Start with one shared record
Write the date, flat address and names of the people present. Agree on a room order. For every issue, note where it is, what you observed and who will follow up. “Scrape on the inside of the bedroom door” is easier to verify than “door damaged.”
Take a wide photo and then a close-up
Use a wide photo to show where the issue is and a second photo to show the detail. With permission, include examples like existing marks, damaged fixtures or a stained worktop. Keep originals. Share the agreed set directly with the landlord or agent through your established contact.
Count everything that opens a door
List keys, fobs and any remotes. Try the building door, flat door and mailbox. Ask how replacement keys work and where you can reach the building manager if the entry system fails. Record readings and units for meters you can both identify.
Close the loop the same day
Send the agreed handover record and ask for acknowledgement. Add a deadline for each repair and a way to report urgent building problems. File the inventory, meter photos and lease together so you can find the initial condition when you leave.
