Condition photos: so damage isn't your word against theirs

“It was already like that” is hard to answer without a record. A quick, consistent routine at handover and return gives you dated photos and readings to compare, and shows customers you check every time.

A before-and-after routine

  1. Photograph every side at handover: Front, back, both sides and the top where you can, plus close-ups of existing scratches, dents and wear. Take them with the customer there if you can.
  2. Capture the readings: Hour meter or odometer, and the fuel level. A photo of the gauge is quicker than writing it down.
  3. Note existing damage separately: List what was already there, so new damage stands out on return.
  4. List the attachments going out: Buckets, chargers, leads and keys. If it isn't listed going out, it's hard to say it's missing coming back.
  5. Repeat the same shots on return: Same angles and the same readings, before the gear is cleaned or goes back out. Compare them side by side.
  6. Share it with the customer: Send them the report or ask them to sign it. Raising a problem at the time, with photos, is fairer than a phone call a week later.
  7. Check your terms before charging: Match any damage charge to what your signed terms say, explain it with the photos, and keep the record with the hire.

How Signd records condition

  • The signed agreement sets out damage responsibilities before the gear leaves. Agreements are free.
  • Open an inspection from the agreement or booking: mark checklist items OK, Issue or N/A and record hours, distance, fuel or your own readings. (Signd Pro)
  • Up to five photos and one 60-second video per machine, kept with the hire. (Signd Pro)
  • Compare pre-hire and return photos side by side. (Signd Pro)
  • Ask the customer to sign the report, or email it to them. (Signd Pro)

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Common questions

Will photos prove the customer caused the damage?

They record what you saw and when, which may show a change in condition. They don't establish fault, replace insurance or guarantee how a dispute ends.

Are condition reports free in Signd?

No. Inspections and condition reports need Signd Pro, which has a 7-day free trial. Digital hire agreements are free.

More guides

General information for hire businesses, not legal advice. Check your agreement and charges with your own adviser.