Describe what is visible
Write crack, chip, stain, scratch, loose hinge, worn finish, or another observable condition. Avoid assigning fault or stating a cause you cannot verify.
Anchor the note to a location
Name the room, surface, and nearby landmark, then place a pin on the exact point in the photo. Numbered pins help when one image contains several conditions.
Add useful scale and lighting
Take one photo with natural context and another close enough to see the condition. If scale matters, include a neutral familiar object without covering the damage.
Keep later edits transparent
If a note needs correction, update the wording while preserving the correct photo and capture information. Do not replace a clear observation with a stronger claim.