RoomproofQuick answer: To make a photo report, choose a template, add photos to each room or item, rate its condition and add a short note, then click Create PDF report. Roomproof prints the date and time on every photo, numbers the photos, lists the problems on a summary page and adds signature lines. It's free and runs entirely in your browser.
How to make a photo report in 5 steps
- Pick a template. Move-in, move-out, punch list, before and after, cleaning, rental turnover, UK inventory or Australian entry condition. Or keep the general report and name your own rooms or locations.
- Fill in the details. The address, the date, who prepared the report and who it's for. Add a company name and logo if you send reports to clients.
- Work through each room. Rate each item (for example Good, Fair or Damaged), take photos with the camera or add them from your library, and write what you see: “5 cm scratch, left side of oven door”. Tap a photo to add a caption, circle or point to the problem, or correct its time.
- Sign. Each person can sign on screen with a finger or mouse. Or leave the lines blank and sign the printout.
- Create the PDF. Choose A4 or US Letter and 1, 2, 4 or 6 photos per page, then download or share the PDF. Click Save project to keep an editable copy.
What's in the PDF report
| Part | What it contains |
|---|---|
| Cover page | Title, address, date, the people involved, your logo, and totals: items recorded, photos and issues. |
| Summary of issues | Every item rated Fair or Damaged (or Open, or Needs attention, depending on the template), with its notes and photo numbers. |
| Room-by-room checklist | Each item's rating and notes, grouped by room, with references to its photos. |
| Photo pages | Numbered photos with the room, item, rating, caption and the time each was taken. Before and after reports show pairs side by side. |
| Signatures | A short confirmation, the on-screen signatures (or blank lines), names and dates. |
| Photo log | For each photo: the time, where that time came from, the original file name and size, and a SHA-256 fingerprint of the file. |
Every page has a page number and a small “Made with Roomproof” footer. Items you leave completely blank are left out, so a long template still produces a tidy report.
How the date and time stamp works
Most phone cameras save the moment a photo was taken inside the file, in its EXIF data. Roomproof reads that time and prints it in the corner of the photo, for example 30 Sep 2026 09:15. If a photo has no camera time (screenshots and some edited or messaged images), Roomproof uses the file's date instead and says so. If you correct a time by hand, the report says “entered manually”.
The photo log at the end lists where every time came from, so nobody has to guess. Bear in mind that a phone records the time set on the phone, and file dates can change when photos are copied. A stamped photo is good evidence of what you saw, not proof on its own. To make your record harder to dispute:
- Take the photos on the day and send the PDF to the other party straight away. Their inbox then holds a dated copy.
- Keep the original photos on your phone or in a cloud backup. Their fingerprints are listed in the photo log.
- Ask the other party to sign on your device if they're there.
- Record a short video walk-through as a backup.
Tips for photos that settle disputes
- Wide shot first, then close-up. The wide shot shows where the damage is; the close-up shows how bad it is.
- Show scale. Put a coin, a key or a tape measure next to marks, chips and holes.
- Photograph everything, not just problems. A clean, undamaged oven is evidence too.
- Open things up. Oven, fridge, freezer, dishwasher, cupboards, drawers and wardrobes.
- Meters and keys. Photograph meter readings and the keys you hand over or receive.
- Use the same angles next time. Matching move-in and move-out photos make changes obvious.
- Light it well. Turn on lights and open blinds. Avoid flash glare on glossy surfaces.
Templates for every kind of report
| Template | Best for | Ratings |
|---|---|---|
| Move-out checklist with photos | Tenants leaving a rental, landlords checking it | Good, Fair, Damaged, N/A |
| Move-in inspection | Recording condition on day one | Good, Fair, Damaged, N/A |
| Punch list with photos | Contractors and homeowners at a final walkthrough | Open, In progress, Done |
| Before and after report | Repairs, renovation, landscaping, pest control | Done, Needs attention, Damage found |
| Cleaning photo report | Cleaners and end-of-tenancy cleans | Done, Needs attention, Damage found |
| Airbnb turnover checklist | Short-term rental cleaners and hosts | Done, Needs attention, Damage found |
| UK property inventory | Landlords, agents and tenants in the UK | Good, Fair, Damaged, N/A |
| AU entry condition photos | Renters and agents in Australia | Good, Fair, Damaged, N/A |
You can rename, add and remove rooms and items in any template, then choose Save rooms as my template to reuse your own checklist next time. See all photo report templates.
Your photos stay on your device
Roomproof has no account and no upload. Photos are resized and stored in your browser on this device, and the PDF is built on your device too. It keeps working without a signal once the page has loaded, and there's nothing on our servers to delete. The trade-off is that there's no sync between devices.
Browsers can clear stored data (Safari on iPhone may remove a site's data after about a week without a visit), so use Save project to download a .roomproof file. It holds every photo, note and signature. Open it later on any device to keep editing, or to start a move-out report from your move-in report.
Frequently asked questions
Is Roomproof really free?
Yes. Every feature is free: as many photos and rooms as you need, before and after pairs, photo markup, signatures, your logo and project files. There's no account and no paid tier. Each PDF page has a small “Made with Roomproof” footer.
Are my photos uploaded anywhere?
No. Photos are resized, stored and turned into a PDF inside your browser on this device. Nothing you add is sent to a server, so there is nothing for us to see, sell or delete.
How many photos can I add?
There's no fixed limit. Each photo is resized to 1,600 pixels on its longest side when you add it, and printed at the size the layout needs, which keeps the PDF manageable. Reports with well over 100 photos can be slow to export on older phones; choosing 4 or 6 photos per page makes the file smaller.
Does a photo report count as evidence?
Dated photo reports are widely used in deposit disputes, small claims and insurance claims, but the person deciding (an adjudicator, judge or insurer) chooses how much weight to give them. Roomproof doesn't make a report legally binding. Photos taken on the day, signatures from both sides and sending the PDF promptly all make a report more persuasive.
How do I add a timestamp to my photos?
Just add them. Roomproof reads the time your camera saved in each photo file and prints it in the corner of every photo in the PDF. If a photo has no camera time, it uses the file date and says so. Untick “Print date and time on each photo” if you don't want the stamp.
Can I turn my move-in report into a move-out report?
Yes. Save the move-in report as a project file. At move-out, choose “Start a follow-up from a saved project” and open that file. Rooms and items carry over, your move-in photos and ratings appear on the left, and you add move-out photos on the right.
Does it work on iPhone and Android?
Yes, in Safari, Chrome, Edge, Firefox and Samsung Internet. On a phone, the Camera button takes photos straight into the report. You can add Roomproof to your home screen, and it keeps working without a connection after your first visit.
Can I edit the report later or on another device?
Yes. Your draft autosaves in this browser. “Save project” downloads a .roomproof file with every photo and note, which you can open on any device to keep editing or create the PDF again. There's no cloud sync, so the project file is how you move a report between devices.
Last updated · Written by the MiniTools team. Roomproof is a documentation tool, not legal advice, and isn't affiliated with any landlord, agency or deposit scheme.