Entry condition reports: what to capture, why it matters, and how to do them defensibly

Why this is the most important document of the tenancy

The entry condition report is the document the exit condition report is compared against. Every bond claim turns on this comparison. If the kitchen tap is dripping at exit, the question the tribunal asks is: "was it dripping at entry?" — and the answer is whatever the entry condition report says.

A vague or absent entry condition report is the #1 cause of contested bond claims that go against the landlord at QCAT/NCAT/VCAT. Get this right and most bond disputes resolve themselves.

When and how it's required

Every Australian state requires an entry condition report at the start of every tenancy. The form is regulator-issued (RTA Form 1a in QLD, NSW Fair Trading equivalent, Consumer Affairs Vic Condition Report, etc.). The flow is:

1. Landlord/agent fills out their version of the report before the tenant moves in, room-by-room. 2. Two copies are given to the tenant at move-in (or within X days of move-in, depending on state — usually 3–7 business days). 3. Tenant has Y days to add their disagreements/additions and return one copy. Y is usually 7 days; check your state. 4. The signed-off report is filed; both parties keep a copy.

If the tenant returns the report with additions, don't argue every point — concede the small things, push back on the inflated ones. The tenant is usually trying to protect themselves, not stitch you up. A report with reasonable additions agreed to in writing is much stronger evidence than one returned blank.

What to record per room

For every room, the standard sections are:

• Walls — colour, condition, marks/holes/dents.
• Ceiling — condition, stains.
• Floor — type (carpet/timber/tile), condition, specific marks.
• Windows / window coverings — type, condition, working order.
• Doors / frames — condition, locks working.
• Light fittings / power points — count, working.
• Cleanliness — overall.
• Specific items — kitchen appliances, bathroom fixtures, garden, pool.

Be specific. "Wear" is not specific. "Carpet has a 3cm circular brown stain in the NE corner of the master bedroom, present at entry" is specific.

What to photograph

Photos with a date stamp are the gold standard. The Property Journal inspection wizard's per-room photos work for both entry and exit reports. Take photos of:

• Each room from each corner (so the whole space is captured).
• Any pre-existing damage you've noted in writing — photos of stains, marks, dents, scratches.
• Specific items the tenant might later dispute: tap fittings, door hardware, window screens, oven interior, microwave, dishwasher.
• Condition of the garden / lawn / pool fence at entry.

Don't rely on photos alone — they don't replace the written report — but they massively strengthen it.

Common things landlords miss at entry

• Smoke alarm condition. Photograph each alarm; note model + manufacture date if visible.
• Water marks under sinks and in bathrooms. A water mark at exit could be either pre-existing or new — note any at entry.
• Window coverings. Stains on curtains, frayed blinds, broken cords.
• Outdoor areas. Pool fence height, fence condition, garden state, retained walls, paving.
• Fixtures the tenant might consider "personal": light fittings, soap dishes, towel rails, curtain rods. These are usually the landlord's, but the tenant might assume they're free to remove or alter.
• Keys, fobs, garage remotes. Count and document at entry — this is what a "return all keys" claim relies on.

Handling disagreements at entry

The tenant's right to add disagreements isn't a problem — it's actually a feature. Their additions:

1. Make the document jointly verified. 2. Save you from arguments at exit ("the carpet was already stained when I moved in" → "yes, you noted that on the entry report, no claim from me"). 3. Are usually focused on protecting the tenant, not on inflating later claims.

If a tenant returns the report with additions you think are exaggerated, write back in plain English explaining why you disagree on a specific point. Don't ignore it; ignoring it just sets up a fight at exit.

Linking entry to exit

The exit condition report is structured the same way. The walk-through is room-by-room, comparing each item to the entry report. You'll have your strongest position when:

• The entry report is detailed.
• Both parties signed it (or the tenant returned it with additions and you both addressed those).
• You photographed everything at entry.
• The tenant is present at the exit walk-through.
• You photograph everything at exit.

In Property Journal, the inspection wizard supports both entry and exit condition reports with per-room photos and a print-ready layout. The bond refund wizard then references the line items defensibly. Together, they give you a paper trail every bond authority and tribunal will recognise.

What this means for you

Spend an hour on the entry condition report. Two hours if it's a complex property. The investment pays back twice over: in calmer end-of-tenancies, and in fewer escalated bond disputes.

> Not legal advice. Specific deadlines and form names vary by state — verify with your state regulator before relying on dates.