Good photographic documentation is your strongest tool in case of a damage dispute. Without photos, it's your word against theirs - and that never works in anyone's favor.
Good documentation principles
When you discover damage, take photos immediately - don't wait for the manager, "better lighting," or a quieter moment. The sooner you photograph the damage, the more credible the documentation.
Show context and detail:
- One wide shot - to show where in the room the damage is located (e.g., the entire wall with the scratch location marked)
- One or two close-ups - to show exactly what's damaged (e.g., a cracked lens up close)
- A photo from another angle - especially for scratches, cracks, and dents where viewing angle matters
Ensure quality:
- Turn on room lighting - photos in the dark aren't useful for documentation, even with a phone flash
- Avoid blurry shots - better to take several photos and pick the sharper ones
- If the damage is small, place something next to it for scale (pen, coin, credit card) - this helps assess the size
What to document?
- Studio equipment - cracked lenses, broken tripods, damaged reflectors, malfunctioning light modifiers
- Room elements - scratched floor, damaged backdrop, chipped wall, damaged furniture
- Permanent stains - stains on upholstery, walls, carpet that can't be removed with standard cleaning
- Overall condition - if the room looks heavily damaged after a visit (e.g., scattered items, mess beyond the norm)
"Before" and "after" photos - best practice
The most effective documentation is a comparison: how the room looked before the booking and how it looks now. That's why it's worth adding this item to your "Before session" template:
"Take a general photo of the room and key equipment."
It takes 30 seconds and can save hours of discussion with the client. When you have a photo of a clean floor from before the booking and a photo of a scratch after - the situation is clear-cut.
Designate one team member responsible for "before" documentation - usually the person filling in the "Before session" checklist. This ensures photos are taken consistently.
How long are photos stored?
Photos attached to a damage report are stored on the platform indefinitely and linked to the specific booking. They cannot be deleted or edited after the report is saved - this guarantees the integrity of the documentation, important for both you and the client.
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