What to Prepare Before a First Consultation

Most first consultations go sideways for the same reason: the person on site knows the system is underperforming, but the paperwork and operational history are scattered. You end up spending the first hour reconstructing what happened instead of deciding what to do next. This post is about arriving prepared, so the conversation starts at the right point.

What to bring to the table

Before you book a consultation, gather the documents that describe how the plant was designed and how it has actually been running. The list below is not exhaustive, but it covers the items that come up in almost every first meeting we have.

• Single-line diagram and string layout, including module make and model, inverter model, and DC cable lengths.
• Commissioning report or the latest test sheet, especially insulation resistance values and string voltage readings.
• Performance ratio logs from the monitoring platform, ideally covering the last 12 months.
• Fault log from the inverter, with timestamps and any error codes that have appeared more than once.
• Municipal approval or grid connection paperwork, if the plant is grid-tied and subject to local requirements.

Why this matters in practice

Take inverter fault codes as an example. A single F28 trip on a string inverter might be a one-off, but if the log shows the same code appearing every few weeks, the cause is probably not random. Without the fault history, an engineer has to guess whether the issue is string mismatch, a failing DC switch, or something in the grid. With the log, the diagnosis starts from a concrete pattern.

The same logic applies to performance ratio data. If you have been logging PR monthly, a sudden drop in a specific string is visible immediately. If you have no baseline, a soiling issue on bifacial modules can go unnoticed for months, and the loss is just absorbed into the overall output.

What a good consultation should cover

A productive first meeting should end with a clear picture of the system's current state and a shortlist of actions. That means the engineer should leave with enough information to quote a maintenance plan, recommend a repair, or flag a design issue that needs a deeper look. If you have prepared the documents above, the meeting can focus on that.

If you are not sure which documents are relevant, bring what you have and be honest about the gaps. A system that has been running for five years without a proper commissioning report is a different conversation from a new installation that is still under warranty. Knowing which situation you are in saves everyone time.

A few practical notes

• Export the monitoring data as a CSV file rather than screenshots. Engineers need timestamps and values, not a picture of a graph.
• Note the physical condition of the DC switchgear and combiner boxes. Loose connections or signs of heat damage are worth mentioning before the site visit.
• If you have had multiple contractors work on the system, list what each one did and when. Conflicting maintenance history is a common source of recurring faults.

The goal of a first consultation is not to solve every problem in one session. It is to establish a shared understanding of the system and agree on the next step, whether that is a full site audit, a targeted repair, or a review of the monitoring setup. With the right preparation, you can make that conversation count.