How to Document Rental Property Damage Like a Pro

Learn the professional techniques DepositGenie uses to create dispute-ready documentation that landlords can't dispute.

Why Most Photos Get Rejected in Court

You've probably taken photos of your rental property. But here's the problem: most tenant photos are useless in court because they lack context, timestamps, and organization. Judges need evidence that's:

• Timestamped and verified
• Geotagged to prove location
• Organized by room and date
• Comparable side-by-side (move-in vs. move-out)
• High resolution and clear

Your phone's camera roll with 200 random photos? That's not evidence. That's chaos.

The Professional Documentation System

Dispute-ready documentation follows a systematic approach:

1. Room-by-Room Method

Don't just snap random photos. Document every room systematically:

1. Start with wide shots — Capture the entire room from multiple angles
2. Move to medium shots — Focus on specific areas (walls, floors, windows)
3. Close-up on damage — Detail shots of every scratch, dent, stain, or defect
4. Reference points — Include something identifiable (room number, unique feature) in each photo

2. The Four-Corner Technique

For each room, take photos from all four corners. This creates a complete visual record that proves:

• What was visible from every angle
• Pre-existing damage vs. new damage
• The overall condition of the space

3. Comparison Photography

The most powerful evidence is side-by-side comparison. When you take move-out photos:

• Return to the exact same locations
• Match the same angles and lighting
• Capture the same reference points

This makes it impossible for landlords to claim damage was "worse than before" or that you caused pre-existing issues.

What to Document (Complete Checklist)

Walls:

• Holes, scratches, scuffs, dents
• Cracks, water damage, stains
• Paint condition (chips, peeling, discoloration)

Floors:

• Carpet stains, tears, wear patterns
• Hardwood scratches, dents, water damage
• Tile cracks, missing grout, stains

Windows & Doors:

• Cracks, broken glass, damaged screens
• Broken locks, damaged handles
• Paint chips, scratches on frames

Kitchen:

• Appliances (scratches, dents, functionality)
• Countertops (chips, stains, burns)
• Cabinets (scratches, loose hinges, missing hardware)
• Backsplash condition

Bathroom:

• Tile condition, grout, caulking
• Fixture damage (leaks, rust, cracks)
• Mirror scratches, cabinet damage
• Floor and wall condition

General:

• Ceiling stains, cracks, water damage
• Light fixtures (working, damaged)
• HVAC vents and condition
• Any fixtures or built-ins

Timing Matters: When to Document

Move-in day: Document within 24 hours of receiving keys. This establishes the baseline.

During tenancy: Document any damage that occurs (leaks, accidents, etc.) immediately. This protects you from false claims.

Move-out day: Document everything before you turn in keys. This is your last chance to prove condition.

Technical Requirements for Dispute-Ready Evidence

Your photos need metadata that proves authenticity:

• EXIF data — Timestamp, GPS location, camera model
• No editing — Original, unaltered files
• High resolution — At least 1920x1080, preferably higher
• Proper lighting — Clear, well-lit photos
• File organization — Named by room and date

Many courts reject photos that have been edited, lack timestamps, or can't be verified. Original files with intact metadata are essential.

Common Documentation Mistakes

Mistake #1: Only documenting obvious damage

Document everything, even minor issues. Landlords often inflate minor damage or claim normal wear as damage.

Mistake #2: No date stamps

Photos without timestamps can be dismissed as not contemporaneous with move-in/move-out.

Mistake #3: Poor organization

200 photos in random order is useless. Organize by room and date.

Mistake #4: No reference points

Photos need identifiable features to prove they're from your unit.

Mistake #5: Not documenting good condition

Don't just document damage. Document what's in good condition too — it proves you maintained the property.

How DepositGenie Makes This Easy

DepositGenie automates professional documentation:

• Automatic timestamps — Every photo is timestamped with metadata
• Geotagging — GPS location proves photos are from your unit
• Room organization — Photos automatically organized by room
• Comparison mode — Side-by-side move-in vs. move-out comparisons
• AI damage analysis — Identifies and highlights damage automatically
• Export ready — Generate organized PDF reports with all photos

Instead of manually organizing hundreds of photos, DepositGenie gives you professional documentation in minutes.

Before DepositGenie: The Old Way

Without professional tools, documenting a rental property meant:

• Taking 200+ photos manually
• Organizing them into folders
• Adding timestamps manually
• Creating comparison documents
• Exporting for court submission
• Hours of work per property

Most renters skip this because it's too much work. Landlords know this.

Bottom Line

Professional documentation wins deposit disputes. Random photos lose them. DepositGenie gives you dispute-ready evidence without the manual work.

Start documenting on move-in day. Keep it organized. Compare move-in vs. move-out. With DepositGenie, you have professional-grade tools that landlords can't dispute.