When a client later claims you caused damage — to the floor, the wall, the roof, or the landscape — the only defense that holds up is evidence of what was already there before you started. Pre-existing damage documentation is the foundation of dispute protection and chargeback defense.
Here's how to document pre-existing damage before starting work.
When to Document
Before any work begins — the first visit, before tools or materials are brought in. If you've already started, document what's still visible and note that work has begun; it's better than nothing but not as strong as true pre-work documentation.
What to Photograph
- Overall room or area — orientation shots so an adjudicator can understand the space
- Every surface you'll touch or work near — floors, walls, ceilings, trim, fixtures
- Existing damage — scratches, dents, stains, cracks, wear — with close-ups
- Adjacent areas — rooms or surfaces that could be affected by dust, moisture, or traffic
How to Organize the Photos
- One job, one place — all pre-work photos tied to the same address and date
- Timestamped — automatic date and time on every photo (and GPS if available) so there's no question when they were taken
TimeFotos does this by default: create a workspace by address, take photos on arrival before any work, and every image is timestamped automatically. When a dispute arises, you share one link with your pre-work set.
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Tell the Client
A quick note to the client — "We've documented the existing condition of the areas we'll be working in for our records and yours" — sets expectations and shows professionalism. It also makes it harder for a client to later claim they didn't know you were documenting.
Bottom Line
Documenting pre-existing damage before starting work is the single most effective way to protect yourself from false damage claims and chargebacks. Do it on every job, in one organized, timestamped set.