Entry Condition Report
An Entry Condition Report records the state of a rental property at the start of a tenancy. It is required by law in Australia under state Residential Tenancies Acts to resolve bond disputes at the end of a lease.
A written record of the condition of a rental property at the start of a tenancy. It helps landlords and tenants agree on the state of the property before the tenant moves in.
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About this Document
An Entry Condition Report is a fundamental document used in the residential rental sector across Australia. It serves as the baseline evidence for the condition of a property at the commencement of a tenancy agreement. This report is critical for property managers, landlords, and tradespeople because it establishes the state of the property before a tenant takes possession. Without this report, resolving disputes over damage, cleanliness, or wear and tear becomes extremely difficult. This guide explains the purpose of the report, how to complete it accurately, and the legal framework that supports it in various Australian states and territories. The primary purpose of an Entry Condition Report is to protect the interests of both the landlord and the tenant. For the landlord, it provides a record of the property condition. This allows them to claim deductions from the bond if the tenant causes damage beyond normal wear and tear. For the tenant, it is proof that they are not responsible for pre-existing damage or cleanliness issues. If the report is not completed correctly, the tenant may be held liable for issues that were present before they moved in. Alternatively, a landlord may find themselves unable to claim for legitimate damage caused by the tenant. The legal requirements for an Entry Condition Report vary slightly between states and territories. However, the core principles remain consistent. Most residential tenancy acts require the landlord or agent to provide the tenant with a report at the start of the tenancy. The tenant then has a specific period, usually three to seven days, to review the report. They must add their own comments and return it to the landlord or agent. If the tenant fails to return the report, they generally accept the accuracy of the report as prepared by the landlord. In New South Wales, the Residential Tenancies Act 2010 governs these reports. In Victoria, it is the Residential Tenancies Act 1997. Queensland uses the Residential Tenancies and Rooming Accommodation Act 2008. Western Australia follows the Residential Tenancies Act 1987. It is vital to use the correct form for your specific jurisdiction. Using a generic or incorrect form can invalidate the report in a dispute. Completing the report requires attention to detail. You must inspect every room of the property. This includes living areas, bedrooms, kitchens, bathrooms, and laundries. You must also inspect outdoor areas like gardens, balconies, and garages. For each area, you must comment on the condition of walls, floors, ceilings, windows, doors, and fixtures. You should document the working order of appliances such as air conditioners, dishwashers, and smoke alarms. Photographs are an excellent way to support the written notes. While not always mandatory by law, clear photographs dated and taken on the day of handover provide irrefutable evidence. Tradespeople play a role in this process, particularly when repairs are needed between tenancies. If a plumber fixes a leak or an electrician repairs a light, the condition report must reflect the completed work. It is pointless to list a broken appliance in the report if the contractor has just repaired it. Accurate reporting ensures that the investment in maintenance is protected. When filling out the report, avoid vague terms. Instead of writing 'clean', write 'oven clean, internal shelves present'. Instead of writing 'mark on wall', write 'small scuff mark on hallway wall near door handle'. Be specific about the location and nature of any damage or defect. Cleanliness is a major point of contention. You should describe the level of cleanliness for floors, carpets, and benchtops. Terms like 'professionally cleaned' or 'light vacuuming only' give a clear picture. Common mistakes include rushing the inspection, failing to check smoke alarm batteries, and not checking the backs of doors or inside cupboards. Another mistake is not signing and dating the report. Both parties must sign the document to acknowledge they agree with the recorded condition. In some jurisdictions, specific witness requirements apply. The report forms part of the tenancy agreement. The Residential Tenancies Act in each state sets out the dispute resolution process. If a dispute arises about the condition of the property at the end of the lease, the tribunal or court will use the Entry Condition Report as the primary piece of evidence. They will compare the Exit Condition Report with the Entry Condition Report. If the Entry Report is vague or missing, the tribunal is likely to rule in favour of the tenant. Therefore, the time spent on this document at the start of the tenancy saves significant time and money later. It is also important to consider safety standards. While the Entry Condition Report focuses on general condition, it is a good time to verify compliance with safety laws. Smoke alarms must be installed and working. This is a requirement under various state legislation and the Building Code of Australia. Pool safety barriers must be compliant if the property has a pool. Recording the serial number and expiry date of smoke alarms in the report is a best practice. For tradespeople working on rental properties, understanding the Entry Condition Report is beneficial. It helps you understand the scope of work required. If a landlord asks you to repair damage, you can ask to see the report to confirm if the damage is new or old. This ensures you are billing the correct party and that the property is restored to the standard expected by the landlord. Privacy is also a consideration. The report contains personal information about the tenant and the landlord. It must be stored securely and only shared with authorised parties involved in the tenancy or dispute resolution. Data privacy laws apply to how you handle this information. In summary, the Entry Condition Report is not just paperwork. It is a legal safeguard. It defines the starting point of the financial responsibility for the property. It requires a thorough and honest inspection. It must be completed using the correct forms for the state or territory. Both the landlord and the tenant must participate in the process. By taking the time to complete this report accurately, you ensure a fair and transparent tenancy. You reduce the risk of financial loss and legal disputes. Whether you are a property manager, a landlord, or a tradesperson, you must treat this document with high importance.
Key Facts
- Landlords must provide the Entry Condition Report to the tenant at the start of the tenancy.— Residential Tenancies Act 2010 (NSW)
- Tenants usually have 3 to 7 days to review and return the report with their comments.— Residential Tenancies Act 1997 (Vic)
- The report is the primary evidence used by tribunals to determine bond deductions.— Residential Tenancies Act 1987 (WA)
- Smoke alarm compliance must be recorded in the report as a safety requirement.— Residential Tenancies and Rooming Accommodation Act 2008 (Qld)
- Both the landlord and tenant must sign and date the document for it to be valid.— Residential Tenancies Act 1995 (NT)
- Photographs attached to the report serve as supporting evidence for the written condition.— Residential Tenancies Act 1994 (ACT)
- If a tenant does not return the report, they may be deemed to accept the landlord's assessment.— Residential Tenancies Act 1997 (SA)
Sources
Required Sections
General Condition
Assesses the overall state of the main living areas including walls, floors, and windows.
Living Room and Hallways General Condition
Inspect this section methodically to establish the baseline state of the property. Record the condition of every item listed below at the start of the tenancy. Accurate records prevent disputes over bond deductions when the tenancy ends.
Walls Check the walls for scratches, chips, or dents. Look for scuff marks near skirting boards and door frames. Note the colour of the paint and the type of finish, such as flat or gloss. Fill in the table for each wall.
Ceilings Inspect the ceiling for water stains, hairline cracks, or cobwebs. Check cornices for damage. Do not record normal hairline cracks as damage unless they are wider than a standard lead pencil.
Floors Examine the flooring closely. For carpet, look for stains, burns, or loose seams. Note the general wear of the pile. For floorboards, tiles, or vinyl, check for scratches, chips, or lifting edges. Record the specific material used in the room.
Windows Check the glass for chips or cracks. Ensure all window tracks are clean and free of debris that prevents operation. Test the latches and locks to ensure they secure the window. Inspect flyscreens for tears and ensure the mesh is tight within the frame.
Doors Open and close all doors to check for sticking or squeaking hinges. Ensure locks and handles operate correctly. Inspect the door surface for scratches or dents.
Condition Codes Select the appropriate code for each item. Be honest and precise.
- Good: Item is clean, undamaged, and functions as intended with normal wear.
- Fair: Item shows wear, minor damage, or requires cleaning but functions.
- Poor: Item is damaged, significantly worn, or requires repair.
Legal Requirements You must complete this report in accordance with the relevant residential tenancies Act in your state or territory. In New South Wales, this refers to the Residential Tenancies Act 2010. In Victoria, refer to the Residential Tenancies Act 1997. In Queensland, refer to the Residential Tenancies and Rooming Accommodation Act 2008. The landlord and tenant must sign and date this report to acknowledge the condition of the property.
Living Room and Hallways Inspection Report
| Item | Condition | Comments |
|---|---|---|
| Walls | [ ] Good [ ] Fair [ ] Poor | |
| Ceiling | [ ] Good [ ] Fair [ ] Poor | |
| Floor (Carpet) | [ ] Good [ ] Fair [ ] Poor | |
| Floor (Hard/Tiles) | [ ] Good [ ] Fair [ ] Poor | |
| Windows | [ ] Good [ ] Fair [ ] Poor | |
| Doors | [ ] Good [ ] Fair [ ] Poor |
Kitchen Condition
Details the working order and cleanliness of kitchen fixtures and appliances.
Kitchen Condition
Sink Inspect the stainless steel or ceramic basin for scratches, chips, or rust staining. Check the waste disposal unit for noise and operation. Turn on the tap to verify water pressure and look for leaks under the sink bowl and around the flexible hose connections. Ensure the trap is not cracked and seals are tight. Note the water drainage speed. Document any grime or mould build-up around the drain plug.
Benchtops Run a hand across the surface to detect scratches, burns, or lifted laminate edges on chipboard substrates. Check stone or tile tops for cracks and loose grout. Inspect the splashback for missing tiles, cracked grout, or grease buildup behind the cooking area. This detail is essential for bond disputes under residential tenancy laws regarding fair wear and tear versus negligence.
Cupboards and Drawers Open and close all cabinet doors and drawers. Listen for squeaking hinges or sticking runners. Look for peeling veneer, swollen chipboard from water damage, or missing handles. Check interior surfaces for shelf paper condition and general cleanliness. Inspect the kick plates under the cupboards for dents or water damage.
Oven and Stove Test all knobs and ignition switches. Turn on each element to ensure it heats up evenly. For gas stoves, check that the flame is blue and stable, not yellow or fluttering. Inspect the interior of the oven for baked-on grease, missing racks, or damaged door seals. Verify the timer and clock functions if applicable. Record the condition of the glass cooktop for scratches or cracks.
Dishwasher Run a quick cycle test if possible or check the previous service record. Inspect the filter basket for food blockage and the spray arms for lime scale or damage. Check the door seal for mould or tears. Look at the internal walls for rust spots. Ensure the machine drains correctly and the cutlery basket is intact.
Refrigerator Inspect the door seals for elasticity and mould growth. Check the interior shelves for cracks and the crisper drawers for breaks. Turn the thermostat to the coldest setting briefly to confirm the motor engages. Listen for abnormal rattling or grinding noises. Defrost and clean the unit if necessary and note the presence of ice or frost buildup in freezers.
General Comments on Damage or Cleanliness Record any specific issues regarding grease, grime, or pest activity. Reference the condition of flooring under the appliances and the condition of power points. This report serves as evidence under the relevant Residential Tenancies Act in your state or territory and should reflect the true state of the property at handover.
Bathroom and Laundry
Checks for leaks, mould, and damage in wet areas.
Bathroom and Laundry
General Condition Inspect the room for adequate lighting and ventilation. Fans must comply with the National Construction Code (NCC) Volume Three to prevent mould growth. Check ceiling and wall surfaces for cracks, water stains, or peeling paint. Note any missing or damaged grout and sealant immediately, as poor waterproofing can lead to significant structural damage.
Shower and Bath Examine the shower base and bath for chips, cracks, or rust. Run the shower to test water pressure and temperature consistency. Inspect all wall and floor grout lines. Ensure grout is intact and not crumbling. Check the silicon seals around the shower base, bath edges, and where the glass meets the wall. Gaps here are common defects. Look for calcium buildup or mould on the showerhead and screen.
Toilet Check the toilet suite for stability. There should be no rocking when seated. Inspect the cistern and bowl for cracks. Flush the toilet to ensure it empties fully and refills correctly. Listen for constant running water, which suggests a faulty inlet valve. Check the connection between the cistern and the bowl for leaks. Test the toilet seat and lid for secure fittings.
Vanity and Taps Open the vanity doors and drawers to check for water damage, swelling, or mould. Examine the benchtop for scratches or burns. Test all taps in the sink and bath. They must turn off smoothly and completely without dripping. Look for leaks around the spindle or under the sink basin. Check the waste plug for a tight seal.
Washing Machine If the property includes a washing machine, verify the make and model. Test the machine on a spin cycle to ensure it is balanced and does not move excessively. Inspect the inlet hoses for bulges, cracks, or leaks. Check the drainage hose is secured correctly. Look for rust or water damage on the floor beneath the machine.
Dryer If a clothes dryer is included, check the lint filter is clean and intact. Test the dryer to ensure it heats up and tumbles. Verify the external vent is not blocked and expels air properly. A blocked vent is a fire hazard and may breach tenancy obligations regarding safety.
Notes on Water Pressure Water pressure must comply with AS/NZS 3500.1. Report if the pressure is excessively high, which can damage pipe fittings, or too low for adequate use. Note any banging noises in pipes when taps are turned off, known as water hammer, as this requires repair.
Safety Checklist
Verifies compliance with safety standards such as smoke alarms and pool fences.
Safety Checklist
This checklist records the condition of essential safety devices at the property. Complete this section carefully. Under Australian residential tenancy laws, landlords and agents must ensure the premises are safe and fit to live in. Specific regulations vary by state and territory, but compliance with the National Construction Code (NCC) and relevant Australian Standards is mandatory.
Smoke Alarms Check all smoke alarms to ensure they are working. Press the test button until the alarm sounds. In most jurisdictions, smoke alarms must comply with Australian Standard AS 3786. Properties built after 1997 generally require hardwired smoke alarms, while older properties may use replaceable battery-powered units. Many states now mandate interconnected photoelectric alarms.
- Location: [e.g. Hallway, Bedroom 1, Living area]
- Condition: [Working / Not Working / Missing]
- Type: [Hardwired / Battery / 10-year Lithium]
- Expiry Date: [If applicable, check date on alarm base]
- Notes: _______________________________________________________
Carbon Monoxide (CO) Alarms If the property contains a gas heater or solid fuel appliance, a carbon monoxide alarm may be required by regulation, particularly in Victoria and Tasmania. Verify if an alarm is installed.
- Location: [e.g. Near gas heater]
- Condition: [Working / Not Working / N/A]
- Expiry Date: [Check date on alarm]
- Notes: _______________________________________________________
Safety Switches (Residual Current Devices) Locate the switchboard and identify the safety switches. They usually have a 'T' or 'Test' button. Press the test button to ensure the switch trips and cuts power to the protected circuits. This protects tenants from electric shock. Queensland and other jurisdictions have strict rules regarding safety switch installation in rental properties.
- Number of switches installed: [___]
- Test Result: [Pass / Fail]
- Notes: _______________________________________________________
Pool and Spa Barriers If the property includes a swimming pool or spa, the safety barrier must comply with AS 1926.1. State laws require fences to be maintained and self-closing gates to function correctly. Record the general condition of the fence, gate, and latch mechanism.
- Pool/Spa present: [Yes / No]
- Fence Condition: [Good / Requires Repair]
- Gate Condition: [Self-closing / Self-latching / Faulty]
- CPR Signage displayed: [Yes / No]
- Notes: _______________________________________________________
Declaration and Sign-off
Legal agreement by both parties regarding the accuracy of the report.
Declaration and Sign-off
This Entry Condition Report forms a binding record of the premises' condition at the start of the tenancy. Under residential tenancy law, the accuracy of this report is essential to determine any bond deductions or compensation claims at the end of the lease.
Agent/Landlord Declaration
I, the undersigned Agent or Landlord, declare that the details recorded in this report are true and correct to the best of my knowledge and belief. I acknowledge that this report identifies the state of repair, cleanliness, and any existing damage to the property and included inclusions at the commencement of the tenancy agreement. I understand that a copy of this report must be provided to the tenant for review. I confirm that the property has been delivered to the tenant in the condition described, subject to fair wear and tear where applicable.
Tenant Return Note
The tenant must check this report carefully. The Residential Tenancies Act in each state and territory provides a specific timeframe for tenants to return their comments. For example, under the Residential Tenancies and Rooming Accommodation Act 2008 (QLD), tenants typically have three days. Under the Residential Tenancies Act 1995 (SA), the tenant generally has seven business days. You must verify the specific deadlines in your relevant state legislation.
If the tenant disagrees with any item in this report, they must add their comments in the appropriate column and return the completed document to the property manager or landlord within the statutory period. If the tenant fails to return the report within the allowed time, they may be taken to have accepted the report as accurate and complete. Retaining the signed report is critical evidence for any future tribunal hearings regarding bond claims.
Signatures
By signing below, both parties acknowledge the accuracy of the final report, including any amendments made by the tenant during the review period.
Landlord/Agent Signature
Signature Date
Print Name
Tenant Signature
Signature Date
Print Name
Optional Sections
Outdoor Areas
Records the condition of the garden, lawn, and exterior structures.
Outdoor Areas
General Condition Comment on the overall presentation of the exterior. Note if the area is clean, free of debris, and safe for access. Record the current weather conditions if it impacts the visibility of the grounds.
Lawn and Turf Inspect the lawn for coverage, colour, and weed growth. You must record the height of the grass in millimetres. Under residential tenancy laws, a landlord may claim for lawn mowing if the grass is significantly overgrown at the end of a tenancy. Accurate records of the initial height are critical evidence. State if the edges are neat or if there are bare patches, weeds, or bindii infestations. Note if the lawn is soggy, which may indicate poor drainage or overwatering.
Garden Beds Examine garden beds for mulch levels and the state of the soil. List existing plants, trees, and shrubs, noting their size and health. Record any dead or diseased foliage. Check if garden beds are free of weeds. Remove weeds only if the tenancy agreement specifies the tenant is responsible for weed control from the start, otherwise, note their presence clearly.
Paths and Driveway Check paved areas for cracks, lifting pavers, or uneven surfaces that could pose a trip hazard. Note the condition of concrete, pebblecrete, or asphalt surfaces. Look for oil stains or tyre marks on the driveway. Report any loose gravel on paths. Record the type of surface and its cleanliness.
Fences and Gates Inspect the condition of boundary fences, gates, and retaining walls. Note the material (timber, colourbond, chain wire) and the condition of the paint or stain. Check for rot, rust, loose palings, or leaning posts. Test all gate latches and hinges to ensure they open and close securely. Record the height and colour of fences if relevant to the property description.
Sheds and External Structures Access any garden sheds, carports, or garages included in the lease. Check the structural integrity of the roof, walls, and floor. Ensure the shed is watertight and free of mould. Test locks and handles on doors and windows. Note if the structure is securely anchored to the ground. List any items left in the shed or garage by the landlord.
Swimming Pools and Spas (If applicable) If the property has a pool, note the water level and clarity. Test the fencing and gates to ensure they comply with the relevant state swimming pool safety standards. Check that the pool pump and filter are operational and quiet.
Notes Record any specific agreements regarding the maintenance of these outdoor areas. Reference the Australian Standard for Property Inspections (AS 4349.0) where applicable to ensure your inspection methodology is thorough and defensible. Ensure the tenant signs and dates these observations to acknowledge the condition at the start of the tenancy.
Frequently Asked Questions
What is a Entry Condition Report?
When do I need a Entry Condition Report?
Is a Entry Condition Report legally required in Australia?
Who pays for the Entry Condition Report?
What happens if I do not return the report?
Can I add photos to the Entry Condition Report?
What is the difference between fair and poor condition?
Does the report cover appliances?
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