Create protocols and condition reports digitally
Record the condition of an asset – structured, with media and as PDF.
A protocol documents the condition of an asset at the time it is created. With deep.rent you capture areas and details via checklist, add photos and videos and export everything as a traceable condition report – flexible for any asset type and occasion.
A condition report in the broadest sense
When it comes to actual condition, you need shared evidence – not loose notes.
The general protocol in deep.rent is the flexible standard: create an asset, define areas, capture condition with checklists and media and share as PDF. Whether walkthrough, handover, inspection or interim status – you document what matters without being tied to a specific protocol type.
Create protocols and condition reports digitally digitally – on site and traceable
Guided capture with photos and videos per area – traceable for everyone involved.
Who is the general protocol for?
Wherever asset condition needs to be recorded.
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Property managers & landlords
Document condition of residential and commercial property.
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Owners & operators
Actual condition for internal records or handover.
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Agents & asset managers
Record walkthroughs and condition assessments professionally.
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Facility & technical teams
Capture plant, buildings and technical areas.
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Trades & service providers
Traceable documentation of work, checks or handover.
What can be recorded in the protocol?
Flexible – from rooms to technical components.
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Rooms & areas
Condition per room, space or component with checklist.
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Equipment & inventory
What is present and in what condition.
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Defects & issues
Visible damage with photo and assignment.
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Photos & videos
Media directly at the relevant area or checkpoint.
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Notes & text
Additional descriptions for asset or area.
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Custom checklists
Templates matching asset type and occasion.
Checklists for complete capture
Guided documentation – nothing forgotten.
Checklists guide you through all relevant points: rooms, equipment, technical areas or custom checkpoints. Each entry can include status, comment and photo – the condition report builds step by step.
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Structured
Clear layout by asset and areas.
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Comparable
Same templates for recurring inspections.
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With media
Photos and videos at the right checkpoint.
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Team-ready
One asset, one protocol – multiple editors possible.
Quick capture – solid archive
Document on site, generate PDF immediately.
Instead of notes, Word and loose photos you capture everything in one process: work through the checklist, add media, complete – finished protocol as PDF, optionally with signature and automatic delivery.
- handwritten notes
- photos without assignment
- incomplete areas
- manual PDF assembly
One protocol, one proof
Condition report with checklists and media – stored on the asset, findable anytime and shareable with parties involved.
Typical occasions
When a general condition protocol makes sense.
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Asset walkthrough
Record current condition during viewing or inspection.
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Interim status
Document condition at a point in time – without a specific trigger.
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Handover & return
As basis or supplement to specialized protocol types.
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Technical plant
Machinery, equipment or plant with area checklists.
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Document rework
Record completed items and new condition.
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Internal handover
Document change of responsibility or use.
What deep.rent offers
Kept general – for many asset types and occasions.
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Flexible
No rigid forms – adapted to your asset.
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Checklists & media
Structure plus visible evidence.
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PDF & signature
Professional condition report in one click.
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Asset archive
All protocols central and comparable.
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More protocol types
Handover, damage, maintenance & more on the same platform.
Protocol and condition report digitally
A protocol documents the condition of an asset at the time it is created – as a legally traceable basis for everyone involved. In the broadest sense it is a condition report: areas, checklists, photos and videos summarize actual condition in structure.
With deep.rent you create such protocols flexibly for different asset types and occasions – mobile on site, exportable as PDF and stored in the asset archive. Specialized protocol types such as handover, damage or maintenance complement this when needed.
Frequently asked questions
How does this differ from handover or damage protocols?
The general protocol is deliberately open – a condition report for any occasion. Specialized types such as handover, damage or maintenance add templates and workflows for specific cases.
Which assets is this for?
Property, vehicles, machinery, plant and other asset types – each with areas and checklists matching the category.
Can multiple people sign?
Yes. The protocol can be completed with electronic signature and sent as PDF.
Does the protocol replace an appraisal?
No. It documents observed condition. For valuations or expert reports there are dedicated templates – both can be used on the same asset.
Document asset condition clearly?
Create protocols with checklists, media and PDF – general, structured and archived on the asset.