Quick checklist
- A dated check-in record.
- A dated check-out record.
- Photos with context (wide shot and close-up).
- Notes that describe what changed.
- Any invoices/quotes if you're claiming costs.
At a glance
Disputes are easier when your evidence is dated, structured, and easy for third parties to follow.
TL;DR for busy property managers
- Use check-in and check-out records with matching room structure.
- For each issue, include both context and close-up photos.
- Keep notes factual and tie any claimed costs to evidence.
What usually makes evidence strong
- Consistent room-by-room structure.
- Photos taken in similar lighting and angles.
- Notes that stick to facts.
What weakens it
- No check-in record.
- Only close-ups with no context.
- Vague notes like "dirty" with no detail.
Using TenancyKit
- Keep everything under the property and tenancy.
- Export the inspection so it's easy to share.
FAQ
Is this legal advice?
No. This guide covers practical evidence habits only. If you need legal advice, speak to a qualified professional.
What evidence matters most in disputes?
Clear dated records, consistent room-by-room photos, factual notes, and cost evidence (quotes/invoices where relevant).
Run this process faster in TenancyKit
Capture room-by-room photos, notes and meter readings, then export a clean evidence pack your agency can send with confidence.
Tip: use this guide as your branch SOP, then mirror the same room-by-room structure in your exports.
Related guides for letting agencies
Check-in inventory: what to capture (UK)
Room-by-room checklist for stronger move-in evidence.
Read guide →
Interim inspection checklist
Focused mid-term checks without turning visits into full re-inventories.
Read guide →
Check-out proof pack: what to include
What to capture and how to structure evidence for handover/disputes.
Read guide →
What to photograph at move-in
The minimum photo set that saves arguments later.
Read guide →
Meter readings: what to record
Capture clear meter evidence at move-in and check-out.
Read guide →