A complete report organises property condition, inventory, meters, keys and both parties’ observations. 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. Identify the inspection
Record the date and stage, property label or address, people present and scope. The record should make sense months later without relying on memory.
2. Condition by room and item
Work room by room. Use short observable descriptions such as “3 cm scratch on left panel” rather than broad judgements.
3. Meters, keys and access
Record the reading, unit and meter serial where available. Count keys, remotes, cards and other access devices separately.
4. Photos and matching copies
Give photos context: capture the whole room first, then the detail. Both parties should retain the same final record.
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.