What Is an Entry Condition Report? Guide for Australian Rentals

What is an entry condition report?

An entry condition report (also called a condition report, ingoing condition report, or property condition report) is a detailed written and photographic record of a rental property's condition at the start of a tenancy. It documents the state of every room, fixture, fitting, and external area — creating a baseline that both the landlord and tenant can refer to throughout the tenancy and at its end.

The entry condition report serves one critical purpose: establishing what condition the property was in when the tenant moved in, so that any damage beyond fair wear and tear can be accurately identified when they move out. Without this baseline, disputes about bond deductions become a matter of competing claims — which is exactly why every Australian state and territory has made condition reports a legal requirement.

Why entry condition reports matter

Bond protection

The entry condition report is the single most important document in determining whether a landlord can claim against a tenant's bond at the end of the tenancy. At exit, the property's condition is compared against the entry condition report. Damage beyond fair wear and tear that was not documented in the entry report can be claimed against the bond.

For tenants, a thorough entry condition report protects them from being held responsible for pre-existing damage. For landlords, it provides evidence to support legitimate bond claims for damage caused during the tenancy.

Dispute resolution

When bond disputes go to a tribunal or tenancy authority, the entry condition report is the primary evidence considered. Tribunals consistently emphasise the importance of detailed, photographic condition reports. A thorough report with clear photos almost always leads to a quicker, fairer resolution than a vague or incomplete one.

Legal compliance

In every Australian state and territory, providing a condition report at the start of a tenancy is a legal obligation for the landlord or property manager. Failing to provide one — or providing an inadequate one — can result in the landlord being unable to make any bond claim at all, regardless of actual damage.

State-by-state legal requirements

Queensland

Queensland's requirements are set out in the Residential Tenancies and Rooming Accommodation Act 2008.

• Who provides it: The landlord or property manager must provide the condition report to the tenant
• When: On or before the day the tenant moves in
• Tenant response time: The tenant has 3 business days to review, mark any disagreements, and return the report
• Copies: Both parties must keep a copy of the completed and signed report
• Format: Must use the approved Form 1a (condition report) from the Residential Tenancies Authority (RTA)
• Consequence of non-compliance: If no condition report is provided, the landlord may be unable to claim the bond for property damage

Queensland also requires a condition report when the tenant vacates (an exit condition report), which is compared against the entry report.

New South Wales

NSW requirements are governed by the Residential Tenancies Act 2010.

• Who provides it: The landlord or agent must complete the condition report and give it to the tenant
• When: Before or on the day the tenant moves in
• Tenant response time: The tenant has 7 days to add comments and return the report
• Copies: Both parties must retain a copy
• Format: Must include a description of the condition of each room and area, plus any inclusions (appliances, fittings, etc.)
• Consequence of non-compliance: If the landlord does not provide a condition report, they cannot make a claim on the bond for damage — even if damage clearly occurred

NSW Fair Trading provides guidance on condition report requirements, and while a specific prescribed form is not strictly mandatory, the report must meet the legislative requirements under the Act.

Victoria

Victoria's requirements fall under the Residential Tenancies Act 1997 (as amended).

• Who provides it: The landlord or agent must complete the condition report
• When: Before or on the day the tenancy begins
• Tenant response time: The tenant has 5 business days to review and note any disagreements
• Copies: Both parties must keep a copy
• Format: Must detail the condition of each room, fixture, and fitting. Photographs are strongly recommended but not strictly mandatory under the Act.
• Consequence of non-compliance: No bond claim for damage can be made without a condition report

Victoria's rental reforms in recent years have strengthened tenant protections, making thorough condition reporting even more important for landlords.

Other states and territories

South Australia, Western Australia, Tasmania, ACT, and the Northern Territory all have similar requirements under their respective residential tenancy legislation. The core principles are consistent: the landlord must provide a condition report at the start of the tenancy, the tenant has a period to review and note disagreements, and both parties must retain signed copies.

What an entry condition report must include

Room-by-room documentation

The report should systematically cover every area of the property:

• Living areas — walls, ceilings, floors, light fittings, power points, windows, window coverings, doors
• Kitchen — benchtops, cabinetry, sink, tapware, splashbacks, appliances (oven, cooktop, rangehood, dishwasher), pantry
• Bedrooms — walls, ceilings, floors, built-in wardrobes (including interiors), windows, doors
• Bathrooms and ensuites — tiles, grout, shower screen, bath, basin, toilet, tapware, mirrors, exhaust fan, towel rails
• Laundry — tub, tapware, cabinetry, connections for washing machine and dryer
• Garage or carport — floor, walls, door operation, remote controls
• Outdoor areas — lawn condition, garden beds, fencing, paths, clothesline, external walls

Condition ratings

For each item, the report should note its condition using clear, consistent ratings. Common approaches include:

• Clean / Undamaged / Working — the item is in good condition
• Fair / Minor wear — some wear consistent with age but no damage
• Damaged — specific damage described in detail
• Missing — the item is absent or not working

Photographic evidence

While not all states legally mandate photographs, they are essential in practice. Tribunals routinely give more weight to photographic evidence than written descriptions alone. Photograph every room from multiple angles, take close-ups of any existing damage, and ensure photos are dated.

Inclusions and fixtures

List every inclusion — appliances, window coverings, light fittings, keys, remotes, and any furniture. Note the condition and working status of each item.

Tenant obligations

Tenants should treat the entry condition report as a critical document — not a formality to be signed and forgotten. Within the review period allowed by your state's legislation:

• Walk through every room with the report in hand and check every item against the description
• Note any disagreements — if the report says "walls clean, undamaged" but you can see scuff marks, write that down
• Take your own photographs — even if the landlord has included photos, take your own dated set
• Return the report on time — missing the deadline can mean you have accepted the landlord's version
• Check commonly missed areas — inside wardrobes, behind doors, window tracks, oven interiors, and external fencing

Landlord and property manager obligations

Landlords and property managers should approach the entry condition report as an investment in future bond protection. A detailed, photographic report takes more time upfront but saves significant time and money if a dispute arises.

For property managers handling multiple rentals, using a standardised digital process ensures every property receives the same level of documentation. Both entry and exit condition reports must be retained for the duration of the tenancy and beyond — digital record-keeping ensures reports are stored securely and retrieved instantly when needed.

Dispute resolution

When disputes arise

Bond disputes are among the most common tenancy disputes in Australia. The process varies by state but generally follows these steps:

1. Exit inspection — the property is inspected at the end of the tenancy and compared against the entry condition report
2. Bond claim — if the landlord identifies damage beyond fair wear and tear, they lodge a bond claim
3. Tenant response — the tenant can agree or dispute the claim
4. Tribunal hearing — if the parties cannot agree, the matter goes to the relevant tribunal (QCAT in Queensland, NCAT in NSW, VCAT in Victoria)

What tribunals look for

Tribunals consistently prioritise:

• Photographic evidence — dated photos from both the entry and exit reports
• Consistency — a complete, thorough entry report carries more weight than a partial one
• Fair wear and tear — tribunals distinguish between damage caused by the tenant and normal deterioration from use. Carpet wear in a hallway after a five-year tenancy is fair wear and tear; a large bleach stain is not.
• The condition report itself — if the entry report is missing, vague, or unsigned by the tenant, the landlord's position is significantly weaker

Making entry condition reports more efficient

The traditional approach — printed forms, a separate camera, and manual filing — is slow and error-prone. Modern rental inspection apps transform the process by capturing photos directly into structured report sections, generating professional PDF reports immediately, and storing everything digitally for the life of the tenancy.

Best practices for entry condition reports

1. Complete the report on the same day the tenant moves in
2. Be specific — "minor scuff mark on north wall, 300mm from floor" is better than "some marks on walls"
3. Photograph everything — even items in good condition
4. Note the working condition of every appliance and fixture
5. Have both parties sign and date the report
6. Keep copies accessible — digital storage ensures you can find the report when needed
7. Be accurate — documenting pre-existing damage honestly protects both parties

A thorough entry condition report takes 30 to 60 minutes for a standard residential property — a small investment that protects thousands of dollars in potential bond disputes.

Frequently asked questions

What happens if a landlord does not provide an entry condition report?

In all Australian states, failing to provide a condition report has serious consequences for the landlord. In NSW, Victoria, and Queensland, a landlord who has not provided a condition report generally cannot make any claim against the tenant's bond at the end of the tenancy — even if genuine damage has occurred. The obligation to provide the report rests with the landlord or property manager, not the tenant.

Can a tenant refuse to sign the entry condition report?

A tenant is not legally required to sign a condition report to agree with its contents. The signing process typically acknowledges receipt, not agreement. Tenants should use the review period allowed in their state to note any disagreements, add their own observations, and return the report. A tenant who refuses to engage with the report at all may make their position weaker if a dispute arises later.

Does the entry condition report cover the whole property or just the interior?

A thorough entry condition report covers the entire property — interior rooms, wet areas, all fixtures and fittings, outdoor areas, fencing, garage or carport, and any other areas included in the tenancy agreement. Only areas explicitly excluded from the tenancy (such as a separate owner's storage area) would be excluded from the report.

How long should entry condition reports be kept?

Both landlords and tenants should keep the entry condition report for the entire duration of the tenancy and for a reasonable period afterward. Given that bond disputes can arise after the tenancy ends, retaining reports for at least two to three years after the tenancy concludes is advisable. Digital storage makes this straightforward.

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