Always take clear, timestamped videos of your item before posting and again on the day it is returned. These videos should show the item’s full condition and any pre-existing damage. This proof of condition is required if a damage dispute occurs during a rental. Without it, By Rotation may not be able to assist with claims related to damage.
When lending an item through By Rotation, it’s important to document the condition of your item before and after every rental. Taking clear, timestamped videos and photos helps protect you if a damage dispute arises with a renter.
Without valid proof of condition in the form of a video, By Rotation may be unable to assist with claims relating to damage that occurred during the rental period.
Why Is Proof of Condition Important?
Proof of condition provides visual evidence of your item’s state before it is shipped and after it is returned. Video evidence is mandatory, as it offers a continuous and reliable record of condition, while photos can be included as additional support. This documentation helps:
- Resolve damage disputes between lenders and renters
- Verify whether damage occurred during the rental period
- Support claims or mediation requests with By Rotation
- Protect both lenders and renters with transparent evidence
For the best protection, always capture clear, timestamped videos and images before sending your item and immediately after receiving it back.
What Evidence Should I Capture?
Your photos should clearly show the overall condition of the item. We recommend capturing:
- A full 360 view of the item (front, back, sides)
- Close-ups of key areas (e.g. sleeves, hems, straps, fastenings)
- Clear visibility of any pre-existing wear, marks, or damage
- Labels, tags, or distinctive features for identification
Optional photos can include:
- Detailed close-ups of specific areas
- Still images highlighting existing flaws
Ensure images are well-lit, in focus, and timestamped where possible.
When Should I Take Proof of Condition Videos?
Before Sending Your Item
Take videos on the same day that you post the item (within 24 hours) to your renter.
This ensures evidence accurately reflect the item's condition immediately before the rental begins.
Checklist:
- Film the item laid flat or on a hanger
- Capture multiple angles
- Clearly show any existing imperfections
- Optionally take supporting photos
After the Item Is Returned
Record your video on the same day the item is delivered back to you.
Steps to follow:
- Inspect the item carefully.
- Film the item again from multiple angles.
- Capture any new damage, stains, or changes in condition.
- Take additional photos if needed for clarity
If you notice damage, contact your renter as soon as possible and provide the photos as evidence
Best Practices for Avoiding Rental Disputes
To minimise disputes when lending items:
- Always take before and after videos for every rental
- Store any videos until the rental is fully resolved
- Use clear lighting and neutral backgrounds
- Document even minor pre-existing flaws
Consistent proof of condition records make the damage resolution process faster and fairer for everyone involved.