The best dispute record is the one that helps prevent the dispute.

Not every disagreement can be prevented. But many common arguments become harder because the scope, changes, payments or outstanding work were never recorded clearly while the project was running.

Start with the same version of the job.

A clear scope gives the client and trade a common starting point. If something is deliberately excluded, assumed or dependent on further investigation, say so rather than leaving the gap to be interpreted later.

Record changes while they are still decisions.

Once additional work has been completed, a discussion about whether it was agreed becomes much more difficult. Record variations when they arise, including their price and timing consequences where known.

Deal with concerns specifically.

If a problem develops, identify the individual issue, photograph it where appropriate and record what each side believes should happen next. This is more useful than allowing several unrelated frustrations to merge into one general dispute.