Why we talk about documentation at all
Sometimes after a move a scratch appears on a table, a crack on a mirror or a stain on a sofa, and the usual question follows: was that there before, or did it happen during the move? If neither side has clear evidence, the matter becomes an argument that satisfies nobody. The fix is simple: record the condition of pieces before loading and after unloading. This guide shows how to do it quickly and without fuss, and why we welcome it ourselves, since it protects both sides.
At Al-Forsan we work carefully in dismantling, wrapping and loading, and we do not pretend that mistakes are impossible in any move. But we believe clarity before the job beats disagreement after it, so we advise every customer to document. If you are planning the whole move, read our guide on preparing your furniture for moving and furniture moving prices.
What you need
No special equipment:
- A phone with a decent camera and enough light.
- A sheet of paper or a notes app.
- Fifteen minutes before loading starts.
- Someone to help hold or turn large pieces if needed.
That is all. No formal reports and no expert.
Step one: a list of pieces
Write down the large and important pieces: beds, wardrobes, sofas, tables, appliances, mirrors and ornaments. Beside each, note the number of parts if it is assembled, such as a four-door wardrobe or a bed with headboard and legs. The list helps in two ways: you can confirm everything arrived, and you know where to look if something is missing.
Step two: overview photos of each room
Before the crew starts, photograph every room from at least two angles so the pieces are seen in place. These photos show how the room was and also help you rebuild the same layout in the new home.
Step three: close-ups of valuable and fragile pieces
For every valuable or delicate piece take two or three photos: one of the whole piece and others of the parts most likely to be affected, such as corners, edges, glass fronts and legs. If there are old scratches or chips, photograph them clearly with a close-up. That is the most important image in any later dispute: the piece as it was before we touched it.
Step four: appliances and electronics
For appliances photograph the front, back and the data plate if it has a serial number. Where possible photograph the device working: screen lit, the AC cooling, the fridge running. Some faults show in operation, not in appearance. After installation in the new home switch the device on and photograph it again. More on careful handling is in moving electronics safely.
Step five: the building itself
It is not only furniture that can be scuffed. Lifts, doors, walls and corridor floors can suffer rubbing. Photograph the building entrance, the lift, corridors and stairs before work begins. It protects you with neighbours and management and protects us too. Where floors need temporary protection, we coordinate covers with you. For tall buildings see high-rise and tower moving.
Timing: before wrapping, not after
The most common error is that the crew starts wrapping and then the customer remembers they have not taken photos. Once a piece is wrapped in bubble sheet and covers its condition is invisible. Ask the crew to wait a few minutes while you finish; that costs you minutes now and saves you much more later.
A short video instead of dozens of photos
Some people prefer a short video that walks through each room and piece with a spoken comment on its condition: "this table has a small scratch on the right corner." A video is faster and keeps the time stamp, but do not rely on it alone; take still photos of valuable items as well because detail can be lost in video.
At delivery: do not postpone checking
After the pieces are brought into your new home, inspect each one out of its covers, ideally before the crew leaves, because a remark made on the spot is far easier to deal with. Compare with the earlier photos. If you see something new, photograph it clearly with the area around it and tell the crew leader straight away. This is not accusing anyone; it is getting the observation recorded at the right time.
If you find a scratch or a break: what to do
- Do not throw away the wrapping or the broken piece, and do not repair anything before documenting.
- Photograph the piece and the damage from near and far, with neighbouring pieces in view.
- Compare with your before-move photos and send them to us with a short description.
- Tell us the same day by WhatsApp or phone; the earlier you report, the easier the solution.
- Give us the chance to review and speak with you, and to look at a repair or a suitable remedy according to what was agreed and the kind of damage.
We do not promise a specific outcome before seeing the case, but we do promise to treat your report seriously and clearly.
Hidden damage and internal faults
Some damage cannot be seen: an appliance that will not work after the move, or a wardrobe door that will not close properly because of a slight hinge distortion. So we recommend testing appliances and opening drawers and doors within the first day or two and telling us about anything unusual early. If a report comes weeks later it is hard to tell whether the cause was moving or everyday use.
Damage versus ordinary wear
Used furniture has a history: small scratches, faded colour, marks of use. These are not damage caused by moving. That is why close-ups before the move are helpful in showing earlier condition. We do not take responsibility for what existed before we started, and we do not ignore what we cause. Documentation makes the difference clear.
Old and fragile pieces: agree warnings in advance
If you have a very old or inherently fragile piece, such as a cracked wooden table, an antique chair or an old mirror with a weak edge, tell us before loading. We agree a gentler way to lift and wrap it, and we note that it is fragile so nobody is surprised later. See also moving heavy furniture and antiques.
A written summary: what to note down
We are not talking about complicated contracts; a WhatsApp message will do. Summarise the approximate number of pieces, the services requested (dismantling, packing, winch), both addresses, the date and the agreed price or the way it will be set. That protects both sides from differing memories. Keep it with your photos in one folder.
What we do on our side
We wrap delicate pieces, protect corners, lay covers on floors and doors where needed, and point out any damage we notice during the work before we continue. We welcome you following the work and taking photos; it shows openness on both sides.
How to photograph delicate pieces usefully
Many people photograph a piece from far away in dim light, so small scratches and hairline cracks do not show. For photos that help: shoot near a window or under good light, avoid direct flash on shiny surfaces because it hides detail, place an object of known size such as a pen beside a scratch to show its extent, and shoot from a slight angle so bumps show. For glass and mirrors put the light source to the side to avoid reflection and photograph edges and corners, since they suffer first. Photograph appliance serial numbers where visible.
Keeping photos where you can find them
After shooting, create one folder with a clear name and a subfolder per room. Or send the pictures to yourself or a family member on WhatsApp or email so a phone failure does not lose them. Name files simply if you can, for example main-bedroom-bed. Two weeks later you will find any picture in seconds.
Boxes and small items
Boxes are not photographed one by one, but you can photograph a closed box with its label and note the count per room. At delivery count them: did every box arrive, is one wet or crushed? If one holds fragile items, mark it and photograph it. If a box looks opened or torn, photograph it and tell us before you open it.
Common mistakes
- Photographing after wrapping: nothing shows.
- Far-away blurry pictures: they do not prove a small scratch.
- Not saving photos safely: they vanish with a phone change.
- Postponing inspection for days: the cause is hard to establish.
- Throwing out packaging before checking: you lose evidence.
- Not telling the crew at handover: it weakens a later claim.
A short printable checklist
Before the move: list of pieces, overview photos of each room, close-ups of valuable pieces, photos of appliances running, photos of the lift and corridors, a short written agreement. On delivery: inspect every piece, test appliances, photograph any concern, report the same day, keep the wrapping. The list takes minutes and saves days of worry.
How to start
If you would like us to go through these steps with you before your move, message us on WhatsApp with the details and we will send a short checklist tailored to your case. Documentation fits naturally with furniture disassembly and assembly and furniture packing and wrapping.
Frequently asked questions about documenting furniture condition
Do I need to photograph everything in the house?
No. Overview photos of each room, then close-ups of valuable and delicate pieces and appliances are enough. Focus on what matters to you.
Does documenting mean you do not trust the crew?
No. It protects both sides and prevents disputes. We welcome it and recommend it for valuable pieces.
What if damage appears days later?
Report it at once with photos. The longer the delay, the harder it is to find the cause, but we review each case seriously.
May I photograph the crew while they work?
Yes, with respect for everyone’s privacy. We have no objection to you following the work.
Do I need a written contract?
A written summary by WhatsApp covering services, addresses, date and price is enough.
Do you cover damage that occurs?
We review each case according to what was agreed, the type of damage and its cause. We do not promise a specific outcome before seeing the case, and we work toward a fair solution.