Condition Reports

Create locked Before & After evidence.

Create secure, organised Condition Reports for student accommodation, rental properties, hire cars, equipment and other situations where proving condition may matter later.

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Locked evidence Timestamps Multiple photographs Print / PDF reports

Student Accommodation Condition Report REPORT-00001234

Complete

Property Student Room - Flat 12

Created 1 August 2026

Before Locked

After Locked

Move-in Condition Locked

Move-out Condition Locked

Secured by Design Police security initiative accredited.

Cyber Essentials Plus Cyber security certified.

Two-Factor Authentication Additional account protection.

Multiple Photographs Build detailed visual evidence.

Use It For Almost Anything

Record the condition before a problem begins.

Create a clear photographic record beforehand, then add an After Report later if damage, disagreement or another issue occurs.

Student Accommodation

Record walls, furniture, appliances, flooring and shared areas when moving in and again when leaving.

Rental Properties

Document rooms, furniture, flooring and existing defects before moving in or handing over a property.

Rental & Hire Cars

Photograph scratches, wheel damage, bodywork and interior condition before driving away.

Hotels & Holiday Lets

Create evidence of the condition of a room, apartment, villa or holiday property.

Tools & Equipment

Record hired or loaned tools, machinery and equipment before collection and on return.

Storage & Valuable Items

Document goods entering storage, possessions in transit or valuables being loaned to somebody else.

How It Works

Create useful evidence in three stages.

The system separates your Before and After evidence and locks each stage once you have completed it.

Create the Before Report

Add the report details, describe the current condition and upload supporting photographs.

Save & Lock

Once the Before stage is locked, its description and photographs cannot be edited afterwards.

Add the After Report

Return later to record the final condition, lock the After stage and print or save the report.

Private & Protected

Your reports stay connected to your account.

Condition Reports are private account records. Ownership checks protect access to each report, while locked stages preserve completed evidence.

User-only access

Reports remain associated with the account that created them.

Permanent stage locking

Locked Before and After stages cannot be edited afterwards.

Timestamped records

Each locked stage records when the evidence was completed.

Printable reports

Create a clear report containing stored descriptions and photographs.

Student Accommodation Example

Move-in

Move-out

Student Accommodation

Keep evidence of the room you actually moved into.

Photograph the room, furniture, flooring, walls and appliances when moving in, then create a move-out record later to show what changed.

Record existing damage Capture marks, stains, damaged furniture and appliance condition before moving in.

Keep everything together Photographs, descriptions and timestamps stay part of one report.

Create move-out evidence Add the final condition later so the two stages can be compared.

Use it during a dispute Print or save the report if you need to explain a disputed damage charge.

Rental Car Example

Before

After

Rental Vehicles

Record a hire car before driving away.

Photograph scratches, bodywork, wheels and the interior before the hire begins. Add the After condition on return to show whether anything changed.

Capture existing marks Record scratches, dents, scuffs and wheel damage before leaving.

Include the interior Photograph seats, dashboard, boot and supplied equipment.

Compare the return condition Create the After Report when returning the vehicle.

Keep evidence ready Save the report if a hire company later raises a damage claim.

Frequently Asked Questions

Condition Reports explained.

What can I create a Condition Report for?

Student accommodation, rental properties, vehicles, hotel rooms, hired equipment, tools, machinery, storage and other situations where Before and After evidence may be useful.

Can I use it when moving into student accommodation?

Yes. Photograph your room, furniture, appliances, walls, flooring and shared areas when you move in, then add a move-out record later.

Can I edit the Before Report after locking it?

No. Once the Before stage has been locked, its description and photographs cannot be edited, replaced or removed.

Do I have to add the After Report immediately?

No. You can return later when the property, room, vehicle or item is being checked again.

Can I upload more than one photograph?

Yes. Multiple photographs can be added before the relevant report stage is saved and locked.

Can the completed report be printed or saved as a PDF?

Yes. The printable report includes the report reference, descriptions, lock information, timestamps and photographs.

Who can see my Condition Reports?

Condition Reports are private account records. Ownership is checked before the report can be viewed, updated, printed or deleted.

Start creating Condition Reports before you need the evidence.

Choose the My Safe Docs membership that suits you and start building organised Before and After records.

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