Documenting pre-existing damage is not optional when you plan to stay in a villa for a month. A clear record protects your security deposit and prevents disputes that can consume time and money after you leave. Owners and managers may assume wear is new unless you can show otherwise. A concise, dated condition record gives you leverage if deductions are proposed for cleaning or repair that you did not cause.

Be specific when you document. Check walls for chips and water stains, floors for scratches and loose tiles, plumbing fixtures for leaks and low pressure, windows and doors for cracks and locking problems, mattresses and upholstery for stains, and appliances for missing parts and serial numbers. Use photos from several angles and short videos that narrate what you are showing. Include a close object for scale such as a coin or a key and capture meter readings for electricity and water if meters are accessible. These concrete details make it hard to dispute facts later.

Act quickly and follow a simple process. Do your inspection on arrival and ideally within 24 hours. Send an email to the manager with your condition report and all attachments and request written acknowledgement within 24 hours. Keep originals on your device and store a backup copy. Ask the manager to sign the report or confirm by message so both parties share the same record. If repairs are needed, note expected timelines and who is responsible for arranging them.

When you invest a little time upfront you reduce stress later. A clear, dated inventory and photo log speeds up deposit returns, streamlines mid-stay fixes, and preserves a professional relationship with the host. That certainty lets you focus on enjoying the month.

Move-in inspection checklist for Bali villas with key areas to check

Use this practical checklist as soon as you arrive. A systematic inspection reduces the chance of disputes and helps secure a prompt return of your deposit.

Work through each item methodically and capture clear photos and short videos as you go. Save files with dates and filenames that make them easy to reference and send the report to the villa manager right away.

• Entrance and security checks Inspect main doors gates and locks for functioning latches and visible damage and test any alarm or intercom systems to confirm they work.
• Walls floors and ceilings Look for cracks stains damp patches and loose tiles and photograph any imperfections from multiple angles for scale.
• Plumbing and water systems Run taps showers and toilets check for leaks water pressure and hot water availability and note any discoloration or unusual smells.
• Electrical points lighting and appliances Test light switches power sockets air conditioning and kitchen appliances and record model numbers or serials for major items.
• Furnishings linens and soft surfaces Examine mattresses sofas curtains and rugs for stains tears or wear and photograph any marks close up for evidence.
• Outdoor areas pool and garden Check pool cleanliness and safety features pool cover or fence garden furniture and irrigation systems and note any hazards.

After completing the checklist attach your photos and videos to a concise condition report and request written acknowledgement from the manager within a reasonable timeframe such as within 48 hours. Keep copies on your device and in the cloud so you can reference them if questions arise later.

Following this process makes disputes easier to resolve and lets you enjoy your month with greater peace of mind.

Best photo and video practices and how to timestamp evidence

Good visual evidence starts with a simple routine and consistent naming so nothing is ambiguous later. Begin each room with a wide shot from the doorway to show context then move closer for detailed shots of damage from multiple angles and include a common object such as a coin key or phone for scale. Photograph serial numbers labels and utility meters and take short videos that walk slowly through the space while narrating what you see and stating the date and the property name out loud. Use your camera or phone at full resolution and avoid platform compression by keeping originals and copying them immediately to a backup drive or cloud storage. Enable date and time metadata and location services in your device settings so files carry embedded timestamps and geotags. If your camera app can embed a visible timestamp that adds clarity for managers and insurers. Adopt a clear file naming pattern like 20260109_livingroom_01.jpg and 20260109_kitchen_video_01.mp4 so every file is self explanatory and sortable. When capturing videos keep them continuous and speak clearly about each defect and any meter reading you record for electricity or water. If damage is minor take a close up then step back and shoot the wider context so that severity and surroundings are obvious. After you finish compile a short condition report that references each media file by name and attach everything to an email to the villa manager within 24 hours asking for written acknowledgement. Keep the originals and the sent email until the deposit is returned. These concrete steps reduce the chance of disputes and make it simple to resolve any questions quickly and professionally so you can enjoy your month with confidence.

How to report damage to managers and protect your security deposit

Reporting damage clearly and professionally preserves your deposit and maintains a good relationship with the villa manager. A calm factual approach backed by dated evidence reduces confusion and speeds resolution. Begin with a plan so every message you send is concise and verifiable.

Notify manager promptly and clearly

Tell the manager about issues as soon as you find them and ideally within 24 hours of arrival. Use written communication such as email or messaging so there is a record of the report and the date it was made. Describe each problem in plain language and avoid assigning blame in the initial message.

Submit a documented condition report

Attach photos videos and a short inventory that references each media file by name. State meter readings when relevant and note if any safety concerns need immediate attention.

Attach time stamped photos

Include wide context shots and close ups and keep originals at full resolution. Use consistent file names that include the date for easy cross reference.

Reference files in your report

Number each defect and match it to the corresponding photo or video in the report so the manager can review quickly and respond item by item.

Negotiate repairs and deposit returns

If repairs are required propose reasonable timelines and ask who will arrange the work. Request written confirmation of agreed actions and estimated costs if deductions are suggested. Keep copies of all correspondence receipts and any repair invoices until the deposit is returned.

Finish by asking the manager for written acknowledgement of the condition report and follow up if you do not receive a reply within a reasonable timeframe such as 48 hours. Clear documentation and polite persistence are the best protection for your security deposit and peace of mind during the stay.

Sample condition report and follow up email templates to use

A concise condition report and clear email templates save time and prevent misunderstandings. Below are practical templates you can copy, adapt and send on arrival. Each example references photos and videos so your manager can verify details quickly.

Simple condition report template

Property name and address. Date of inspection. Guest name and contact. Short inventory list with numbered items and brief descriptions. Example entry number one living room sofa small tear on right armrest photographed as photo 20260109_livingroom_01.jpg. Entry two kitchen sink minor rust under basin photographed as photo 20260109_kitchen_01.jpg. Include meter readings for electricity and water if available and attach all original photos and videos at full resolution.

Short move in email template to manager

Greeting and brief purpose of the message. Example Hello manager name, I completed a move in inspection at the villa today and attached a short condition report with photos and videos. Please confirm receipt and acknowledgement within 48 hours. I noted a small tear on the living room sofa and minor rust under the kitchen sink. Thank you for confirming and advising any next steps. Kind regards guest name and contact number.

Follow up and dispute resolution email template

If you do not receive acknowledgement send a polite follow up. Example Hello manager name, this is a follow up to my condition report sent on date. I have not yet received confirmation. For clarity I am attaching the same files again and requesting written acknowledgement and any proposed repair timelines or cost estimates. If there is any dispute I am happy to discuss and to share full resolution evidence. Please reply within 48 hours. Thank you guest name.

Use these templates as a starting point and attach file names that match your report. For reliable monthly villa options bali visit the linked resource. Timely documentation and courteous persistence protect your deposit and keep communication professional.