An inspection should identify issues and update records, not search for blame. The process below helps create a clear record that can be reviewed and compared later.
Record observable facts, dates and sources for figures. Do not replace evidence with an assessment of responsibility.
Step-by-step process
1. Agree scope and timing
Give the inspection a clear purpose and checklist. Arrange it in line with the parties’ agreement and applicable requirements.
2. Compare with the earlier record
Bring the earlier report and open issue list rather than creating disconnected notes each time.
3. Check property function, not lifestyle
Focus on property condition, equipment, safety and reported issues while respecting occupants’ privacy.
4. Finish with actions
Record what needs doing, by whom, and how completion will be confirmed.
What to check before finishing
- Every figure has a unit, period or source.
- Photos and notes can be matched to a specific location.
- Both parties retain the same file or printout.
- Disputed or uncertain items are marked rather than hidden.
Practical example
Instead of one vague note saying “property in good condition”, the record contains the room, exact item, observation, date, photo and—where money is involved—a separate calculated entry. Months later, the parties do not need to reconstruct events from memory.
This is organisational and educational material. It is not individual legal, tax, financial or technical advice.