Give the difference one reference
Assign a label such as “D-01” in your private file. State the offer or document wording concerned, your observation and the date. If the difference is only suspected, say what remains uncertain.
Use a neutral structure
| Entry | Prompt |
|---|---|
| Expected basis | Which written description or agreed item are you comparing? |
| Observation | What exactly was seen or not received? |
| Source | Which dated document or image supports the note? |
| Limitation | What could not be checked? |
| Question | What clarification or next step are you requesting? |
| Response | What answer was received and when? |
Keep images in context
Do not crop or alter an image to conceal relevant information. Keep an original and record which area a note concerns. A photograph alone may not establish cause, timing or responsibility.
Close a record carefully
An explanation may resolve a question or may create another one. Record what changed and who reviewed it. Do not describe a concern as repaired, accepted or legally settled without the relevant actual evidence and agreement.