Describe the property and rooms. Makeform creates a room condition report form with matching move-in and move-out observations.
Send condition reports to Slack, Google Sheets, and Zapier.
Sample prompts for the builder
Choose an editable example, tailor its rooms and standards, then send it to the builder.
Audience
Landlords, property managers, and incoming tenants
Format
Room-by-room baseline with photos and comments
Prompt size
342 chars
Example form structure
Room-by-room baseline with photos and comments
Property, unit, date, and participants
Room and item condition
Existing wear or damage details
Supporting room photos
Keys, readings, and acknowledgment
Suggested routing tags
Move-in complete
Move-out review
Maintenance follow-up
Pair exceptions with an exact location, comment, and photo.
Step 1
Identify
property, room, inspection, and participants
Step 2
Walk
same ordered checks for every room
Step 3
Document
condition, exact location, notes, and photos
Step 4
Follow up
acknowledgments, assigned issues, and rechecks
A usable baseline
Keep each room, item, condition, and photo together from arrival through departure.
Guide inspectors through surfaces, fixtures, furniture, appliances, and keys in a consistent order.
Require a precise location, factual note, and photo for each exception.
Reuse item names and choices so departure observations match the baseline.
Adapt the report
Choose a workflow, then replace its rooms, inventory, and routing choices.
Room surfaces, installed fixtures, appliances, exterior areas, meter readings, and issued keys.
Assigned furniture, shared-room locations, resident comments, access cards, and staff review.
Expected quantities, observed quantities, serial numbers, missing items, and turnover tasks.
Arrival and departure checks routed to housing, cleaning, maintenance, or inventory teams.
Inspection workflow
Turn your inventory and condition labels into a guided room walk.
List rooms, installed items, furnished contents, condition choices, and participants.
Match the physical walk and show checks only for selected rooms or items.
Require location, comment, and photo for worn, damaged, or missing items.
Route maintenance items with an owner, priority, target date, and recheck status.
Choose the record
Compare how each approach preserves structured observations and evidence.
Field guide
Capture identity, item-level observations, evidence, and follow-up.
Report identity
Use identifiers that separate one visit from another even when occupants or staff change.
Room inventory
Group a defined inventory in walking order so inspectors assess the same items.
Condition choices
Define a short scale and include Not applicable for items absent by design.
Exception evidence
Keep the room, item, exact location, factual note, and photo together.
Move-out comparison
Use matching room, item, and condition labels while keeping current observations distinct.
Resolution tracking
Make open work visible with routing and recheck fields, without assigning unsupported responsibility.
Related tools
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Open toolFAQ
Practical answers for landlords, property managers, housing staff, and residents documenting a room at arrival and departure.
It records the observed state of a rental room, apartment, house, dorm room, or furnished unit at a particular inspection. It typically identifies the property and participants, then captures item-level condition, comments, photos, keys, readings, and acknowledgments.
Include property and inspection identity, participants, a room-by-room inventory, defined condition choices, cleanliness, operational checks, exact defect locations, comments, photos, keys or access cards, meter readings when relevant, and follow-up fields.
Use the same room names, item labels, and condition choices for both inspections. At move-out, record the current observation first, reference the original report, and add a separate field noting whether the observed condition differs.
Yes. Add named participant fields, long-answer comments, and file uploads. Give each person a clear review step and keep their comments distinguishable from the inspector's observations.
Use a room overview for orientation and close-ups for specific issues. Pair every image with the room, item, exact location, and a brief factual description; an isolated close-up may not show where the issue is.
Yes. Ask for the property or accommodation type first, then show the relevant room and inventory sections. Apartments may need appliances and meter readings, while dorm reports may emphasize assigned furniture, room side, and access cards.
Yes. Makeform provides unlimited free forms and responses, so you can generate, edit, publish, and use the report freely. The paid tier only removes the Makeform badge.
Capture the exact issue, location, photo, urgency, responsible team, access notes, and target date. Send the submission to your chosen workflow, then record the work reference and recheck result when the condition is reviewed again.
Give every room inspection a usable record.
