🏘️ Property Inspection Workflow
Complete workflow for property managers and inspectors conducting move-in/move-out inspections with GPS verification.
Prepare Inspection Checklist
Create a standard checklist of areas to document: entry/exit points, walls and ceilings, floors and carpets, kitchen (appliances, counters, cabinets), bathrooms (fixtures, tiles, grout), windows and doors, outdoor areas, utility areas. This ensures consistent documentation.
Tip: Use the same checklist for move-in and move-out for easy comparison later.
Conduct Move-In Inspection
Before tenant occupancy, systematically photograph each area from your checklist. Capture wide shots for overall condition and close-ups for any existing damage. Use GPS overlay to prove images were taken at this specific property on this date.
Tip: Photograph the address number/building exterior first to establish location context.
Document Pre-Existing Conditions
Pay special attention to any existing damage, wear, or issues. Capture clear images with GPS data showing these conditions existed before tenant occupancy. This protects both you and the tenant from disputes.
Tip: Include a pen or ruler in frame for scale reference when documenting damage.
Organize Move-In Images
Download all images and organize in a folder structure: PropertyAddress/Move-In-Date/RoomName/. Name files descriptively: "Kitchen-Countertop-Scratch.png" or "Bedroom2-Carpet-Stain.png". Include GPS-tagged images in tenant file.
Tip: Create a PDF report with images and send to tenant for their records - this establishes shared understanding.
Conduct Move-Out Inspection
When tenant vacates, photograph the exact same areas using the same checklist. Maintain consistent angles and distances for accurate comparison. GPS overlay proves these images were taken at the same property after occupancy.
Tip: Refer to move-in images on a tablet while conducting move-out to match exact angles.
Create Before/After Comparisons
For each area, load move-in and move-out images into the comparison tool. Use slider mode to identify any changes in condition. Screenshot comparison views showing damage that occurred during tenancy.
Tip: Focus on areas where damage is evident. You don't need comparisons for unchanged areas.
Document New Damage
For any damage identified in move-out that wasn't in move-in: 1) Capture clear close-up with GPS. 2) Create before/after comparison. 3) Estimate repair costs. 4) Document with descriptions. The GPS data provides timeline proof.
Tip: Normal wear and tear should be distinguished from damage. Take notes on your determination.
Prepare Inspection Report
Compile a report including: property address (verified by GPS), inspection dates (from GPS timestamps), comparison images for any damage, cost estimates for repairs, total deductions from deposit. GPS data supports your findings with verifiable evidence.
Tip: The tamper-proof nature of GPS overlays strengthens your position in any disputes.
Share with Tenant
Provide tenant with the inspection report including GPS-tagged images and before/after comparisons. The objective, location-verified evidence reduces disputes and speeds resolution of deposit returns.
Tip: Explain that GPS data proves images were taken at their unit on the specified dates - this isn't invasive surveillance, it's verification.
Archive for Records
Store all inspection documentation (GPS-tagged images, comparison screenshots, reports) for your records retention period (typically 5-7 years). Organized archives with GPS-verified images protect you in future disputes or legal matters.
Tip: Cloud backup your documentation folders. GPS-tagged images serve as strong evidence if needed years later.