An entry condition report is one of the most important documents in any tenancy. It records the exact state of a rental property at the moment a tenant moves in. Done right, it protects both the landlord and the tenant if there’s ever a dispute about damage or bond money at the end of the lease.

Most disputes at move-out come down to one question: was that damage already there? Without a completed entry condition report, neither side has solid proof. With one, the answer is clear.

Key Takeaways

• An entry condition report documents property condition before the tenant moves in. It becomes the legal baseline for any bond dispute.
• Both landlord and tenant must sign and return their copy within the required timeframe. Unsigned or late reports carry far less legal weight.
• Photos and written notes work together. Photos show the condition. Written notes describe it precisely.
• Tenants have the right to add their own comments. Any disagreements should be noted in writing before the tenant signs.
• The report is used at move-out to compare current condition against move-in condition. Damage beyond fair wear and tear can be claimed from the bond.
• Each Australian state has its own rules on timeframes, forms, and dispute processes for entry condition reports.

What Is a Rental Property Entry Condition Report?

Quick Answer: An entry condition report is a written record of a rental property’s condition on the day a tenant moves in. It lists the state of every room, fixture, and appliance. Both parties sign it. It becomes the legal reference point for any future bond dispute.

The report covers every part of the property. Walls, floors, ceilings, windows, doors, appliances, carpets, gardens — everything gets assessed and described. The goal is to capture reality at one specific moment in time.

Think of it like a before photo for a car repair. Before the mechanic touches your car, they document every existing scratch. That way, you can’t be charged for damage that was already there.

The entry condition report works the same way. It creates a snapshot the landlord and tenant both agree on.

Why the Report Has Legal Standing

In most Australian states, property managers and landlords are legally required to provide an entry condition report. Tenants are required to complete and return it within a set number of days. When both parties sign, it becomes a legally binding reference document.

If a bond dispute goes to a tribunal, this report is often the most critical piece of evidence. Tribunal members rely on it to determine what damage — if any — occurred during the tenancy.

What Happens If There Is No Entry Condition Report?

Without a completed report, neither party has strong legal footing. The landlord can’t easily prove that damage occurred during the tenancy. The tenant can’t prove that damage existed before they moved in.

In most states, failure to provide an entry condition report can actually work against the landlord in a tribunal. Some states treat the absence of a report as evidence that the property was in good condition when the tenant moved in.

What Does an Entry Condition Report Include?

Quick Answer: An entry condition report includes a room-by-room assessment of walls, floors, ceilings, windows, doors, fixtures, and appliances. It records cleanliness, damage, and functionality. Supporting photos are attached. Both parties receive a signed copy.

The standard report follows the layout of the property. Each room gets its own section. Each section covers the same core attributes: walls, ceiling, floor, doors, windows, light fittings, power points, and any built-in fixtures.

Room-by-Room Coverage Checklist

• Entrance and hallways: Walls, flooring condition, light switches, door locks
• Living areas: Walls, carpet or flooring, blinds, curtains, air conditioning units
• Kitchen: Benchtops, cupboards, oven, stovetop, rangehood, sink, dishwasher
• Bedrooms: Walls, carpet, built-in wardrobes, ceiling fans, window fittings
• Bathrooms: Tiles, grouting, shower screen, toilet, vanity, exhaust fan
• Laundry: Tub, taps, flooring, wall condition
• Garage and outdoor areas: Doors, flooring, fences, garden condition, pool or spa if applicable

Entry Condition Report: Common Attributes and Values

Property Area	Key Attributes Assessed	Common Condition Ratings	Supporting Evidence
Kitchen	Oven, benchtop, sink, cupboards	Clean / Dirty / Scratched / Chipped	Photos + written notes
Bathroom	Tiles, grouting, shower screen, toilet	Mould present / Cracked / Good order	Close-up photos
Carpet	Stains, wear, odour, fraying	New / Good / Fair / Worn / Stained	Wide-angle + close-up photos
Walls	Marks, holes, paint condition	Clean / Minor scuffs / Dirty / Damaged	Photos with measurement reference
Appliances	Functionality, cleanliness, damage	Working / Not working / Damaged	Function test + photos
Windows and Doors	Locks, frames, glass, screens	Intact / Cracked / Missing / Functional	Photos
Outdoor Areas	Garden, fences, paving, shed	Maintained / Overgrown / Damaged	Wide-angle photos

How Should a Landlord Complete an Entry Condition Report?

Quick Answer: A landlord should complete the report before the tenant collects the keys. Walk through every room, describe the condition of each item clearly, take date-stamped photos, and hand the completed report to the tenant with two signed copies — one for each party.

The landlord’s walkthrough should happen when the property is empty and freshly cleaned. This gives the most accurate baseline. Doing it after the tenant has moved furniture in is too late.

Step-by-Step Landlord Process

1. Use the official state form. Each state has a prescribed form. Using a generic template may not hold up in a tribunal.
2. Walk through systematically. Start at the front door and work room by room. Don’t skip areas.
3. Write specific descriptions. “Small chip on left edge of kitchen benchtop near sink” beats “benchtop has some damage.”
4. Test every appliance and fixture. Turn on taps, check oven elements, test dishwasher cycles, open all windows and doors.
5. Take date-stamped photos for every room. Photograph each wall, floor, and major fixture. Include close-ups of any existing damage.
6. Sign the report. Your signature confirms you believe it accurately represents the property’s condition.
7. Give the tenant two copies. Both must be signed by the landlord before handover.
8. Keep one signed copy on file. Store it securely for the full duration of the tenancy plus the required period after lease end.

Common Landlord Mistakes to Avoid

• Using vague language like “good condition” without supporting detail
• Skipping outdoor areas, garages, or storage spaces
• Not testing appliances and marking them as “working” without verification
• Failing to date or sign the report before handover
• Taking blurry or poorly lit photos that won’t hold up as evidence
• Not providing the report to the tenant before they move in

How Should a Tenant Complete and Return the Report?

Quick Answer: A tenant should inspect the property thoroughly within the required timeframe (usually 3 to 7 days), note any disagreements in writing on the form, take their own photos, sign the report, keep a copy, and return the second copy to the landlord or property manager by the deadline.

Don’t just sign what the landlord has written and hand it back. This is your opportunity to protect yourself. If the landlord’s notes miss something, that becomes your responsibility at move-out.

Tenant Inspection Walkthrough Tips

• Do the inspection in daylight. You’ll see stains, marks, and damage far more clearly than under artificial lighting.
• Bring the report and a pen. Walk through room by room, checking every item listed.
• Add written comments next to anything that’s inaccurate or missing. Be specific.
• Take your own photos at the same time. Date and timestamp them.
• Test everything yourself — don’t assume the landlord tested it correctly.
• Note anything that needs repair before you can reasonably live there.

What Tenants Often Miss on Entry Condition Reports

• Small carpet stains under furniture or in corners
• Grout discolouration in bathroom tiles
• Marks behind doors or inside wardrobes
• Condition of window tracks, fly screens, and security screens
• Garden or lawn condition (especially if maintenance is required)
• Garage door function and remote operation
• Existing scratches on timber flooring near furniture placement areas

What Is the Difference Between Fair Wear and Tear and Damage?

Quick Answer: Fair wear and tear is normal deterioration from everyday living — light scuffs, faded paint, minor carpet compression. Damage is caused by negligence or misuse — stains, holes in walls, broken fixtures, or burns. Only damage beyond fair wear and tear can be claimed from the bond.

This distinction is at the heart of almost every bond dispute. The entry condition report helps establish which category applies by showing what condition items were in at the start of the tenancy.

Fair Wear and Tear vs. Tenant Damage: EAV Reference Table

Property Element	Fair Wear and Tear (Not Claimable)	Tenant Damage (Claimable)
Carpet	Light flattening from foot traffic over 3+ years	Pet urine stains, burns, large drink stains
Walls	Minor scuffs at shoulder height, faded paint	Holes from nails or anchors, crayon marks, gouges
Flooring	Surface scratches from normal foot traffic	Deep scratches from dragging furniture, chip damage
Kitchen surfaces	Slight discolouration from normal use over time	Burns, deep cuts, chemical stains
Blinds and curtains	Slight fading from sun exposure	Broken slats, torn fabric, missing components
Bathroom	Light soap scum buildup, minor grout aging	Mould from inadequate ventilation, cracked tiles

How Are Entry Condition Reports Used in Bond Disputes?

Quick Answer: In a bond dispute, the entry condition report is compared against the exit condition report to identify damage that occurred during the tenancy. Tribunals use both reports and photos as primary evidence to decide whether bond deductions are justified.

When a tenant vacates, the landlord completes an exit condition report using the same format. The two reports are then compared side by side. Anything that’s worse than it was at move-in — beyond fair wear and tear — can justify a bond claim.

How the Dispute Process Works

1. The tenant vacates and the landlord completes an exit condition report.
2. The landlord submits a bond claim to the relevant state bond authority, listing specific items and costs.
3. The tenant is notified and has the right to dispute any claims.
4. If disputed, both parties submit evidence to the tribunal. The entry and exit condition reports are the core evidence.
5. The tribunal compares the two reports, reviews photos, and considers fair wear and tear guidelines.
6. A decision is made on how the bond is distributed.

State Bond Authorities and Key Rules

State/Territory	Bond Authority	Tenant Return Timeframe	Official Form Required
Queensland	Residential Tenancies Authority (RTA)	3 business days	Yes — Form 1a
New South Wales	NSW Fair Trading / NSW Civil & Administrative Tribunal	Within 7 days	No prescribed form, but written record required
Victoria	Consumer Affairs Victoria / VCAT	3 business days	Yes — Condition Report form
Western Australia	Department of Mines, Industry Regulation and Safety	7 days	Yes — prescribed form
South Australia	Consumer and Business Services	2 business days	Yes — prescribed form
Australian Capital Territory	ACT Civil and Administrative Tribunal (ACAT)	Within 2 days	Yes — prescribed form

What Makes a Strong Entry Condition Report as Evidence?

Quick Answer: A strong entry condition report has specific written descriptions, date-stamped photos for every room and item, signatures from both parties, and notes from both landlord and tenant. Vague language and missing photos are the two most common reasons reports fail in tribunal.

Tribunals see the same problems repeatedly. Reports that use only checkboxes without written notes. Photos that are dark, blurry, or taken from too far away. Reports where the tenant’s signature is missing. All of these weaken the document’s legal value.

Photo Documentation Best Practices

• Take a wide-angle shot of each room from the doorway first
• Follow with close-up photos of any existing damage, stains, or wear
• Ensure all photos are date and time stamped (enabled in your phone camera settings)
• Photograph meter boxes, smoke detectors, and safety equipment
• Use a ruler or common object in close-up photos to show scale
• Aim for 30 to 60 photos for a standard 3-bedroom property
• Store photos in a cloud service immediately so they can’t be lost or disputed

Written Description Quality Standards

Description Quality	Weak Example	Strong Example
Wall condition	“Some marks on wall”	“Two scuff marks on north wall of bedroom 2, approx. 10cm each at 1.2m height”
Carpet	“Carpet OK”	“Light wear pattern along hallway. Small brown stain (5cm) in bedroom 1 near window”
Appliance	“Oven working”	“Oven clean, all four elements tested and functional. Minor discolouration on oven floor”
Bathroom	“Normal wear”	“Grout discoloured around shower base. No mould. Shower screen glass clean, track functional”

How Long Should You Keep an Entry Condition Report?

Quick Answer: Landlords should keep the entry condition report for the entire tenancy plus at least 12 months after the lease ends. Some states require records to be kept for up to 3 years. Both parties benefit from keeping copies until any bond dispute is fully resolved.

Store both the written report and all photos. A digital backup is essential. Paper copies alone are risky — they can be lost, damaged, or disputed.

Property managers typically store reports in their property management software. Private landlords should use a cloud storage service and keep the signed PDF copy in a clearly labelled folder.

Can a Tenant Refuse to Sign an Entry Condition Report?

Quick Answer: A tenant can add comments or disagree in writing, but refusing to sign entirely can be legally risky. In most states, the landlord’s signed version still stands if the tenant doesn’t return their copy within the required timeframe. Always sign with written notes rather than refuse to sign.

If you disagree with something on the report, the right move is to write your disagreement clearly next to the relevant item and then sign. This creates a formal record of the dispute while still protecting you legally.

Refusing to engage with the report entirely leaves you without any documented evidence of your position. In a tribunal, silence rarely works in a tenant’s favour.

What Is the Difference Between an Entry and Exit Condition Report?

Quick Answer: An entry condition report records property condition when a tenant moves in. An exit condition report records it when they move out. Both use the same format so they can be compared directly. The gap between the two reports determines any valid bond claim.

The exit condition report is sometimes called a vacating inspection report or final condition report. It follows the same room-by-room structure as the entry report.

After the exit inspection, the landlord compares both documents item by item. Where there’s no difference — or the difference is fair wear and tear — no claim can be made. Where there’s clear deterioration beyond normal use, the landlord can claim from the bond to cover repair or replacement costs.

Entry vs. Exit Condition Report Comparison

Attribute	Entry Condition Report	Exit Condition Report
When completed	Before tenant moves in	After tenant vacates
Completed by	Landlord or property manager	Landlord or property manager
Tenant involvement	Tenant reviews, adds notes, signs	Tenant may attend or request a copy
Primary purpose	Establishes baseline condition	Records final condition for comparison
Used in bond dispute	Yes — as the baseline reference	Yes — as the comparison document
Legal requirement	Mandatory in most Australian states	Mandatory or strongly recommended in most states

Frequently Asked Questions

What happens if the landlord doesn’t provide an entry condition report?

In most Australian states, failing to provide an entry condition report is a breach of the Residential Tenancies Act. The tenant can still document the property’s condition themselves using photos and written notes. In a tribunal, the absence of a landlord-provided report often favours the tenant when bond claims are disputed.

Can a tenant dispute the bond without an entry condition report?

Yes. A tenant can dispute a bond claim even without a formal entry condition report. Supporting evidence like dated move-in photos, written communications, or maintenance requests can all help establish the property’s condition at move-in. The tribunal considers all available evidence.

Do property managers use a different form than private landlords?

No. Both property managers and private landlords must use the same prescribed condition report form in states that require one. Property managers often use digital tools to generate and store reports, but the legal requirements are identical regardless of who manages the property.

What is a lease agreement’s relationship to the condition report?

The lease agreement sets out the terms of the tenancy, while the entry condition report documents the physical state of the property. Both documents work together. The lease defines obligations. The condition report provides the evidence base for whether those obligations were met at move-out.

How is bond money held during a tenancy?

Bond money is held by the relevant state bond authority, not the landlord. At the end of a tenancy, both parties agree on how the bond is distributed. If they disagree, either party can apply to the tribunal, which uses the condition reports and other evidence to make a binding decision.

Can photos alone replace a written entry condition report?

Photos are strong supporting evidence, but they don’t replace a written report in states where a prescribed form is required. The written report gives context that photos alone can’t provide — like whether a fixture was working, the odour in a room, or the feel of a surface. Both together create the strongest record.