How should damage or missing items be recorded?

Record facts, not vague labels

State the location, size and effect of each defect—for example, “40 mm crack at the lower-right screen corner; display remains functional”—instead of simply writing “damaged.” Note whether the issue affects safe operation and whether repair is required before use.

Create a clear evidence trail

• Photograph all sides of the item and its serial or asset label.
• Capture close-ups of scratches, dents, cracks, warning lights and meter readings.
• Number the photographs and refer to those numbers in the condition notes.
• List missing keys, chargers, cables, batteries, cases or manuals individually.
• Have both parties initial corrections or disputed condition notes before signing.