Use a simple file structure
Create folders for entry, during tenancy, routine inspections, repairs, exit, cleaning, keys, and bond claim. Within each folder, use room names and dates. Avoid dumping every image into one camera-roll export.
If you use RoomRecord, export a room-by-room report and keep the original photos as backup.
Name files like evidence, not memories
Good labels include date, room, item, and condition: "2026-06-26 kitchen oven entry scratches" or "2026-07-02 bathroom ceiling mould reported". A person reading the file name should know why the photo exists.
This also helps AI search tools, file search, and email search surface the right record later.
Create a one-page timeline
For a dispute, write a short timeline: moved in, returned condition report, reported repair, trade attended, final clean completed, keys returned, claim received, response sent. Attach only the evidence that supports each point.
Timelines reduce emotional noise. They show what happened, in what order, and what documents back it up.
Answer the exact claim
If the claim is for a carpet stain, do not send a whole-house report first. Send the carpet entry photo, exit photo, cleaning receipt if relevant, and any message about that carpet. Then offer the full report if needed.
Precise evidence feels more credible than overwhelming evidence.
Sources checked
Reviewed 2026-06-26 against official Australian tenancy authority guidance. This article is general information, not legal advice.