What should a rental condition report include?

Property management

A rental condition report is an important document. Every state has downloadable copies available. These must be filled out by the landlord and reviewed by the tenant. The input of both parties is important because the tenant must agree with the landlord’s assessment of the state of the property.

What is a Rental Condition Report?

A rental condition report lists every detail about the condition of a property. It lists each room and includes all details about the room, from the floor to the ceiling, including furnishings, curtains, floor coverings and even power points, lights and the hot water system. The document also includes information about the house exterior and the condition of the front and back yards.

Rental condition reports are slightly different in each state, but they all contain the same information. They include a landlord/agent section and a tenant section. The landlord or agent is expected to give an accurate report about the condition of the property. The tenant is expected to take the document to the premises and review every detail of the report. They can make their own comments.

Rental Condition Reports: state-by-state

There are some differences between rental condition reports in each state. In all states, the report includes every detail about a property and provides space for both the landlord and tenant to make comments. At the top of the report is the address of the property. At the bottom of the report is a space for the landlord and tenant to sign.

New South Wales rental condition report

In New South Wales, the rental condition report should be filled out in triplicate “as soon as possible” after taking possession of the property. The report states that it “may be vital if there is a dispute, particularly about the return of the rental bond money and damage to the premises.”

There are two sections to the report. The first section is the condition of the property at the start of tenancy. “Yes” and “No” spaces are provided for both the landlord and tenant. The landlord puts a yes or a no under three categories: Clean, Undamaged, Working. The tenant can tick yes or no and leave a comment if they tick the “No” box. The other section is for the close of tenancy.

Victoria rental condition report

In Victoria, the rental condition report must be filled out within three working days after moving into the property. It is similar to the New South Wales report, but does not have “Yes” and “No” boxes. If the answer is “No” the box is left empty. It also has spaces for landlord and tenant comments. It is a two part document. One page is for the landlord and the other for the tenant. It also contains a separate “Exit Condition Report.”

Queensland rental condition report

In Queensland, the rental condition report is called an “entry condition report.” It does not contain a section for the end of tenancy. Like Victoria, it must be filled out within three days of taking possession of a property. Queensland has three types of reports. “General tenancies” covers houses, units and townhouses. The other two are for caravan parks and rooms. Instead of having “Yes” and “No” boxes, the landlord puts a tick mark for “Yes” or an “X” for “No.” The tenant is provided a space for comments next to the landlord’s report. As in New South Wales, the landlord must tick or place an “X” next to three sections: Clean, Working, Undamaged.

South Australia rental condition report

South Australia’s rental condition reports use letters to indicate the condition of a property. Seven letters indicate the condition of each feature of the property. They include letters for scratched/marked, broken/damaged, clean, dirty, fair, good or not working. There is a box for the landlord and another for the tenant. The termination section is next to the commencement section and spaces for comments are provided. No time limit is specified, but the document stresses that it can be used if a dispute arises.

Western Australia rental condition report

In Western Australia, a rental condition report is called a “property condition report.” It is similar to reports in other states. The landlord must give a copy to the tenant within seven days of commencement of tenancy. The tenant must fill in the report within seven days of receiving it. As in other states, the landlord has three boxes to fill for each item: Clean, Undamaged, Working. The tenant can agree or disagree and a space is provided for comments. At the bottom of the document, the landlord must give approximate dates of internal and external painting and when floor coverings were laid. Another section asks when the floor coverings were professionally cleaned.

Tasmania rental condition report

In Tasmania, the report is called a “Residential Tenancy Condition Report.” The landlord must give the tenant a copy of the report before the tenant moves in or on the day the tenant occupies the premises. The tenant must return the filled in form within two days of receiving it. The report includes spaces for Clean, Undamaged and Working. Next to that is a space where the tenant can agree or disagree. Spaces for landlord and tenant comments are provided. The termination report is next to the “start of tenancy” report.

Northern Territory rental condition report

The Northern Territory offers a “condition report at the start of a tenancy” form provided by flatmates.com.au. The form is similar to forms available in other states. The form must be given to the tenant within three working days of commencement of tenancy. The tenant has five working days to complete the report. The NT government also recommends taking photographs or a video of the state of the premises. An “outgoing” form is also available. If there is a dispute, either the tenant or landlord can apply to the Commission of Tenancies for a neutral report within seven working days.

ACT rental condition report

In the Australian Capital Territory (ACT), the landlord must provide the tenant with a “Condition of Premises” report within one day of the tenant taking possession of a property. The tenant has two weeks to inspect the property and fill in their part of the form. The form has seven code letters: Clean (C), Good (G), Not Working (N), Fair (F), Scratched/Marked (S), Dirt (D) and Broken/Damaged (B). Spaces are provided for both the landlord and tenant and a comment section is available. Next to the “Commencement” list is the “Termination” list. Space for further comments is available at the bottom of each section.

While different states and territories have slightly different forms, they all have one thing in common. The reports cover everything in and around the property and give both the landlord and tenant a way to record the state of the property when the tenant occupies it. When the tenant moves out, the termination report can help either party resolve any disputes that arise. That is the ultimate reason for the reports. Neither the tenant nor the landlord can dispute the record of an original report or a termination report. The reports are for both their protection and should be filled out honestly.

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