Days 1–3: make the essentials easy to find
- Review the household emergency plan, exits, meeting place, and local contacts
- Locate the main water shutoff, electrical panel, utility service points, and approved building controls
- Locate smoke and carbon-monoxide alarms and review current official testing guidance
- Save the property manager, utility, builder, HOA, and trusted service contacts that apply
- Photograph key locations in context, then add a close photo of each label
Do not enter unsafe spaces, open service equipment, or operate gas or shared-building controls without current direction and authority.
Week 1: identify the home’s working parts
Create one record for each major appliance and system. Start with heating and cooling, water heating, kitchen and laundry appliances, water treatment, pumps, garage equipment, irrigation, and any equipment unique to the property.
| Keep | Why it helps |
|---|---|
| Manufacturer and full model | Finds the correct manual, parts, and support channel |
| Serial number and rating-label photo | Supports warranty, service, and recall identification |
| Manual and official support link | Keeps verified instructions close to the item |
| Purchase or installation context | Explains age, coverage, and service history |
| Filter, battery, bulb, bag, or consumable | Makes routine replacement easier |
Week 2: create the care rhythm
Separate planned work from completed history. Add reminders only after checking the exact manual, service documentation, and local conditions. When work is completed, record the date, provider, action, result, parts, supporting documents, and follow-up.
For example, the U.S. Department of Energy notes that dirty or clogged HVAC filters can reduce airflow and increase equipment run time, wear, and energy use. The right filter and interval still depend on the equipment and conditions, so keep the model-specific guidance beside the reminder.
Week 3: preserve the details that are expensive to rediscover
- Paint manufacturer, color, code, product line, sheen, room, and date
- Flooring, tile, grout, countertop, cabinet, fixture, and hardware details
- Spare parts and materials left with the property
- Contractor, installer, and service history connected to the work
- Smart-home device inventory and official transfer status
- Permits, approvals, plans, warranties, and reports you are entitled to retain
Week 4: make the record resilient and ready to share
- Review visibility. Separate owner-only, household, and transferable records.
- Remove unnecessary secrets. Store where a credential is managed, not the credential itself.
- Enable the backup you choose. Confirm iCloud or Google Drive status in the app.
- Create a manual export. Keep an independent recovery copy in an appropriate location.
- Test the answer. See whether another authorized household member can find the water shutoff, filter size, and an appliance manual.
Information to request during a transition
The National Association of REALTORS® recommends locating manuals and warranties for appliances and systems that remain with the home, and its new-owner checklist also highlights keys, service providers, utility contacts, HOA information, and smart-home access. The signed documents and local law control the transaction; a home guide helps organize the information people are permitted to share.