Photograph the same way every time
One wide shot per room from the doorway, then close-ups of every noted defect. A consistent order makes a set comparable to the move-in photos of the same unit.
Write the note, not just the photo
A photo shows a mark; the note says what it is, where it is and what repairing it involves. Those three facts are what make a record usable later.
Separate damage from wear
Faded paint, minor nail holes and worn carpet traffic lanes are normally wear. Holes through drywall, missing fixtures, pet damage and heavy staining are normally damage. Keep them on separate lines in the report and price them separately.