Create a baseline at move-in
Inspect walls, floors, ceilings, doors, windows, appliances, sanitary fittings, air conditioning, plumbing, lighting, keys and access cards. Record any marks, damage or defects before furniture is moved in.
Use dated photographs and notes
Take clear photographs and videos with dates, and describe the location and condition of each item. A room-by-room checklist is more useful than a few general pictures.
Report issues promptly
Send the inspection report to the landlord or property manager and request written acknowledgement. Report urgent leaks, electrical faults, cooling problems or safety concerns promptly.
Compare like for like at move-out
Use the original report when checking the property at the end of the tenancy. Allow for fair wear and tear and refer to the tenancy contract and applicable law when assessing responsibility.
Keep records of repairs and communication
Save maintenance requests, contractor visits, invoices, access arrangements and written approvals for alterations. These records help explain how the property's condition changed during the tenancy.
A practical safeguard
An inspection report does not decide every deposit dispute, but a fair and detailed record can make the facts clearer for everyone.