Choose repeatable views from safe positions
Choose a small set of recognisable views of the surfaces and items being retained. Use room names and a simple position key so the view can be repeated later. Photograph only from safe, authorised locations. Avoid faces, personal papers, vehicle plates and other details that do not help identify the retained condition.
Label observations neutrally
Describe visible marks or existing damage neutrally and distinguish what can be seen from what is unknown. Record the date and the person compiling the private record. An image does not establish structural adequacy, hidden condition or responsibility for a mark. Do not present the register as a professional survey.
Compare the same references at handover
At the agreed handover, compare the same references rather than a different set of close-ups. Note any question that needs review and who will follow it up. A missing earlier view should be marked missing, not replaced by an assumption about what the surface looked like.
Keep a condition register
Keep the record with the retention list and agreed protection scope. The estimate photograph guide covers the earlier quoting stage; this paired record serves a different purpose. Use it to organise an informed conversation about retained property, without treating a checklist as proof of liability or technical clearance.
Retained-condition register
Copy these headings into your own working document and complete the rows for your property. The prompts are not findings or approval of work.
| Item / view reference | Before and after records | Observation or unresolved question |
|---|---|---|
| Room and retained surface | Dated file references | Neutral description |
| Missing or obstructed view | Record the limit | No assumed earlier condition |
| Question at handover | Fill in | Responsible review and response |
Keep your completed record private. Bring the relevant scope questions into the optional project planner or discuss them directly with Clearpath.