Who it is for

Get the most from ZitaDescribe, by audience

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ZitaDescribe is one condition-report tool. An estate agency, a notary office, a surveyor and an architect do not use it the same way. Below, each party gets the purpose of the report, the parts that matter, and a workflow you can follow.

Estate agencies

Estate agencies prepare a condition report for almost every new lease and again when a tenant leaves. The report belongs to the property, not to a loose folder of photos. At move-in the agency records rooms, finishes, existing damage, keys and meters. At move-out it compares those same rooms with the incoming visit, so a dispute about damage rests on the file.

Offices that manage dozens of properties lose time after the visit: photos on a phone, remarks in a notebook, the report rewritten in the evening. A tool that ties the portfolio to the report moves that write-up into the visit. The office then delivers a PDF in its own branding, with the same room layout for every property of that type.

Features that matter for an agency

  • Portfolio. Each property keeps its inspections. The outgoing report stays on the same address as the incoming one.
  • Rooms and templates. A flat or house starts from a fixed layout. At move-out you walk the same rooms, not an empty list.
  • AI report and comparison. Spoken remarks and photos become text per room. You can place the previous inspection beside it.
  • Branding and PDF. The office logo, introduction and terms appear on the report the parties receive.

Workflow

  1. Create the property once, or open the existing file, with address and parties.
  2. Start an incoming or outgoing inspection and choose the region. That sets the legal text in the report.
  3. Walk the rooms: photograph, dictate damage and remarks, record keys and meters.
  4. Generate the report, review it, and export the PDF in the office branding.
  5. Have landlord and tenant sign, and keep the report on the property. At move-out, link the incoming inspection.

Notaries

A notary office meets a condition report mainly in a lease file: at the start of the tenancy or when the property is handed back. The report is an annex to what landlord and tenant agreed, not a separate photo story. The parties need to see what was described, date and sign it, and the office needs to show who signed and when.

The visit itself is often done by the office, a colleague or an external inspector. What the office needs afterwards is a finished PDF that fits the lease file, plus a record of the signature. Registration of the lease and the report runs through MyRent at the FPS Finance. ZitaDescribe prepares that document; filing it remains a step with the FPS.

Features that matter for a notary office

  • Signing. Parties sign on screen or from an email request. The report is complete when both signatures are there.
  • Signature record. You see who received and signed the document. That belongs in a file people open again later.
  • FPS Finance. The report is prepared so it can be registered as a condition report. The guide explains filing via MyRent.
  • PDF for the file. One document with rooms, photos and remarks, ready to attach to the lease.

Workflow

  1. Set the inspection type: incoming at the start of the lease, outgoing when the keys come back.
  2. Enter parties and address as they appear in the lease file, and choose the region of the property.
  3. Describe each room with a photo and a remark. Let the AI report draft the text, then review it.
  4. Export the PDF and have landlord and tenant sign, on site or remotely.
  5. Attach the signed report to the lease and follow the guide for registration.

Surveyors

A surveyor prepares a condition report on site, often as a neutral record between landlord and tenant or as a technical survey of a building. The value is what you saw and noted: walls and floors, keys, meter readings, and the remark you dictate at that moment. Writing the report later from memory loses that precision.

On a site or in a basement there is not always a connection. The visit has to work locally and sync when you are online again. The report can stay technical: short factual sentences per room, tied to the photo that supports the remark. ZitaDescribe is a capture tool here, not a replacement for a measured survey or a plan.

Features that matter for a surveyor

  • Photo and voice. You dictate the remark while you take the photo. The text belongs to that room, not to a later memory.
  • Offline work. The round continues without a stable network. The file syncs when the connection returns.
  • Meters, keys and AI text. Meter readings and keys sit in the report next to the description that comes from your visit.
  • PDF as the report. You deliver one technical report, with image and text, instead of a zip of loose photos.

Workflow

  1. Create the inspection with address, parties and type: incoming, outgoing or a general survey.
  2. Work room by room. Photograph the detail and dictate the finding immediately.
  3. Record keys and meters before you leave, while the figures are in front of you.
  4. Generate the report and cut or correct sentences that are too loose for a technical record.
  5. Export the PDF and have the parties sign when the report was made in their presence.

Architects

An architect uses a condition report as a building snapshot: the state of a building before works, at handover, or when damage is discussed. The report has to show where something is, not only that a remark exists. Photos of a crack, a damp patch or a damaged finish belong to the room and to a consequence: repair, follow up, or compare with an earlier visit.

A second visit is useful only if you reopen the first file. The same rooms, new photos, and text that says what changed. ZitaDescribe keeps that series on the property. The AI text is a draft based on what you capture. The building judgement stays yours: you cut what is too general and you add the attachment the file needs.

Features that matter for an architect

  • Photo analysis. Images of damage feed the room description, as a starting point you check.
  • Damage and actions. You tie a finding to a consequence: follow up, repair, or leave it. That lives in the report, not in a side email.
  • Comparison with an earlier visit. A follow-up uses the same rooms. You see what was already described.
  • Attachments. Drawings, quotes or detail photos can sit with the PDF, without replacing the report.

Workflow

  1. Open or create the property and choose the visit type: building condition, site or general inspection.
  2. Photograph damage close up and far enough to show where it sits. Dictate the finding.
  3. Add action points where a consequence is needed, and let the AI report draft the running text.
  4. Review the draft. Write building judgements yourself; keep the factual description where it is right.
  5. Export the PDF with attachments. On the next visit, link the previous inspection and walk the same rooms.

Which workflow fits?

Try the workflow on a real property.

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