Keep the access trail
Save the tenant's repair request, owner approval, trade booking, entry notice or access agreement, attendance date, and follow-up message. Keep these records with the photos rather than scattered across the inbox.
For properties in Queensland, the RTA entry guidance sets out different notice periods for repairs, maintenance, smoke alarms, inspections, and follow-up checks. Other states have their own rules, but the record-keeping principle still holds.
Photograph before, during, and after when practical
The first photo shows the problem. The second gives the trade context. The last shows the result. For leaks, stains, appliances, locks, blinds, smoke alarms, and outdoor repairs, before-and-after photos can avoid another inspection just to understand what changed.
If the repair is urgent or unsafe, do not delay work for photos. Capture what can be captured safely.
Record what was not fixed
A completed work order does not always mean the issue is fully resolved. Note partial repairs, parts on order, tenant follow-up needed, owner decisions pending, or access problems that stopped work.
That note is useful when the same issue appears in a routine inspection or exit report later.
Link maintenance back to condition
When a repair changes the property's condition, update the record. Replaced carpet, new blinds, repainted walls, repaired cabinetry, and new appliances can all matter at the next entry, routine, or exit inspection.
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Article written 2026-07-02