Apartment Damage Report: Log Existing Damage Before It Becomes Your Problem
Discovering damage in a rental apartment on move-in day is more common than you would think. Pre-existing damage is not your responsibility — but only if you document it properly before or immediately after moving in. This guide shows you how.
Start your free report ↓Why pre-existing damage is your biggest deposit risk
The most common cause of unfair deposit deductions is damage that was already present when the tenant moved in. Without a documented record, a landlord may — intentionally or through poor record-keeping — charge you for something you never caused.
A timestamped damage report sent to the landlord within 24 to 48 hours of getting the keys is your primary defence. It establishes what the damage looked like on a specific date, before you could have caused it.
How to log damage effectively
For each piece of damage you find, record:
- Location — which room and where exactly (e.g. "north wall, near light switch")
- Description — what it is (e.g. "chip in tile", "hole in wall", "burn mark on countertop")
- Severity — minor, moderate, or severe
- Photo reference — photo number or filename
- Date noted — the date you observed it
Pro tip: Even "minor" damage should be logged. A minor scratch you ignore now could be classified as "significant gouge" by a landlord with a short memory at move-out.
Common types of pre-existing damage to look for
Walls and ceilings
- Holes from previous picture hooks or shelves
- Paint chips or large scuff marks
- Water stains or damp patches
- Cracks — especially around windows or in corners
- Mould patches (photograph and report separately)
Floors
- Deep scratches or gouges in wood or laminate
- Carpet stains, burns, or worn patches
- Cracked or missing tiles
- Lifting or bubbling lino or vinyl
Kitchen and appliances
- Chips, cracks, or burn marks on countertops
- Damaged or missing cabinet hinges
- Appliances that do not function — note exactly what is broken
- Rust or significant limescale on sink or taps
Bathroom
- Cracked or chipped bath, shower tray, sink, or toilet
- Grout missing or heavily discoloured with mould
- Silicone seals pulling away or mouldy
- Dripping taps or slow drains
Windows and doors
- Cracked or broken glass
- Handles that are broken or stiff
- Doors that do not close or lock properly
- Damaged window seals (condensation between panes)
How to notify your landlord
Once you have completed your damage log, email it to your landlord or property manager with the subject line: "[Property address] — Pre-existing damage report — [Date]"
Attach your PDF report and any photos. Request written acknowledgement. If they do not respond within 3 to 5 business days, send a follow-up and keep the evidence of your attempts.
Frequently asked questions
Add your own notes to the landlord's report before signing, or send a separate damage report noting the discrepancies. Do not sign an incomplete landlord report without recording your own observations.
As specific as possible. "Chip in bathroom sink — approximately 1 cm, near tap — minor" is much stronger than "sink damaged". Location, size, and severity all help your case.
Report it immediately, even if it is a few days after move-in. The sooner you report, the more credible your claim that it was pre-existing. Late reports are weaker but still worth making.
Yes. Log everything regardless of promises to fix. If the repair is not done before you leave, you need a record that the problem existed before your tenancy.