Photo evidence in property inspections: What’s acceptable, useful, and necessary
Not all photos are created equal when it comes to property inspections. Photo evidence is one of the most important parts of an inspection because it provides unbiased proof of the property’s condition. But not every photo adds value. Knowing what to capture (and what to avoid) makes all the difference.
Here’s a guide to the necessary, useful, and acceptable photos – plus some pitfalls to avoid.
Necessary photos (non-negotiables)
Every inspection should include these, no matter what:
- Water sources - sinks, showers, toilets, washing machines, and water heaters. These are high risk areas for leaks, mould, or poor sealing.
- Plumbing connections - under sinks, behind appliances, and around toilets.
- Ceilings and walls around wet areas - to catch moisture damage or mould that can build over time.
- Smoke alarms and safety features - confirm that they are present, installed correctly, and in working order as required by local regulations.
Example: At one property, photos of a water-damaged ceiling were taken over several inspections. The sequence showed the damage worsening, which helped the tenant prove their case and the owner submit a successful insurance claim.
Useful photos (highly recommended)
Not critical every time, but valuable for tracking conditions and avoiding disputes:
- Cracks in walls or foundations - especially in new builds where settling can cause minor cracks to appear.
- Exterior entrances and yards - to show weather damage or gradual changes.
- Lighting fixtures - to confirm presence and working order.
Example: After heavy storms, backyard photos documenting fence damage were invaluable for showing how weather impacted the property over time.
Acceptable photos (optional, for context)
These give a complete picture of the property’s condition without needing close detail:
- Wide shots of each wall in a room
- Ceilings and floors, particularly carpets in high-traffic areas
- General overview photos of cupboards, cabinets, and countertops
These provide context and establish a baseline but should not be used to nitpick minor details.
What to avoid
Not every photo is appropriate. Some cross privacy lines or simply create confusion:
- Personal items - mail, family photos, or personal documents
- Inside drawers or cupboards - unless there is a specific concern such as water damage
- Close ups without context - for example, a photo of a scratch on a wall without showing its location leaves too much room for interpretation
Example: One inspector once submitted a zoomed-in photo of a wall scratch without wider context. It created confusion because no one could tell where it was located or how it developed over time.
Best practices for inspection photos
- Use natural lighting or flash to avoid shadows
- Take wide shots before close ups
- Organise, tag, and export photos in order (software can help with this)
- Always review before submitting to ensure nothing sensitive is included
Intentional, respectful photography protects tenants, landlords, and property managers alike. Done well, photo evidence builds trust, resolves disputes quickly, and creates a reliable record of a property’s condition.
Make inspections easier with myInspections
Photo evidence is only effective if it’s consistent and organised. That’s where myInspections makes the process simple:
📷 Capture photos directly in the app and tag them by room
📋 Use checklists to ensure nothing is missed
📄 Generate inspection reports with photos included, instantly
📧 Share clear, professional records with tenants or landlords
📋 Use checklists to ensure nothing is missed
📄 Generate inspection reports with photos included, instantly
📧 Share clear, professional records with tenants or landlords
Protect yourself and save time by using the right tools. Start your 14-day free trial of myInspections today.
The information contained in this article is exclusively for promotional purposes. It does not in any way constitute legal advice and should not be relied upon as the basis for any legal action or contractual dealings. The information is not and does not attempt to be, a comprehensive account of the relevant law. If you require legal advice, you should seek independent legal counsel. myInspections does not accept any liability that may arise from the use of this information.
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