Writing inspection reports that hold up
A routine inspection is only useful if it produces evidence. A consistent, dated, photographed report is what proves the condition of a property at a point in time.
4 min read · Updated 2 August 2026
Overview
A routine inspection is only useful if it produces evidence. A consistent, dated, photographed report is what proves the condition of a property at a point in time.
Consistency
Use the same room order and the same photograph angles every visit. Comparable images are far more persuasive than better ones.
What to record
Alarm tests, signs of damp or mould, ventilation use, condition of fixtures, any unauthorised occupiers or pets, and anything the tenant reports on the day.
Follow-up actions
Convert findings into dated actions with owners and deadlines, and record when each is closed. An inspection with no follow-up is worse than none.
Share it
Send the tenant a copy with any actions for them. It sets expectations and creates a shared record.
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