It is common to take many photographs during a viewing and later forget which room had weak water pressure or which window would not close. A useful record is not the largest collection of images. It is a consistent inspection in which every image can be tied to a property, location and issue.
One fixed checklist makes different listings easier to compare and creates evidence of existing damage before move-in.
Why does taking photographs not automatically create a record?
Random images often lack the property name, location in the room and explanation of the problem. Begin each viewing with the building number or listing name, then follow the same route through the premises so that different rooms are not mixed together later.
Use the same checklist for every property
- Water and drainage: test the basin and shower, including hot water and drainage speed.
- Ventilation and damp: inspect windows, extraction, mould in corners and unusual smells.
- Noise: pause with windows open and closed, listening for traffic and neighbouring units.
- Doors and windows: test door locks, window locks, screens and movement.
- Existing damage: record problems on walls, flooring, furniture, appliances and bathroom fittings.
How should photographs and video be taken?
- Photograph the whole room before close-ups of corners, openings and equipment.
- Keep video continuous from the entrance into the room to preserve location context.
- Record the operation when testing water pressure, appliances or locks.
- Document overall condition and furniture quantity as well as defects.
Label existing damage immediately
When you notice a problem, write “property + location + issue” in the file name or notes, for example “Mong Kok room A — corner by window — water stain”. After confirming the tenancy, send the damage list in writing and keep the version acknowledged by both sides. This helps distinguish existing and later damage at move-out.
Turn records into comparable results
After each viewing, take two minutes to label the five areas “acceptable / needs confirmation / unacceptable”. Price, location and condition are only comparable when each property has been checked in the same way.
Quick checklist
- Water pressure, hot water and drainage work.
- Ventilation is acceptable, without obvious damp or mould smell.
- Noise with the windows closed is acceptable.
- Door locks, window locks and major appliances work.
- Existing damage is photographed and labelled by location.
Make every photograph answer a question
A good viewing record answers: which property, where in the property, and what happened? A fixed route, one checklist and immediate labels are more dependable than a large unstructured camera roll.