Your security deposit is likely one of the largest single payments you make when moving. Think of it not as a fee, but as a savings account held in escrow. It remains your money, until a lack of evidence proves otherwise.
In the excitement of unpacking, it is easy to overlook a stained carpet or a chipped counter. But in the property management world, unrecorded damage is assumed to be new damage. When you move out, that oversight transforms into a deduction.
This guide is your strategic playbook. It will teach you how to document pre existing damages, ensuring that when you hand back the keys, you get back your cash.
Why Documentation is Your Best Defense
Before we get to the “how to document pre existing damages,” you need to understand the “why.” In the state of Texas (and most jurisdictions), the burden of proof often falls on the tenant. When you sign a lease, you are essentially agreeing that the unit is in good condition unless stated otherwise.
It is crucial to distinguish between “Normal Wear and Tear” and “Damages.” Landlords cannot charge you for normal wear, which includes things like minor scuffs on paint, worn carpet from walking, or fading curtains due to sunlight. However, they can and will charge for actual damages, such as holes in the wall, burns on the carpet, broken windows, or deep gouges in wood flooring.
Without documentation, you fall into a trap where a landlord can easily claim a pre-existing issue was caused by you during your tenancy. Your photos and the Inventory & Condition Form are the only things standing between you and a hefty repair bill.
The Ultimate Inspection Toolkit
You don’t need to be a professional home inspector, but you do need the right tools. Don’t just walk around empty-handed. Bring these items to your move-in walk-through:
- Smartphone: Ensure it has plenty of storage and a fully charged battery.
- A Penny or Quarter: Used for scale (we will explain why later).
- Phone Charger: To test electrical outlets.
- A Flashlight: To inspect dark corners, under sinks, and inside closets.
- The “Inventory & Condition Form”: This is the official document provided by your landlord.
How to Document Pre Existing Damages With 4 Steps
Do this BEFORE you move your furniture in. Once your boxes are blocking the walls, it’s too late to document hidden scratches.
Step 1: The “Wide-to-Narrow” Photo Strategy
Taking a blurry photo of a scratch is useless because it lacks context. Professional inspectors use the “Wide-to-Narrow” technique to create irrefutable proof.
Start by standing at the doorway to take a wide shot of the entire room, proving its general condition. Next, move closer to the area with damage for a mid-range shot. Finally, take a detailed close-up of the specific scratch or hole.
Pro Tip: The Coin Trick When photographing a scratch, hole, or stain, place a penny or quarter next to it. In a photo, a 1-inch scratch can look like a 1-foot gouge, or vice versa. The coin provides a size reference (scale) that is indisputable in a dispute.
Step 2: The Video Walkthrough (Narrate Everything)
Photos are great, but video is superior for proving functionality. Start a video recording as you walk through the front door and narrate clearly as you go. State the date, unit number, and what you are seeing. Open and close every door and drawer to show they work properly. Flush the toilet and run the taps to demonstrate water pressure and drainage, and briefly turn on the stove burners to show they are functional.
Step 3: Check the “Forgotten” Areas
Most renters obsess over walls and floors but miss the expensive hidden items. Look up at the ceilings for brown water stains, which indicate old leaks; if you don’t document them, you could be blamed for a future leak. Open appliances to inspect the inside of the oven and fridge drawers. Pull blinds all the way up and down to check for bent slats or broken strings. Finally, use your flashlight to check baseboards for pet chew marks and look under sinks for warping wood or signs of old mold.
Step 4: Test Functionality
Don’t assume everything works just because it looks new. Plug your phone charger into every outlet to ensure it has power. Press the test button on smoke detectors, and ensure all windows and deadbolts lock and unlock smoothly.
Turning Photos into Legal Evidence
Taking photos is only half the battle. You must submit them correctly to create a legal paper trail.
1. The Inventory & Condition Form
In Texas, landlords are required to provide this form. Be extremely specific when filling it out. Instead of writing “Ok” or “Good,” describe issues in detail, such as “Small red stain, approx 2 inches, near bedroom closet.” Fill every line—if a room is perfect, write “No visible defects” rather than leaving it blank. Always sign, date, and keep a copy for yourself before handing it over.
2. The Digital Timestamp Strategy
Handing a physical paper to a leasing agent is risky because papers can get lost. Immediately after your inspection, upload all photos and videos to a cloud folder named with your address. Then, email the landlord (CCing yourself) with the subject line “Move-In Condition Documentation – Unit [Number] – [Date].”
In the body, state that you are attaching photos and the Inventory form documenting the condition of the unit as of your move-in date. This email serves as a digital timestamp, proving exactly when the photos were taken and making it impossible for a landlord to claim the damage happened later.
The Hexa Standard: Why Transparency Wins
Does this process sound exhausting? It can be. The reality is, you often have to go through this rigorous documentation because you don’t trust your landlord to be fair.
At Hexa Property Management, we operate differently. We believe that a landlord-tenant relationship should be built on trust, not suspicion.
Pro Tip: At Hexa, we have digitized the entire experience. You can complete all move-in procedures and report any issues directly through the Hexa App.
- Instant Uploads: Snap a photo of a scratch and upload it to your profile in seconds.
- Quick Feedback: No more wondering if your email was read. Our team reviews app reports daily and provides rapid responses to maintenance requests or condition reports.
Furthermore, our team conducts a rigorous inspection before you even pick up the keys to fix issues beforehand. We have strict guidelines distinguishing “damage” from “wear and tear” because we don’t profit from your deposit; we want you to leave happy.
We document with you, not against you.
FAQ: Solving Common Damage Disputes
Q: What if I find damage a week after moving in?
A: It happens. You might not notice a broken dishwasher cycle until you run it. Most leases allow a “grace period” (usually 3-7 days) to amend the Inventory Form. Send an email with photos immediately upon discovery.
Q: Can I fix the pre-existing damage myself?
A: Generally, no. Unless you have written permission, do not paint over scratches or fill holes. You might use the wrong paint color or material, which counts as new damage. Document it, report it, and let the management decide.
Q: Do nail holes count as damage?
A: This depends on your lease. Tiny holes for pictures are often considered “wear and tear.” Large holes from TV mounts or shelving units are almost always considered “damage.” When in doubt, ask your property manager.
Conclusion: Protect Your Future Self
Learning how to document pre existing damages isn’t about being paranoid; it is about being smart. Taking 30 minutes to do a thorough inspection can save you hundreds, or even thousands, of dollars when you move out.
Remember: If it isn’t documented, it didn’t happen.
Ready for a Better Rental Experience?
If you are tired of worrying about unfair deductions and want to rent from a team that values integrity and transparency, look no further.
Join a community where your peace of mind is our priority. Explore our available listings and learn about our resident-first philosophy at Hexa Property Management.
