At a glance
| Record | Main purpose | Typical contents | Often useful |
|---|---|---|---|
| Property condition report | Document the observed state of a property at a particular visit. | Inspection date, rooms, surfaces, fixtures, condition notes, areas not inspected, and supporting photos. | Move-in, periodic condition reviews, maintenance visits, or move-out records. |
| Inventory report | List items supplied with or recorded at a property. | Item name, room or location, quantity, identifying details, observed condition, and photo references. | Recording furniture, appliances, fixtures, keys, or other supplied items at handover or review. |
What a property condition report covers
A condition report focuses on observations about rooms, surfaces, fixtures, and their visible state at a particular date. It can include item-specific observations, but its organizing question is generally “What condition was observed here?” A useful report states what was and was not checked rather than implying a comprehensive test.
What an inventory report covers
An inventory focuses on what items are listed or supplied, where they are located, and how they are identified. It may also record quantity and condition. Its organizing question is generally “What items are recorded at this property?” A room-by-room inventory can support a condition report without replacing it.
How photos and item records help
Consistent item names and room locations make records easier to revisit. A wide photo can identify the room or group of items; close-ups can capture relevant detail. Captions should say what is shown, and later photos are most comparable when the angle and context are similar. Preserve original records and note when an area or item could not be checked.
Can one document serve both purposes?
Some forms combine an item list with condition observations, while others keep them separate. Choose a format that clearly captures the information you need and meets any local or contractual requirements. Inspecterfly's workspace creates room-by-room condition reports with editable item names, notes, condition selections, and photos; use the inventory checklist and CSV when you need dedicated quantity fields.
See the condition report template and the maintenance log template—a maintenance log tracks repair actions over time and is different from either inspection report.