Record each room consistently
Use wide photographs for context and closer images for existing wear, damage, stains, missing items, or nonworking fixtures. Do not include people, account information, or sensitive documents in the images.
- Start at the entry and move room by room.
- Capture walls, floors, ceilings, windows, doors, and built-in fixtures.
- Test appliances and controls the lease permits you to use.
- Record keys, remotes, access devices, and visible meter readings when appropriate.
Use the required reporting process
Complete the landlord or property manager's condition form, follow the lease's delivery method and deadline, and request confirmation that the record was received.
- Describe issues plainly without diagnosing hidden causes.
- Submit urgent safety or maintenance issues separately through the emergency or maintenance channel.
- Save the submitted form, images, correspondence, and receipt together.
Keep the record useful
Retain the original files and a backup throughout the tenancy. Add dated records when maintenance work changes the condition of the unit.
- Avoid editing original images.
- Keep work orders and repair confirmations.
- Repeat the same room-by-room process before move-out.