Assessing the difference requires the initial condition, duration of use and item quality. 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. Compare the same item
Start by matching the initial and final description and photos of the same location. Without a baseline, change is difficult to assess.
2. Consider time and use
Look at tenancy length, intended use, item age and earlier condition. A change in appearance alone does not explain its cause.
3. Describe the observation
Instead of writing “tenant fault”, record the size, place and nature of the change. Responsibility is a separate question.
4. Record uncertainty
Where initial evidence is missing or the change is ambiguous, say so. The record should not imply certainty it cannot support.
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.