Identify the issue
Choose a relevant category. Write a short factual description of what you observed, without guessing the cause.
Make the location precise
Record the site and exact area: for example Block A, ground-floor lobby. Check that the next person could find it.
Capture useful photo evidence
Photograph the condition clearly. Label photos Before, After or General as appropriate. Avoid unrelated personal information.
Give the next step an owner
Assign the person responsible for responding. Include useful access details or operational context.
Keep the record current
Add progress and status changes to the same issue. Record delays and completion details, with an after photo where useful.
Review before sharing
Check that the description, location, ownership and outcome are clear. Generate a report from recorded activity.