A tenant should inspect the property before moving belongings in and report differences immediately. 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. Inspect before signing
Review the property calmly and compare it with the agreed inventory. Rushing makes small but numerous discrepancies easy to miss.
2. Test operation
Open windows and doors, test lights, water flow, drains and supplied appliances.
3. Record existing condition
Add existing scratches, chips, marks and non-working items. Missing notes can make later clarification harder.
4. Keep your own copy
Export the report and store it with the agreement and photos. Do not rely solely on the other party’s copy.
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.