Exit Condition Report

Property Overview

Full Address Enter the complete street address, suburb, state, and postcode exactly as it appears on the lease agreement. Do not use abbreviations for street types like 'St' or 'Rd'. Accuracy here ensures the report matches the specific tenancy agreement and the bond claim submitted to the relevant state residential tenancies authority. If the property is a unit or lot, include the unit or lot number clearly at the start of the address field.

Landlord Details Record the full legal name of the landlord or the property manager acting on their behalf. If you are a property manager completing this report for a landlord, enter your agency name and your specific contact details. This establishes the authorised party responsible for the property condition. Ensure the name matches the information held by the residential tenancy bond authority to prevent delays in bond processing.

Tenant Details Write the full name of the vacating tenant as listed on the lease agreement. If multiple tenants are on the lease, include all names. This identifies the parties responsible for the return of the bond money. Incorrect tenant details can lead to disputes or rejected claims from the bond board.

Date of Inspection Record the specific date and time the physical inspection took place. This date is critical for evidence. In most Australian states and territories, including New South Wales, Victoria, and Queensland, the final inspection must occur on or before the handover date. Under residential tenancy legislation, such as the Residential Tenancies Act 1997 (VIC) or the Residential Tenancies and Rooming Accommodation Act 2008 (QLD), the condition of the property is assessed against the original ingoing condition report based on this timeline.

Date of Vacancy Enter the date the tenant handed back possession of the keys and vacated the premises. This date officially ends the tenancy liability for the tenant regarding rent. It also marks the start of the landlord's responsibility to mitigate loss by re-letting the property. Discrepancies between the inspection date and vacancy date often cause confusion over who is responsible for damage or cleaning, so ensure both dates are accurate and clearly visible.

Condition Checklist

Use this section to record the state of specific rooms and fixtures. Inspect every item listed and compare it against the entry condition report. Australian tenancy law requires a property to be returned in reasonably clean condition, allowing for fair wear and tear. Mark the condition of each item.

Guide to Filling Out This Checklist

Be precise when documenting the condition of the property. Under the Condition column, state if the item is clean, dirty, or scuffed. Do not leave any row blank. If an item is missing, write "N/A" in the notes.

Notes Record specific details in this column. Use measurements for damage. Write "2 cm scratch on timber floor near door" rather than "damaged floor". This detail is vital if a dispute arises. Note any accumulation of grime or soap scum that exceeds standard cleaning expectations. Under residential tenancy law, "fair wear and tear" refers to the gradual deterioration of a property due to normal use. You cannot claim for this. You can claim for damage or negligence.

Action Required List the steps needed to fix the identified issue. Write "Professional carpet cleaning required" or "Replace cracked window pane". Distinguish between a cleaning task and a repair. If the tenant breached the lease agreement, list the specific remedy needed here. This section acts as a clear directive for the tenant or contractor.

Legislative Reference Ensure the findings in this report align with the residential tenancy legislation relevant to the 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, follow the Residential Tenancies and Rooming Accommodation Act 2008. These acts set the legal standard for property condition and bond disputes. Specific cleaning standards outlined in these regulations may override general opinions on cleanliness. If the property is professionally managed, refer to the agency's internal policy on standard wear.

Cleaning Assessment

General Condition and Legislation Inspect the property to determine if it has been left in a reasonably clean condition. The standard for cleanliness is defined by the residential tenancy agreement. In New South Wales, the Residential Tenancies Act 2010 requires the tenant to leave the premises in a reasonable state of cleanliness, considering the condition of the premises at the start of the tenancy. In Queensland, the Residential Tenancies and Rooming Accommodation Act 2008 sets out specific obligations regarding cleanliness. Check the original Entry Condition Report to compare the current state against the initial condition.

Grease and Grime Pay close attention to the kitchen and cooking areas. Inspect the stovetop, range hood filters, oven interior, and splashbacks. Grease accumulation often builds up behind appliances and inside extraction fans. Wipe surfaces with a cloth to check for sticky residues. If the grease is thick or requires heavy-duty industrial chemicals to remove, record this as a specific deficiency. Ovens must be clean of carbon buildup and food debris. Check inside the microwave and the dishwasher filter for trapped food particles or mould.

Dust and Cobwebs Dust is easily visible on skirting boards, architraves, door frames, and window sills. Run a finger along these high surfaces. Examine ceiling corners and light fittings for cobwebs. Dust accumulation indicates a lack of detailed preparation for the final inspection. Air conditioning vents and ceiling fans should be free of dust buildup. Check the tops of wardrobes and kitchen cupboards, which are frequently missed during standard cleaning routines.

Mould and Mildew Look for mould in high moisture areas including bathrooms, laundries, and silicon sealant around showers and baths. Mould appears as black, white, or speckled discolouration on grout, ceilings, and walls. Refer to the Australian Standard AS 4321.2-2001 (Guide to hazardous building materials) regarding safe identification if necessary. While tenants are generally responsible for cleaning normal mould, they are not liable for mould caused by structural faults. Document the location and extent of the mould clearly. Note if the mould is on the ceiling, which may indicate a ventilation or leak issue, versus on the grout, which is usually a cleaning failure.

Waste Removal Check all rooms, including the garage, garden shed, and under the house. The property must be completely vacant of personal goods and rubbish. Remove items left in cupboards or on the floor. Inspect the exterior for green waste, building materials, or general refuse. Bins must be empty and returned to the correct designated position. Ensure no hazardous waste or chemicals have been abandoned on the site. Record any waste that requires removal or disposal costs.

Damage Summary

Record all specific damage to the property here. This section is for documenting issues that go beyond Fair Wear and Tear. It is critical to distinguish between the gradual deterioration of a property due to normal use and actual damage caused by negligence, misuse, or accidents.

Fair Wear and Tear Under residential tenancy laws across Australia, including the Residential Tenancies Act 1997 (Vic), Residential Tenancies Act 2010 (NSW), and the Residential Tenancies and Rooming Accommodation Act 2008 (Qld), tenants are not liable for reasonable wear and tear. This includes scuff marks on floors, fading paint due to sunlight, or carpet wear in high-traffic areas. Do not list these items in the Damage Summary if they are solely the result of ageing and normal living.

Identifying Damage List items here only if they are the result of negligence, abuse, or deliberate acts by the tenant or their guests. This includes physical damage that affects the function or appearance of the property beyond what is expected over time.

Common Examples of Reportable Damage

• Walls and Ceilings: Holes from excessive picture hanging, large dents from moving furniture, or unauthorized paint colours that require repainting.
• Floors: Deep scratches, burns in carpet or floorboards, or missing tiles caused by impact or neglect.
• Glass and Fixtures: Cracked window panes, shattered shower screens, or broken light globes.
• Fixtures and Fittings: Missing door handles, bent curtain rods, or blinds that have been ripped from the wall.
• Stains and Spills: Significant carpet stains from wine, pet urine, or other substances that cannot be removed through standard cleaning.

Evidence and Standards To claim compensation for these items, you must provide clear evidence. This section should be supported by photographs, video evidence, and detailed written descriptions. The cleaning or repair required must restore the item to a condition consistent with its age and value, not necessarily to brand new condition. However, for severe damage like broken glass, the standard generally requires full replacement.

Dispute Resolution If a tenant disputes the items listed in this section, you may need to rely on this report during tribunal hearings. Be precise. Instead of writing "dirty carpet," specify "large red wine stain on lounge room carpet." This specificity helps the relevant state civil and administrative tribunal determine if the damage constitutes a breach of the tenancy agreement or if it falls under legitimate Fair Wear and Tear.

Landlord or Agent Declaration

I declare that the information recorded in this Exit Condition Report is true and correct to the best of my knowledge and belief. I have completed this report in good faith, assessing the property against the condition recorded in the ingoing report. I acknowledge that this report forms part of the tenancy agreement and may be used as evidence in a dispute regarding the bond refund. By signing below, I accept that the tenant has returned the keys and possession of the premises, subject to the condition noted herein.

Landlord or Agent Signature: __________________________

Print Name: __________________________

Date: ____ / ____ / ________

Tenant Declaration

I declare that the information recorded in this Exit Condition Report is true and correct to the best of my knowledge and belief. I acknowledge that I have been given a reasonable opportunity to inspect the property and add my comments to this document. I understand that failing to return this signed document to the landlord or agent within the timeframe required by the relevant Residential Tenancies Act may result in the landlord or agent’s assessment of the property being accepted as accurate.

I understand that under the Residential Tenancies Act 1997 (Victoria), Residential Tenancies Act 2010 (NSW), or the relevant Act for my state or territory, the bond refund relies on the agreement of both parties regarding the condition of the property. If I disagree with the content of this report, I must detail my specific disagreements in the space provided or attach a separate written statement before signing.

Tenant Signature: __________________________

Print Name: __________________________

Date: ____ / ____ / ________

Practical Guidance for Signatures

This section is the final step in your dispute prevention process. Accurate dates and clear signatures are vital.

Under Australian state and territory legislation, such as the Residential Tenancies and Rooming Accommodation Act 2008 (QLD) or the Residential Tenancies Act 1995 (SA), the tenant usually has a specific period to review and dispute the Exit Condition Report. For example, in many jurisdictions, tenants have between 3 and 14 days to return their signed copy. If they fail to do so, you generally have the right to rely on your own assessment of the property.

Ensure the date fields are filled out immediately upon signing. The date establishes the timeline for the return of the bond money. It is common practice to provide two copies of the report. One copy is for the landlord records and the other is for the tenant. If the tenant refuses to sign, you should note the date you provided the report to them on your copy and keep proof of delivery, such as an email receipt or recorded delivery post.

Do not leave the signature line blank if you are acting as an agent. You must clearly print your name and the agency name to identify who is accepting the report. This clarity is required if the matter proceeds to a tribunal hearing, such as the Victorian Civil and Administrative Tribunal (VCAT) or the NSW Civil and Administrative Tribunal (NCAT), to prove the validity of the document.