@Marcia Maynard Thanks for the response.
I know what you mean. Every situation is a little different, so circumstances do make things vary from time to time no matter how well you prepare and plan in advance.
We may end up with some kind of pre-prepared move-in checklist of the significant items we're aware of and provide that to the tenant to update. The eBay type severity is also a good idea. When we receive a checklist that says many stains on the carpet but doesn't indicate where, how severe, how large, or any distinguishing characteristics, it's not very useful. We may add a statement to our move-in checklist: "please indicate specifics such as location, number, size, color and other distinguishing characteristics. Vague statements such as stains on carpet without those specifics make it impossible to separate from damage after move-in and therefore cannot be used."
Do you find you need to get clarification from the tenants on the what they put on the move-in condition report? If you are there with them it's a lot easier to explain what you want and get the detail on the spot. Obviously, your pre-filled out move-in inspection will eliminate a lot of the work involved for the tenants and limit the number of vague statements on the report.