specialist audience.

Relevant RICS guidance and legislation

  • RICS Rules of Conduct (effective 2 February 2022) — Rule 1 (Honesty and Integrity) requires that figures and data are presented accurately and without distortion; Rule 3 (Service) requires that presentations are genuinely useful to the client.
  • RICS professional statement on conflicts of interest (1st edition, 2017) — data presentation in reports used by multiple parties must be consistent and not favour one party's position through selective presentation.

Ethics and Rules of Conduct angle

Rule 1 (Honesty and Integrity) directly applies to data presentation. Selective use of comparables, manipulated chart scales or omission of outliers that would change the conclusion are all forms of misleading presentation. Even when unintentional, the surveyor bears professional responsibility for the accuracy and fairness of figures presented. Genuine uncertainty must be communicated, not absorbed into a point estimate.

APC-style Q&As

Q (Level 1)When would you use a bar chart rather than a table to present comparable rental evidence?

A bar chart is more effective when the purpose is to show relative differences at a glance, for example when presenting to a lay client. A table is preferable when the reader needs to interrogate individual figures, such as a counterparty reviewing rent review evidence. Many reports include both.

Q (Level 1)What information must every chart or table in a professional report contain?

Every chart or table should have a descriptive title, labelled axes or column headers with units, a source reference (including the date the data was collected), and a legend or key explaining any abbreviations. Estimated or projected figures should be distinguished from confirmed data. These requirements apply whether the report is internal or for external use.

Q (Level 2)You have prepared a cost plan for a residential refurbishment project. How would you present the figures to the developer's board versus the quantity surveyor reviewing the detail?

(example) For the board I produced a one-page elemental summary showing cost by category (substructure, superstructure, finishes, services, external works) as a bar chart and a total with a contingency allowance expressed as a percentage, with the three highest-risk items highlighted. For the quantity surveyor I provided the full elemental cost plan in spreadsheet format with area schedules, specification notes and unit rate assumptions. Both documents used the same underlying figures; the board summary enabled a quick decision on budget, while the detailed plan enabled technical review and tender checking.

Q (Level 2)Why might a chart with a y-axis that does not start at zero be considered misleading in a professional report?

A truncated y-axis exaggerates the visual difference between data points, making small variations appear much larger than they are. In a professional report this could mislead a client into over-weighting a trend or difference that is not material. Under Rule 1 of the RICS Rules of Conduct, members must act with honesty and integrity; a presentation technique that creates a false impression of significance, even if unintentional, may breach this obligation. Axes should start at zero unless there is a clear methodological reason and that reason is explicitly stated.

Q (Level 3)You are preparing the evidence bundle for an independent expert determination of a rent review. The landlord's comparable evidence shows higher rents but relies on leases with significant landlord incentives not disclosed in the headlines. How do you approach the presentation of this data?

Rule 1 requires presenting evidence accurately and without distortion. The expert will expect full lease terms, including rent-free periods and landlord contributions, so headline rents can be adjusted to a net effective basis. I would present both headline and net effective rents in the schedule, clearly labelled, with the adjustment methodology explained. Omitting incentives would mislead the expert and could expose the surveyor to a finding of misconduct.