RoomproofQuick answer: A photo report template is a ready-made structure for documenting something with photos: sections (rooms, areas or locations), the items to check, a rating scale and the report details. Roomproof's templates fill in the rooms and items for you; you add photos, ratings and notes and download a PDF.
Move-out checklist
Every room of a rental with date-stamped photos, to protect a security deposit.
Move-in inspection
Record condition on day one, then reuse it for a side-by-side move-out report.
Punch list
Open, in progress and done items by area, with marked-up photos.
Before and after
Matching photo pairs for repairs, renovations and outdoor work.
Cleaning report
Before and after photos per task, with a client signature.
Rental turnover
Changeovers between guests, restocking, damage and missing items.
UK property inventory
Schedule of condition with meter readings and keys, check-in to check-out.
AU entry condition photos
A photo addendum to return with your state's condition report.
What to include in a photo documentation report
| Element | Why it matters |
|---|---|
| Title, address and date | Says what was documented, where and when |
| Who prepared it, and for whom | Shows responsibility and who received it |
| Sections and items | Make the report easy to follow and hard to dispute: every item was looked at |
| A rating for each item | Turns photos into a clear verdict: good, worn, damaged, open, done |
| Numbered photos with captions | So the text can point to “Photo 12” and each photo explains itself |
| The time each photo was taken | Ties the record to a date; Roomproof prints it on the photo |
| Summary of issues | The first thing a busy reader looks at |
| Signatures | Show that both sides saw the report |
Choosing a photo layout
| Layout | Best for |
|---|---|
| 1 photo per page | Insurance claims and detailed damage, where every detail counts |
| 2 photos per page | Most inspections; the default |
| 4 photos per page | Long checklists where photos support the notes |
| 6 photos per page | Contact-sheet style overviews of large properties |
| 1 to 3 pairs per page | Before and after and move-in versus move-out comparisons |
Writing captions that stand on their own
A good caption says what, where and how big: “Chip in worktop, 2 cm, right of sink” beats “damage”. Captions appear under each photo in the PDF. If you leave a caption empty, the item's notes appear under its first photo instead.
Make your own template
Start from any template, rename rooms and items, add your own, and remove what you don't need. Then choose Save rooms as my template. It appears under “My templates” in the Template list on that device, and any project you save keeps its rooms, so you can share a ready-made checklist with a colleague by sending them a project file.
FAQ
Is there a Word or Excel photo report template?
Roomproof works in the browser instead, which avoids resizing photos by hand and broken table layouts. It produces a PDF, which is what most people send anyway.
How many photos fit on a page?
Choose 1, 2, 4 or 6 photos per page, or 1 to 3 before-and-after pairs per page.
Can I create my own template?
Yes. Edit the rooms and items, then choose “Save rooms as my template”. It's stored in your browser and listed under My templates.
Is it free?
Yes. All templates and features are free, with no signup.
Other photo report templates
Last updated · Written by the MiniTools team. Roomproof is a documentation tool. This page is general information, not legal advice.