Picture this: you've lived in a rental for two years, kept it clean, and you're moving out. Then your agent tries to dock your bond for a scratch on the floorboards or a stain on the carpet that was there before you arrived. Without proof, it becomes your word against theirs — and that's a fight you can lose.
The humble condition report is your best defence. It's a written and photographic record of the property's state at the start of your tenancy, and across every Australian state and territory it carries real legal weight. Done properly, it can be the difference between walking away with your full bond and arguing over hundreds of dollars at a tribunal. Here's how to get it right.
What a condition report actually is
A condition report (sometimes called an entry condition report) is a document that records the condition of every room and fixture in your rental before you move in. It typically lists each area — walls, floors, windows, doors, fittings, appliances — with space to mark whether each is clean, undamaged, and working.
In most states the landlord or agent is legally required to give you one. In NSW, the landlord must provide a completed condition report before or at the start of the tenancy, and you should return your copy with your comments within 7 days. In Victoria, the rental provider must give you a report before you pay the bond. In Queensland, the lessor supplies a Form 1a Entry Condition Report, and you have 3 business days to add your comments and return it. In WA, you must receive two copies within 7 days of moving in and return one within 7 days of receiving it.
Why it matters so much
When you move out, the agent compares an exit inspection against your original condition report. If the report says the carpet was already stained or the wall already marked, you can't be charged for it. If the report is blank, vague, or never returned, you lose that protection. Tribunals like NCAT (NSW), VCAT (VIC) and the QCAT-linked RTA process (QLD) rely heavily on these documents when deciding bond disputes.
Don't just tick boxes. If the agent has already marked everything as “good” and “clean”, that does not bind you. Add your own honest comments and disagree in writing where you need to — a pre-existing mark you fail to note becomes your problem at move-out.
How to complete yours the right way
Set aside a couple of hours and work through the property methodically before you've unpacked, while it's still empty.
- Go room by room. Don't skip the laundry, balcony, garage or garden. Test taps, the oven, the rangehood, smoke alarms, heating and cooling, and every light switch.
- Be specific in your notes. “Scratch approx 15cm on left of bedroom 2 floorboard near window” beats “floor damaged”. Detail is what wins disputes.
- Photograph and video everything. Take clear, well-lit photos of existing marks, stains, chips, mould, worn carpet and any damage. Capture wide shots of each room too.
- Timestamp your evidence. Make sure your phone's date stamp is on, or email the photos to yourself so there's a verifiable date. Some renters email the whole set to the agent so there's a record on both sides.
- Note what's clean — and what isn't. If the property wasn't professionally cleaned, record it. You can't be asked to return it cleaner than you received it.
- Return it on time. Sign, keep a copy, and submit within your state's deadline. Late or missing reports weaken your position.
A few common traps
Watch for reports that arrive pre-filled with no detail, agents who pressure you to sign on the spot, and properties handed over “as is” verbally with no written record. None of these protect you. If you never receive a report at all, document the property yourself with dated photos and email the agent noting that no report was provided — your own evidence still helps.
Keep it safe until move-out
Store your signed report and all photos somewhere you won't lose them — a dedicated email folder or cloud drive is ideal. When it's time to leave, do your exit clean, then re-photograph each room from the same angles. Comparing your before-and-after evidence is the most persuasive case you can present if a deduction is ever proposed.
If a dispute does arise, contact your state's tenancy body early: NSW Fair Trading, Consumer Affairs Victoria, the Residential Tenancies Authority in Queensland, or the relevant authority in your state. Most offer free advice and a dispute resolution pathway before things escalate to a tribunal.
A condition report takes an afternoon to do well and can save you hundreds — sometimes thousands — of dollars in bond. Treat it as one of the most important documents of your entire tenancy, not a formality to rush through on moving day.
Thinking about a property, or want to know what other renters have experienced with a landlord or agent before you sign? Search your address on Rentr to read and share honest reviews of Australian rentals — and move in with your eyes open.