Give each issue a reference
Create entries such as C01 and C02 linked to the unit reference. Record the observed location, date and description, plus the relevant photo or report. Use neutral wording such as staining below the enclosure door rather than naming a cause that has not been established.
Distinguish observation from assessment
Include a separate field for qualified findings and the document supporting them. If the only evidence is a photograph, say so. Do not label an issue cosmetic, harmless or repaired without an appropriate basis. Keep inaccessible areas visible as inspection limitations rather than treating them as defect-free.
Record changes without erasing history
When new evidence arrives, add the date and update the status to reflect what is documented: assessment pending, work recorded or follow-up evidence available. Preserve earlier entries. A cleaned surface or missing visible symptom should not automatically close an issue that has no documented resolution.
Use the register during bid review
Share the same current register with authorized reviewers through the agreed process. Ask bidders to identify assumptions or further inspection needs against specific issue references. If an offer changes, tie the explanation to the relevant evidence. This creates a more useful record than a general statement that the buyer found problems.