Fields to fill in
| Field | What to write | Evidence to attach |
|---|---|---|
| Unit and dates | Address, move-in date, move-out date | Move-in and move-out reports |
| Odor description | Type, strength, rooms affected | Dated notes from the walkthrough |
| Suspected source | Material or area believed responsible | Photos with room labels |
| Normal use or damage | Your reasoning, stated factually | Comparison to move-in condition |
| Work performed | What was cleaned, replaced or treated | Receipts or work orders kept in the file |
| Result | Whether the smell was resolved at recheck | Notes from the recheck date |
Evidence worth gathering
- Photographs of stained or discolored material, with something for scale.
- A short note on the smell written the same day, not from memory later.
- Photographs of the furnace filter and any ducts that were opened.
- Copies of move-in condition notes for the same rooms.
- Work orders and invoices connected to the odor work.
- Any messages with the tenant about the condition of the unit.
Order of work
Capture first
Record the smell and take photographs before cleaning begins.
Compare to the starting point
Lay the move-out notes next to the move-in report for each room.
Separate wear from damage
Write down why the condition looks like ordinary use or something beyond it.
Keep the work trail
File each work order and invoice with the worksheet as it comes in.
Review before sending anything
Check the file against your lease and any applicable Colorado requirements, and consider asking an attorney if the situation is unclear.
Common questions
Does a smell alone support a deduction?
A smell is hard to document by itself. Pairing it with photographs, material findings and work records makes the file more useful, and the final decision still depends on your lease and the rules that apply.
How long should the file be kept?
Check your lease and any rules that apply to the property. Many landlords keep files well beyond the end of the tenancy in case questions come up later.
Can photographs be taken on a phone?
Yes. Make sure they are dated, labeled by room and stored with the rest of the file, and avoid editing the originals.
Should the worksheet record opinions about the tenant?
No. Stick to conditions, dates, photographs and work done. Neutral language keeps the file useful if questions come up.
General information for Aurora, not a quote or professional advice. In an emergency, call 911.