The condition report is one of the most important documents in Australian tenancy law. Required across every state and territory, it establishes the baseline condition of a rental property at the start of a tenancy and serves as the primary evidence in any bond dispute at the end. Despite its importance, many landlords still produce condition reports using outdated methods that leave them exposed when disputes arise.
This guide covers the verified legal requirements for condition reports across Australia, what to include, how routine inspections work, and why going digital protects you.
Condition Reports: A Legal Requirement in Every Jurisdiction
Australian tenancy legislation mandates condition reports across all states and territories. The requirements differ by jurisdiction, but the underlying purpose is the same: to document the property's state at the start of the tenancy so that both parties have a reliable record if a dispute arises at the end.
New South Wales
Under section 29 of the Residential Tenancies Act 2010 (NSW), the landlord must complete a condition report and give the tenant two copies (or one electronic copy) before or at the time the tenant signs the agreement. The tenant then has 7 days from taking possession to complete their copy and return it to the landlord. Both parties must retain a copy. Failure by the landlord to provide the report as required attracts a penalty of up to 20 penalty units, and if the landlord fails to provide copies, the tenant is not obliged to return the report.
At the end of the tenancy, both parties should complete the condition report together, or separately if the completing party gives the other reasonable notice to attend.
For routine inspections during the tenancy, NSW Fair Trading requires at least 7 days' written notice, and inspections are capped at 4 times in any 12-month period. Inspections must occur between 8 am and 8 pm and cannot take place on Sundays or public holidays, unless the tenant agrees.
Victoria
Under section 35 of the Residential Tenancies Act 1997 (Vic), the rental provider must give the tenant two copies (or one electronic copy) of a completed condition report before the tenant enters occupation. The tenant then has 5 business days from the start date of the agreement to complete and return a signed copy. The signed report constitutes conclusive evidence of the property's condition at that time.
For routine inspections, Victoria requires 7 days' written notice, the first inspection cannot occur before 3 months into the tenancy, and inspections are limited to once every 6 months after that.
Queensland
The Residential Tenancies Authority (RTA) provides the prescribed forms for Queensland: Form 1a (general tenancies), Form 1b (moveable dwellings), and Form R1 (rooming accommodation). The property manager or owner must prepare and provide the entry condition report at the start of the tenancy. The tenant has 7 days to complete and return it with any disagreements. If the tenant does not return the report, they are taken to have agreed with the property manager's description. Failure to complete the report is an offence under the Residential Tenancies and Rooming Accommodation Act 2008 (Qld).
For routine inspections, Queensland limits inspections to once every 3 months and requires at least 7 days' written notice using Entry notice Form 9.
South Australia
Under South Australian tenancy law, the landlord must give the tenant a completed and signed inspection sheet (the South Australian term for a condition report) before or at the time of signing the tenancy agreement. The tenant reviews the premises and notes any agreements or disagreements before returning it. South Australian landlords are entitled to conduct routine inspections no more than once every four weeks, with 7 to 14 days' written notice to the tenant.
Western Australia
In Western Australia, the landlord must provide the tenant with two copies (or one electronic copy) of a completed property condition report within 7 days of the tenant moving in. The tenant then has 7 days to complete and return a copy. At the end of the tenancy, the landlord must complete an exit condition report within 14 days of the tenancy termination date, and the tenant must be given a reasonable opportunity to be present. Routine inspections require 7 to 14 days' written notice.
Tasmania
In Tasmania, if a bond is required, the landlord must provide the tenant with two signed copies of a condition report at or before the start of the tenancy. The tenant must return one signed copy to the landlord within 2 days of receiving the copies. Routine inspections in Tasmania are limited to once every 3 months with at least 24 hours' notice.
Australian Capital Territory
The ACT uses its own prescribed condition report form. The report is completed at the start and end of every tenancy and provides the key reference point for any bond dispute. Routine inspections in the ACT are limited to twice per year during the tenancy (with one additional inspection permitted in the first and last month), with at least one week's written notice.
Northern Territory
The Northern Territory requires a condition report at the start and end of each tenancy. Routine inspections are generally limited to once every 3 months with at least 7 days' notice (unless the lease specifies otherwise).
Why the Condition Report Is Your Most Important Document
Bond Disputes
The condition report is the primary evidence in bond disputes. Bond authorities and tribunals compare the entry report with the exit report to determine whether damage occurred during the tenancy. Without a thorough and signed entry report, your ability to claim against the bond is significantly weakened -- in some states, the absence of a condition report can prevent you from making any bond claim at all.
Fair Wear and Tear
Australian tenancy law distinguishes between fair wear and tear (the landlord's responsibility) and tenant-caused damage (which can be claimed against the bond). The condition report creates a timestamped baseline that makes this distinction clear. Faded paint, minor scuffs in traffic areas, and gradual carpet wear are typically fair wear and tear. Large stains, burns, holes in walls, and broken fittings are generally not.
Compliance
Non-compliance with condition report obligations can attract penalties and, in some jurisdictions, can prevent you from making any bond claim. Given how straightforward it is to produce a thorough report, there is no justification for cutting corners.
What to Include in a Condition Report
A thorough condition report documents every part of the property, room by room:
For each room:
- Walls -- paint condition, marks, cracks, holes
- Ceiling -- stains, cracks, condition
- Floor -- type (carpet, timber, tile), stains, damage, wear
- Doors -- condition, operation, locks, handles
- Windows -- condition, operation, screens, locks, blinds or curtains
- Light fittings -- type, condition, working
- Power points -- condition, working
Kitchen:
- Oven, cooktop, rangehood -- condition, cleanliness, operation
- Dishwasher -- condition, operation
- Sink and tapware -- condition, leaks
- Benchtops, cupboards, drawers -- condition
- Tiles and grout -- condition
Bathrooms and laundry:
- Bath, shower, toilet, basin, tapware -- condition and operation
- Tiles, grout, screen -- condition
- Exhaust fan -- working
- Washing machine taps (laundry)
Exterior:
- Garden and landscaping -- condition
- Fencing and gates -- condition
- Driveway and paths
- Carport or garage -- condition, door operation
- Outdoor areas -- deck, patio, pergola
General:
- Smoke alarms -- presence, working status, battery type
- Keys -- number and type provided
- Meter readings -- electricity, gas, water
- Overall cleanliness standard
Photography Is Essential
Photographs dramatically strengthen a condition report, but only when they are:
- Linked directly to a specific item in the written report
- Time-stamped so there is no question about when they were taken
- Detailed enough to show the specific condition being documented
- Comprehensive -- every room, every fixture, and any existing damage
Photo files stored separately from the written report lose context. The best practice is to attach each photo directly to the relevant item in the report.
Routine Inspections: Rules Summary by State
The table below summarises the key rules for routine inspections during a tenancy:
| State / Territory | Maximum Frequency | Notice Required |
|---|---|---|
| NSW | 4 per year | 7 days |
| VIC | Every 6 months (not before 3 months) | 7 days |
| QLD | Every 3 months | 7 days (Form 9) |
| SA | Every 4 weeks | 7 to 14 days |
| WA | No fixed limit | 7 to 14 days |
| TAS | Every 3 months | 24 hours |
| ACT | Twice per year | 7 days |
| NT | Every 3 months | 7 days |
Routine inspections are your opportunity to catch maintenance issues early, confirm the property is being maintained appropriately, and build a documented history of the property's condition throughout the tenancy.
The Limitations of Paper Reports
Traditional paper condition reports carry real risks:
- Inconsistent detail across different inspections
- Illegible handwriting that tribunals struggle to interpret
- Photographs stored separately from the written report, losing their context
- No reliable timestamps on photos
- Reports that can be lost, damaged, or misfiled
- Difficulty sharing copies with tenants quickly
These weaknesses can cost you thousands in a bond dispute.
Going Digital
Digital condition reports address every limitation of paper:
- Structured templates ensure nothing is missed
- Integrated photography links each photo directly to the relevant report item
- Automatic timestamps on every entry and image
- Instant delivery to tenants via email or portal
- Cloud storage means reports are never lost
- Side-by-side comparison of entry and exit reports
- Professional presentation that carries weight at VCAT, QCAT, NCAT, and other tribunals
How Cleemo Helps with Property Inspections
Cleemo provides a modern digital inspection workflow designed for Australian landlords:
- Comprehensive room-by-room templates -- covering every item required by state legislation
- Integrated photography -- photos attached directly to inspection items with automatic timestamps
- Digital tenant review -- tenants can review the report and note amendments electronically
- Cloud storage -- all condition reports stored securely and accessible from any device
- Entry vs. exit comparison -- compare reports side by side for clear identification of changes
- Routine inspection scheduling -- schedule and document mid-tenancy inspections with the correct notice periods
- Full property timeline -- inspections alongside rent records, maintenance history, and communications
Frequently Asked Questions
What if the tenant does not return the condition report?
In Queensland, failure to return the report is taken as agreement with the landlord's description, and non-completion is an offence. In NSW, if the landlord has properly provided copies, the report stands. In Tasmania, the tenant must return the report within 2 days. Check your state's specific rules, but in most cases the landlord's report carries significant weight if the tenant does not engage with the process.
Can I conduct a routine inspection without the tenant present?
Yes. Tenants do not need to be present for routine inspections, though they must receive the correct notice and should be given the opportunity to be present if they wish. Entry condition reports and exit condition reports are best completed with the tenant present to avoid later disputes.
What qualifies as fair wear and tear?
Fair wear and tear is the gradual deterioration that results from normal, reasonable use of the property. Minor scuffs and marks on walls, faded paint, and light carpet wear in high-traffic areas are generally fair wear and tear. Large stains, holes, burns, broken fittings, and damage caused by misuse are generally not.
Are digital condition reports accepted by tribunals?
Yes. Australian tribunals and bond authorities accept digital condition reports. Well-organised digital reports with timestamped photographs are widely regarded as clearer and more reliable than handwritten paper reports.
Conclusion
The condition report is not just paperwork -- it is your primary legal protection for the bond and for any claim you may need to make at the end of a tenancy. Every Australian state and territory mandates these reports, and the quality of your documentation directly affects your ability to recover costs for tenant-caused damage.
A thorough, well-photographed, and properly delivered condition report, produced consistently at the start and end of every tenancy, is one of the most valuable habits a landlord can develop.
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