Bond Claim Form
A Bond Claim Form is a legal document used to request the return or distribution of a security bond held by a state authority like NSW Fair Trading, governed by Residential Tenancies Acts.
A formal request to a state authority or financial institution to release a security bond held for a residential or commercial tenancy.
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About this Document
A Bond Claim Form is a necessary document used by landlords, property managers, and tenants in Australia to recover funds held in a security bond account. Security bonds are financial deposits paid at the start of a tenancy. These bonds provide financial protection for the landlord if the tenant breaches the lease agreement or damages the property. In Australia, each state and territory government manages residential bonds through specific bodies. For example, New South Wales uses NSW Fair Trading, Victoria uses Residential Tenancies Bond Authority, and Queensland uses the Residential Tenancies Authority. The Bond Claim Form is the official mechanism to tell these authorities how to distribute the bond money. When a tenancy ends, the landlord and tenant should agree on how the bond is returned. If they agree, they complete the form together. They state if the full amount goes to the tenant or if the landlord keeps some to cover cleaning, repairs, or unpaid rent. The form requires specific details. You must include the bond number, the tenancy address, and the names of everyone listed on the lease. You must also provide the bank account details for the refund. Accuracy is critical. If you put the wrong bank account number, the money will be delayed. You generally cannot lodge a claim form until the tenancy has officially ended and you have returned the keys. You must submit the form within a specific time frame set by the relevant state legislation. For instance, in many states, you must claim the bond within a certain number of days after the tenancy ends to ensure the authority processes the payment. The process becomes more complex if the landlord and tenant disagree. If the tenant refuses to sign the claim form because the landlord wants to deduct money for damages, the landlord cannot simply take the money. The landlord must apply to the relevant tribunal or civil court for an order. In NSW, this is the NSW Civil and Administrative Tribunal. In Victoria, it is VCAT. The landlord then uses the tribunal order to claim the bond money through the authority without the tenants signature. This process is governed by various Residential Tenancies Acts in each state. These laws outline the rights and responsibilities of both parties. The bond claim form itself is a legal document. Making false statements on a bond claim form is an offence. You must only claim for costs that are reasonable and allowed under the tenancy agreement and the law. You cannot claim for wear and tear. Wear and tear is the natural deterioration of the property that happens just by living there. Scratches on a floorboard or fading paint are usually wear and tear. A large burn mark on a carpet or a broken window is damage. You can only claim for damage. You can also claim for unpaid rent, but only up to the limit allowed by the bond amount. You cannot claim more than the total bond held. If the debt is higher than the bond, you must pursue the remaining amount through the court or tribunal. When you complete the form, you must list the specific amounts you are claiming. You must itemise the deductions. For example, you cannot just say cleaning. You must say professional carpet cleaning one hundred dollars. You should attach evidence to your claim form. Receipts, quotes, and photographs help prove your claim. If you do not provide evidence, the tenant may dispute the claim, and the authority may reject it. For businesses and tradespeople, understanding this form is vital. If you are a contractor hired by a landlord to fix damage at the end of a lease, you might need to provide an invoice or quote to the landlord so they can attach it to the bond claim. If you are a tradesperson renting commercial property, the process for commercial bonds is different. Commercial bonds are often held by the landlord or their real estate agent in a trust account, not a government authority. However, the principles of the claim remain similar. You must formally request the return in writing. This request serves as your bond claim. You must check your lease agreement to see the specific notice periods required for a commercial bond claim. The Retail and Commercial Leases Act in various states governs these transactions. It is important to keep records. Always keep a copy of the completed bond claim form for your own files. You should also keep proof of postage or the submission receipt if you lodge it online. Mistakes on the form are common but avoidable. One common mistake is failing to notify the bond authority of a change of details during the tenancy. If a tenant moves out early and a new tenant takes over, the bond must be transferred or a new bond lodged. If you try to claim an old bond for a new tenant, the claim will fail. Another mistake is mixing up signatures. Everyone listed on the original bond lodgement form must sign the claim form. If one person refuses to sign, you must provide evidence of why you are claiming without their signature. Usually, this requires a court order. The legislation varies by state, so you must refer to the Residential Tenancies Act 1995 in South Australia or the Residential Tenancies and Rooming Accommodation Act 2008 in Queensland, depending on where the property is located. You must also ensure you comply with the Australian Consumer Law if you are a property manager, ensuring your conduct is fair and transparent. The bond money technically belongs to the tenant, not the landlord, until the landlord proves a valid claim. This is why the form is a claim and not just a request for money. You are claiming the right to those funds. When filling out the form, use black ink if it is a paper form. Do not use whiteout. If you make a mistake, cross it out and initial the change. Most authorities now prefer online lodgement. This is faster and reduces errors because the system checks the bank account numbers and the bond numbers for you. To lodge online, you usually need an account with the state bond authority. As a business owner or tradesperson, ensuring your bank details are up to date with the Australian Taxation Office is also good practice, as bond refunds may need to be recorded in your business income or expense logs. You should declare bond income on your tax return if you are a landlord. The Australian Taxation Office requires you to keep records for five years. This includes your bond claim forms and the finalisation statements from the bond authority. Safety is another consideration. If you are claiming a bond for a rental property where work was performed, ensure that any work claimed for meets the Work Health and Safety Act 2011 standards. For example, if you claim for electrical repairs, the work must be done by a licensed electrician. The bond authority may ask for a compliance certificate. If you cannot provide one, your claim may be invalid. Understanding the specific form for your state is essential. A NSW Bond Claim form looks different to a Queensland form. They ask for slightly different information. Do not use the wrong form. Go to the website of the relevant authority for your state to download the correct version. If you are unsure which authority to use, check the receipt you got when you first paid the bond. It will have the logo and name of the authority. If you cannot find it, contact your state consumer protection agency. They can guide you. In summary, the Bond Claim Form is the final step in the tenancy process. It finalises the financial relationship between the landlord and the tenant. It ensures that the deposit is returned fairly or used to cover legitimate costs. Taking the time to fill it out correctly saves time and money later. It prevents disputes and helps you stay compliant with state laws. Whether you are a tenant waiting for your money back or a landlord recovering costs for repairs done by a tradesperson, this form is your key to accessing the held funds. Always read the instructions on the form carefully before you start. If you are a business managing multiple properties, consider training your staff on how to complete these forms accurately to avoid delays in cash flow. Errors can hold up funds for weeks. A correct claim usually processes within a week or two. An incorrect claim can take months to resolve if it goes to dispute. By following the guidelines set out in the Residential Tenancies Acts and the specific instructions from the bond authorities, you can ensure a smooth and legally compliant claim process.
Key Facts
- Security bonds for residential tenancies must be lodged with a state government authority within a specific timeframe, usually 10 to 14 days.— Residential Tenancies Act 2010 (NSW)
- A landlord cannot claim for 'fair wear and tear' on a Bond Claim Form, only for damage or unpaid rent.— Residential Tenancies Act 1997 (VIC)
- All tenants listed on the original bond lodgement must sign the Bond Claim Form for the refund to be processed unanimously.— Residential Tenancies and Rooming Accommodation Act 2008 (QLD)
- Disputes over bond refunds must be resolved through the relevant state tribunal, such as NCAT or VCAT, before the authority will release funds.— Civil and Administrative Tribunal Act
- Commercial tenancy bonds are held in trust accounts by landlords, not government bodies, and are claimed via a written request to the landlord.— Retail and Commercial Leases Act 1994 (SA)
Sources
Required Sections
Property and Bond Details
This section captures the specific address and the unique bond reference number assigned by the authority.
Property and Bond Details
Residential Address
You must enter the full street address of the rented property. Include the unit number, street number, street name, and suburb. If the property is in a rural location, include the lot number and registered plan details. Ensure the address matches the tenancy agreement exactly.
You must also select the state or territory where the property is located. This step is critical because residential tenancy laws differ depending on the location.
- NSW: Residential Tenancies Act 2010
- VIC: Residential Tenancies Act 1997
- QLD: Residential Tenancies and Rooming Accommodation Act 2008
- WA: Residential Tenancies Act 1987
- SA: Residential Tenancies Act 1995
- TAS: Residential Tenancies Act 1997
- ACT: Residential Tenancies Act 1994
- NT: Residential Tenancies Act
Enter the correct postcode for the suburb.
Bond Identification Number
The bond identification number is the unique reference for the security deposit money held in trust. You can find this number on the original lodgement receipt or deposit slip provided when the bond was first paid. If you cannot find the paper receipt, the number is usually listed on the formal tenancy agreement or any renewal notices issued by the residential tenancy authority.
Take care when entering this number. If you are a tradesperson or manager claiming for an unpaid invoice via a default application, you must ensure the bond number matches the specific tenancy. In some states, such as Queensland and New South Wales, bond numbers are linked directly to the property address and the landlord’s name. If you provide an incorrect bond ID, the relevant authority may reject the claim form immediately. This causes delays and may require you to submit a new application.
For property managers, check your tenancy database software to confirm the bond ID if the physical receipt is missing. Do not leave this field blank. The bond ID is the key the authority uses to locate the specific funds held in trust. Without it, the authority cannot process your claim or release any money to cover the debt.
Refund Payment Details
This section collects the banking information required to electronically transfer the funds to the recipient.
Refund Payment Details
You must provide the bank account details where you want the bond refund to be paid. This section applies if you are the tenant, a tradesperson with a security interest, or a business manager claiming a bond return. Please ensure the account belongs to you or your business entity. The Residential Tenancies Act in each state and territory requires bond money to be returned to the rightful holder. Providing incorrect details will cause significant delays.
Account Name
Enter the full name of the account holder exactly as it appears on your bank statement. If you operate as a sole trader, use your personal legal name. If you operate a business through a company or trust, the account name must match the legal entity name on your ABN registration. If the account name does not match the claimant details on the bond paperwork, the regulatory authority may reject the payment request to prevent fraud.
BSB (Bank State Branch)
The BSB is a six-digit number that identifies the bank and branch of your account. You can find this on your bank statement, mobile banking app, or website. Do not include spaces or hyphens when writing these numbers. A common error is confusing the number 0 with the letter O. Please double-check every digit. The Australian Payments Network sets strict standards for electronic funds transfers. An incorrect BSB will result in the payment being rejected by the banking system or sent to the wrong financial institution.
Account Number
Enter your bank account number here. This can be six to ten digits depending on your bank. Like the BSB, ensure there are no spaces or letters. Transposition errors, where two digits are swapped, are frequent and difficult to reverse. Once the authority processes the payment, they rely on the banking system to transfer the funds. If the money goes to an unintended account, recovering it falls outside the scope of the residential tenancy regulations and becomes a private civil matter.
Important Warning
It is your responsibility to ensure these details are 100 percent accurate. State bodies such as NSW Fair Trading, Consumer Affairs Victoria, or the Residential Tenancies Authority are not liable for losses caused by incorrect information provided by the claimant. We strongly recommend you check these numbers against your official bank records before submitting this form. If you provide an invalid account, the refund will fail and you will need to wait for the funds to be returned to the authority before a re-issue can occur. This waiting period can be several weeks. Take your time and write clearly.
Claim Calculation and Itemisation
This section breaks down the financial distribution, showing how much the tenant receives and how much the landlord claims.
Claim Calculation and Itemisation
You must itemise every deduction from the bond money. You cannot claim a lump sum for "general cleaning" or "various repairs" without evidence. Use the table below to list specific costs. Ensure these figures match the invoices, receipts, or quotes you attach to this form. Courts and tribunals often dismiss claims that lack specific, evidence-backed breakdowns.
The Residential Tenancies Act 1997 (in VIC) and the Residential Tenancies Act 2010 (in NSW) require landlords to claim only for reasonable costs. You cannot claim for betterment. This means you cannot charge the tenant to replace old carpet with brand new carpet. You can only claim the depreciated value of the item you lost.
Final Balance Calculation
| Description of Deduction | Category | Amount Claimed ($) | Evidence Reference |
|---|---|---|---|
| Unpaid rent from 15/06/2023 to 30/06/2023 | Rent | 800.00 | Invoice #1001 |
| Professional oven cleaning | Cleaning | 120.00 | Receipt from ABC Cleaners |
| Patching hole in plasterboard (Bedroom 2) | Damage | 150.00 | Quote from Builder Dave |
| Replacing cracked blind (Lounge) | Damage | 80.00 | Bunnings Receipt #5521 |
| Total Deductions | 1,150.00 | ||
| Total Bond Held | 2,000.00 | ||
| Refundable Amount | 850.00 |
Guidelines for itemisation
When you list repairs or cleaning, consider the current condition report you signed at the start of the tenancy. If the carpet was marked as "worn" when the tenant moved in, you cannot deduct the full replacement cost now. You must calculate the value based on the remaining life of the carpet.
For cleaning, you generally cannot claim your own hourly rate for labour unless you are a professional cleaner running a registered business. You should claim the market rate. Attach quotes from at least two professional cleaners to prove the cost is reasonable.
If you claim for unpaid rent, ensure the amount matches the rent ledger. You must stop calculating rent liability from the day the tenant handed back the keys and you had vacant possession. You cannot charge rent for a notice period if you re-let the property immediately.
Review the state-based Fair Trading guidelines for specific caps on cleaning fees. Ensure the total deductions do not exceed the total bond amount held. If your costs are higher than the bond, you must lodge a separate claim with the Civil and Administrative Tribunal (VCAT, NCAT, QCAT) to recover the difference. You cannot claim more than the bond lodgement amount on this specific form.
Signatures and Declarations
This section is the legal certification where parties sign to agree to the proposed distribution of funds.
Signatures and Declarations
Landlord or Agent Signature
By signing below, you declare that the information provided in this claim is true and correct. You acknowledge that this claim is being made for the recovery of the bond money. You understand that making a false statement in a bond claim is a serious offence.
Signature: __________________________________________________________
Full Name: _________________________________________________________
Position/Title: ______________________________________________________
Date: ____ / ____ / 20____
Tenant Signature(s)
All tenants listed on the original residential tenancy agreement must sign this section unless a specific order or agreement states otherwise. By signing, you either agree to the claim amount or you are acknowledging receipt of this notice for your records.
Tenant 1 Signature: __________________________________________________________ Full Name: _________________________________________________________ Date: ____ / ____ / 20____
Tenant 2 Signature: __________________________________________________________ Full Name: _________________________________________________________ Date: ____ / ____ / 20____
Tenant 3 Signature: __________________________________________________________ Full Name: _________________________________________________________ Date: ____ / ____ / 20____
Legal Declaration
I, the Claimant, declare that the details stated in this Bond Claim Form are true and correct in all particulars. I declare that the claimed amount relates to a breach of the tenancy agreement or is otherwise permitted under the relevant Residential Tenancies Act. I understand that the Residential Tenancies Authority or equivalent state body relies on this declaration to process the claim. I am aware that providing false or misleading information in this document may result in penalties under the Criminal Code Act 1999 (QLD) or similar legislation in other jurisdictions, such as the Crimes Act 1900 (NSW). I acknowledge that I have attached sufficient evidence to support the claim, including receipts or quotes for repairs or cleaning that meet the standards required under Australian Consumer Law.
Witness Statement (If required)
I witness the signature of the Claimant. Signature: __________________________________________________________ Full Name: _________________________________________________________ Date: ____ / ____ / 20____
Supporting Documentation
This section lists the evidence required to verify the claims made by the landlord.
You must attach clear copies of all evidence to support your claim. The decision maker reviewing your form needs to see a paper trail linking the work or costs to the bond money. Do not send original documents unless specifically requested. Ensure all text in your attachments is readable.
Provide a complete set of tax invoices or receipts for materials and labour. Each invoice must show the date, a description of the work or items, the supplier name, and the amount paid. If you performed the work yourself, provide a detailed breakdown of your labour costs. This should include your hourly rate and the total hours worked. Under the Australian Taxation Office (ATO) guidelines, keep these records for five years.
Include a copy of the signed residential tenancy agreement or contract. This document proves the tenancy existed and shows who is responsible for the property. Highlight the clauses that relate to cleaning, gardening, or maintenance obligations. If there was no written agreement, attach evidence of the tenancy arrangement, such as bank statements showing rent payments.
Attach a condition report filled out at the start of the tenancy. Compare this directly to your exit condition report. Under residential tenancy laws in each state and territory, such as the Residential Tenancies Act 2010 (NSW) or the Residential Tenancies Act 1997 (VIC), landlords must prove the property was returned in worse condition than when the tenant took possession. You need to prove the damage exceeds fair wear and tear.
Provide dated photographs or video evidence of the damage or cleaning issues. Photos must be high quality. Turn on date stamps or include metadata if possible. Wide shots are useful to show the room context, while close up shots should focus on specific damage like carpet stains or broken fixtures. Include a common item like a coin or a ruler in close up shots to show the scale of stains or damage.
If you engaged professional contractors, such as carpet cleaners or rubbish removalists, attach their quotes and tax invoices. If the tenant did not pay for these repairs and you paid them, attach proof of payment, such as a bank statement or credit card receipt.
Include any formal notices you sent to the tenant. This might include a Notice to Remedy Breach or a Notice of Intention to Claim. If you have an itemised list of cleaning tasks or missing items, attach it.
If a dispute reached the tribunal or court, you must attach a certified copy of the order or decision. This shows the legal obligation to pay. If you obtained a warrant for possession or a specific monetary order, include that document.
Frequently Asked Questions
What is a Bond Claim Form?
When do I need a Bond Claim Form?
Is a Bond Claim Form legally required in Australia?
How long does a bond claim take to process?
Can I lodge a Bond Claim Form without the tenants signature?
What evidence do I need to support a bond claim?
Who gets the bond money if the tenant cannot be found?
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