How to Complete a Condition Report (Australia)

The condition report is the single most important document in an Australian residential tenancy after the lease itself. At the start of a tenancy, it records the state of the property; at the end, it provides the comparison evidence that determines whether the bond is refunded in full or whether deductions are justified. NSW, VIC, and QLD each prescribe a different form, but the underlying purpose and best practice are uniform.

The Statutory Basis

The landlord/lessor (or agent) prepares the report and gives it to the tenant. The tenant reviews, marks any disagreements, signs, and returns one copy.

Step 1 — Choose the Correct Form

• NSW: Use the Schedule 2 form prescribed under Residential Tenancies Regulation 2019 (NSW). Available via NSW Fair Trading at https://www.fairtrading.nsw.gov.au/housing-and-property/renting.
• VIC: Use Form 1 — Condition Report prescribed under the Residential Tenancies Regulations 2021 (Vic). Available via Consumer Affairs Victoria at https://www.consumer.vic.gov.au/housing/renting.
• QLD: Use Form 1a Entry Condition Report issued by the Residential Tenancies Authority. Available at https://www.rta.qld.gov.au/forms-resources/forms/forms-for-general-tenancies.

Using a form from the wrong state — or a generic agency template that does not match the state-prescribed form — weakens the report’s evidentiary value at NCAT, VCAT, or QCAT.

Step 2 — Inspect Every Room Systematically

Move through the property in a consistent order. The prescribed forms list rooms and items; complete each one. Standard items include:

Per room:

• Walls (marks, holes, paintwork condition)
• Ceilings (stains, cracks, paintwork)
• Floors and floor coverings (carpet, timber, vinyl — wear, stains, damage)
• Windows (sashes, panes, locks, flyscreens)
• Doors (handles, hinges, locks, paint)
• Light fittings, switches, power points
• Curtains/blinds
• Skirting boards

Kitchen-specific:

• Cabinetry (doors, hinges, handles)
• Benchtops (chips, burns, stains)
• Sink (chips, sealant)
• Stovetop, oven, rangehood (cleanliness, function)
• Splashback

Bathroom-specific:

• Toilet (cistern, seat, pan, base)
• Basin / vanity
• Shower screen, shower head, taps
• Bath
• Tiles and grout
• Exhaust fan

External:

• Garden, lawn (length, weeds, garden beds)
• Fences, gates
• Driveway, paths
• Garage / carport
• Letterbox

Building-wide:

• Smoke alarms (presence, function)
• Locks on entry doors
• Pool fence (if applicable)

Step 3 — Use Specific, Objective Descriptions

Avoid vague descriptions like “good condition”. Tribunals weigh specific descriptions far more heavily than generic ones. Replace:

• “Carpet OK” → “Carpet has 2 small cigarette burns near window in main bedroom; otherwise good condition”
• “Walls clean” → “Walls freshly painted (white); two screw holes (1 cm) in living room east wall”
• “Stove works” → “4-burner gas stove tested; all burners functional; oven door slightly stiff but closes”

Specificity protects both parties: it documents pre-existing issues so the tenant is not blamed at exit, and it documents the property’s condition so the landlord can prove damage if it occurs.

Step 4 — Take Date-Stamped Photographs

Photographs are admissible evidence in all three jurisdictions’ tribunals. Best practice:

• Take photos of every room, every wall, every chattel.
• Capture close-ups of any pre-existing damage with a coin or ruler for scale.
• Ensure date-stamping is enabled (most smartphones embed metadata; some agents use a watermarking app).
• Save at full resolution; cloud-backup immediately.
• Print or share digital copies with the report.

Section references that anchor photo evidence: NSW Residential Tenancies Regulation 2019 (NSW) Sch 2 (the Schedule 2 form contemplates photos); VIC s.35 (the rental provider must give 2 copies of the condition report; photos are routinely attached); QLD Form 1a (photo attachment encouraged).

Step 5 — The Tenant’s Review

Within the statutory window (7 days NSW/QLD; 3 business days VIC) the tenant must:

1. Inspect each room against the report.
2. Mark any disagreement in the corresponding column (e.g. “tenant disagrees” or “additional damage noted”).
3. Sign and date the report.
4. Return one copy to the landlord/agent.
5. Keep a signed copy.

If the tenant fails to return the report, in NSW the landlord’s report is taken to be agreed (s.29). In VIC and QLD similar evidentiary weight is given to an unreturned report.

Step 6 — Smoke Alarms, Pool Safety, and Other Statutory Items

Each state imposes additional safety requirements that intersect with the condition report:

• NSW: Smoke alarms must be installed and functional (Residential Tenancies Act 2010 (NSW) s.64; Smoke Alarms Regulation under the Environmental Planning and Assessment Act).
• VIC: Working smoke alarms are a “safety-related repair” item (Residential Tenancies Act 1997 (Vic) Sch 4 minimum standards).
• QLD: Photoelectric, interconnected smoke alarms required from 1 January 2027 in every bedroom (under Building Fire Safety Regulation 2008 (Qld) and Fire and Emergency Services Act 1990 (Qld)). The Form 1a should record alarm status.

Pool safety: in NSW and QLD a pool safety certificate must be in place at handover where the property has a pool (Swimming Pools Act 1992 (NSW); Building Act 1975 (Qld) s.246ATD).

Step 7 — Exit Condition Report (At End of Tenancy)

When the tenancy ends, the entry condition report is the baseline. Best practice:

• NSW: Carry out a final inspection within 14 days of vacating (s.29 framework).
• VIC: The rental provider must give the renter at least 24 hours’ notice of an exit inspection if seeking to attend (s.86 — entry rules).
• QLD: Use Form 14a Exit Condition Report, lodged through the RTA at https://www.rta.qld.gov.au/forms-resources/forms/forms-for-general-tenancies. The tenant typically completes Form 14a and returns it with the keys.

The exit report is compared to the entry report on a room-by-room basis. Differences attributable to fair wear and tear are not deductible from the bond; differences attributable to damage or to a failure to leave the property “reasonably clean” may be.

Common Mistakes to Avoid

1. Generic descriptions — “good”, “fair”, “OK” — weak in tribunal.
2. Skipping rooms — every room and every chattel needs a tick.
3. No photos — text alone is harder to defend.
4. Tenant signs without inspecting — locks the tenant in to whatever the landlord wrote.
5. Tenant fails to return within window — landlord’s report taken as agreed.
6. Using a non-prescribed form in VIC — the prescribed form requirement is strict.
7. No date-stamp — photos without dates are easily challenged.

What Happens When Reports Disagree

If at end of tenancy the entry and exit reports disagree on a material item, the tribunal weighs:

• Specificity of each report
• Photographic evidence
• Witness statements (e.g. cleaner, tradesperson)
• Tenancy duration (longer tenancies = more wear and tear)
• Whether the item exceeds fair wear and tear

A well-completed condition report at the start, signed by both parties with photos, makes most disputes a 30-minute exercise rather than a multi-week tribunal saga.

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Disclaimer

Legal information, not legal advice. MmowW Scrib🐮 is operated by a licensed Gyoseishoshi (行政書士) office in Japan. We are not Australian solicitors, barristers, or migration agents.

Sources

• NSW Fair Trading — Renting: https://www.fairtrading.nsw.gov.au/housing-and-property/renting
• Consumer Affairs Victoria — Renting: https://www.consumer.vic.gov.au/housing/renting
• Queensland RTA — Forms for general tenancies: https://www.rta.qld.gov.au/forms-resources/forms/forms-for-general-tenancies
• Federal Register of Legislation: https://www.legislation.gov.au/