Describe the rooms, furniture, and inspection event. Makeform creates a furniture inspection form with item identifiers, consistent condition ratings, damage photos, responsibility notes, and repair or replacement follow-up.
Send inspection records to Google Sheets, Slack, and Zapier.
Sample prompts for the builder
Choose a starting point, adjust the furniture list and rating scale, then send it to the builder.
Audience
Property managers and incoming residents
Format
Room-by-room inventory with condition photos
Prompt size
257 chars
Example form structure
Room-by-room inventory with condition photos
Property, unit, resident, and inspection date
Furniture item and asset tag
Current condition
Damage notes and photos
Resident and inspector acknowledgment
Suggested routing tags
Good condition
Repair needed
Replace or review
Give every item a stable asset number or room-and-item label so the next inspection can be compared with the right record.
Step 1
Identify
match the room, item, and asset tag
Step 2
Inspect
apply one condition scale and take photos
Step 3
Compare
note changes from the earlier record
Step 4
Act
route cleaning, repair, or replacement
Reliable condition records
Connect each rating and photo to a specific item, location, event, and next action.
Use the same defined choices at delivery, move-in, routine checks, and move-out.
Asset tags, room labels, photos, and damage notes distinguish similar items.
Conditional fields capture severity, action, assignee, and target date when attention is needed.
Four inspection moments
Retain stable item labels and rating choices so inspections remain comparable.
Document items, existing wear, accessories, comments, and acknowledgment before occupancy.
Repeat the original list, flag changes or missing items, and route disputed findings.
Inspect shared desks, seating, storage, and meeting rooms by floor or zone.
Verify completed work, then record ready, ready with notes, or return for correction.
Build the workflow
Provide the furniture categories, event, condition definitions, and follow-up rules.
State the event and list the properties, rooms, furniture groups, and people involved.
Match labels to inventory, define each choice, and arrange sections in walking order.
For exceptions, show location, description, severity, photos, action, and reviewer.
Send records to the responsible inbox or sheet and notify the repair owner.
Choose the recording method
Preserve enough structure to identify items, compare condition, and close follow-up.
Field guide
Use these six sections to make every submission understandable later, even when the inspector, resident, or facilities coordinator has changed.
Inspection context
Record the site, room, inspection type, date, inspector, and attendees to distinguish each event.
Furniture identity
Use an asset tag or combine room, category, description, and position so repeated items stay distinct.
Condition scale
Define a short scale covering good, worn, damaged, missing, not applicable, and unable to inspect.
Exception evidence
For failed checks, capture defect type, location, extent, and overview and close-up photos.
Comparison and comments
At move-out, reference earlier condition, record changes, and provide space for comments or disagreement.
Follow-up
Capture the action, urgency, owner, target date, and completion status for every exception.
Related tools
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Record the broader room and fixture baseline alongside the furniture inventory.
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Open toolLet residents report a broken chair, cabinet, or other issue with location and photos.
Open toolRoute repair needs from inspections to a structured facilities request.
Open toolFAQ
Practical answers for property, rental, hospitality, and facilities teams building consistent condition records.
It is an item-level condition record for move-in, move-out, turnover, delivery, or facilities rounds. It identifies furniture, applies a rating scale, captures evidence, and records follow-up.
Include site, room, event, date, inspector, item, asset tag, location, condition, function, cleanliness, defect details, and photos. Exceptions need severity, action, owner, and target date.
Define a short scale such as new, good, worn but usable, damaged, and missing. Add not applicable and unable to inspect. Rate stability, finish, hardware, or cleanliness separately when needed.
Yes. Conditional logic can reveal notes, severity, and uploads for worn, damaged, unstable, stained, or missing items. Ask for overview and close-up photos when context matters.
Yes. Ask for the inspection type first and show relevant sections conditionally. Keep item identifiers and rating choices stable. At move-out, add the earlier record or submission ID, condition change, missing-item status, resident comments, and the next action for each exception.
Show follow-up fields whenever an item needs attention. Capture action, priority, responsible team, access details, and target date, then notify the appropriate inbox or connect submissions to a shared sheet. Your team can use that record to create and track its maintenance work.
Yes. Makeform provides unlimited free forms and responses, including generation, editing, publishing, and reuse. The paid tier removes the Makeform badge. Review the generated item list, condition definitions, acknowledgment wording, access settings, and internal record practices before publishing.
Add an acknowledgment or signature when it suits your handoff process. Explain what the acknowledgment means in your own wording, provide space for comments or disagreement, and record when someone is absent or declines. Your responsible property or facilities team should set the procedure.
Give every item a traceable condition record.
