Entry Condition Reports in Australia: Everything Tenants Need to Know
Moving into a rental property in Australia? There's one important step you shouldn't overlook: completing your entry condition report.
Whether you're renting in Australia for the first time or relocating from overseas, this document could save you hundreds or even thousands of dollars when your tenancy eventually ends.
An entry condition report records the condition of your rental property when you first move in. It establishes which marks, damage, cleanliness issues or maintenance problems already existed before you started living there.
And although it might seem like just another piece of paperwork, completing it properly is one of the best ways to protect yourself against disputes over your rental bond.
At Relocation Services Australia, we help individuals and families navigate the Australian rental market, including the practical arrangements involved in securing and moving into a new home.
In this guide, we'll explain what an entry condition report is, why it matters, how to complete one thoroughly, what to photograph and what to do if you disagree with your property manager's assessment.
1. What Is an Entry Condition Report?
An entry condition report is a document that records the condition of a rental property at the beginning of a tenancy.
Depending on the Australian state or territory, it may also be called an:
Ingoing condition report.
Property condition report.
Rental condition report.
Inspection sheet.
Although the terminology differs, the general purpose is the same: to establish an accurate record of the property's condition before you begin living there.
The report typically documents the cleanliness, existing damage and working condition of different areas of the property.
This may include:
Walls, ceilings and flooring.
Doors, windows and blinds.
Kitchens and bathrooms.
Appliances and fixtures.
Built-in wardrobes and storage.
Balconies, garages and outdoor areas.
Furniture or other items included with the rental.
Who prepares the entry condition report?
In most Australian states and territories, the landlord or property manager prepares the initial report.
They inspect the property and record their assessment of its condition, generally before or around the beginning of your tenancy.
You then have an opportunity to review the report, inspect the property yourself and record any disagreements or additional observations.
This is an important distinction.
You do not have to automatically agree with everything your property manager has written.
If something is described as clean, undamaged or working, but you discover otherwise, you should record your own assessment.
2. Why Is the Entry Condition Report So Important?
The entry condition report can become an important piece of evidence when your tenancy ends.
When you move out, the property manager will generally inspect the property and compare its condition with the condition recorded when you moved in.
If they identify damage, missing items or cleanliness issues, they may seek compensation or claim deductions from your rental bond.
But what happens if the damage was already there?
An example: Scratched timber flooring
Imagine moving into an apartment with several scratches across the timber flooring.
You notice the scratches when you first collect your keys but don't record them in your entry condition report.
Twelve months later, you're preparing to move out.
During the final inspection, the property manager identifies those scratches and raises concerns about damage to the flooring.
You explain that the scratches were already present when you moved in.
However, without photographs or written documentation, establishing that they were pre-existing could become much more difficult.
Now imagine that you had recorded the scratches in your original condition report and taken clear photographs.
You would have evidence showing that the damage existed before your tenancy began.
This could help you challenge an incorrect claim against your rental bond.
Does the condition report determine who is responsible for damage?
Not automatically.
A condition report is evidence of the property's condition. Responsibility for damage still depends on the circumstances and applicable tenancy laws.
However, a thorough report can be extremely valuable when determining whether damage occurred before or during your tenancy.
Our tip: Treat the entry condition report as protection for your money, not simply another form to complete when moving in.
3. Don't Automatically Agree With Your Property Manager's Assessment
When you receive your entry condition report, you'll generally find that the property manager has already recorded their observations.
Reports commonly describe items or areas using terms such as:
Clean: The item or area has been assessed as clean.
Undamaged: No damage has been recorded.
Working: The fixture or appliance has been assessed as functioning.
However, an agent's assessment may not reflect everything you discover when you inspect the property yourself.
For example:
The report says the oven is clean, but you discover grease and food residue inside.
The living room carpet is described as undamaged, but there are several visible stains.
The bathroom tap is recorded as working, but it leaks continuously.
The bedroom blinds are marked as undamaged, but one of the mechanisms is broken.
In these circumstances, you should record your disagreement in the appropriate section of the report and describe what you've found.
Why shouldn't you simply tick every box?
Because signing a report without reviewing it carefully may leave you with an incomplete record of the property's starting condition.
In some jurisdictions, failing to return the report within the required timeframe can also have consequences, including being taken to have accepted the landlord's assessment.
Our tip: Inspect the property thoroughly before agreeing with the report. Record anything that is inaccurate, even if the issue seems minor.
4. How Long Do You Have to Return Your Entry Condition Report?
One of the most important things to understand is that entry condition report deadlines differ between Australian states and territories.
There isn't one Australia-wide rule.
Some jurisdictions calculate the deadline from when you take possession of the property, while others calculate it from when you receive the report.
Entry condition report deadlines by state and territory
State or territory | Return timeframe |
New South Wales (NSW) | Within 7 days of being given possession of the property |
Victoria (VIC) | Within 5 business days of moving in |
Queensland (QLD) | Within 7 days after the later of occupying the property or receiving the report |
Western Australia (WA) | Within 7 days of receiving the report |
South Australia (SA) | Complete and return the inspection sheet promptly; check the current applicable requirements |
Tasmania (TAS) | Within 2 days of receiving the report |
Australian Capital Territory (ACT) | Within 2 weeks of moving in |
Northern Territory (NT) | Within 5 business days of receiving the report |
These are general timeframes for standard residential tenancies. Different rules may apply to certain types of accommodation or tenancy arrangements. Always check the current requirements of your state or territory.
Why are these deadlines important?
If you're moving to Australia from overseas, you may be particularly busy during your first few days.
You might be collecting keys, arranging utilities, purchasing furniture, starting a new job or organising your children's school enrolments.
It's easy to forget about the condition report until the deadline is approaching.
Unfortunately, leaving it until the last minute increases the likelihood of missing important details.
Our tip: Set aside dedicated time to complete your entry condition inspection as soon as you have access to the property.
Ideally, inspect and photograph the home before unpacking your belongings or arranging furniture.
An empty property is much easier to inspect thoroughly.
5. Photograph Absolutely Everything Before Moving In
Photographs and videos are some of the most useful evidence you can collect when completing your entry condition report.
A written description is important, but photographs can provide a much clearer record of the property's appearance.
And you shouldn't only photograph obvious damage.
What should you photograph?
We recommend taking photographs of:
Every room from multiple angles.
Walls, ceilings, floors and skirting boards.
Inside cupboards, drawers and wardrobes.
Windows, flyscreens and blinds.
Bathrooms, sinks, showers and toilets.
Kitchen appliances and benchtops.
Balconies, garages and outdoor areas.
Any furniture or equipment included with the property.
For larger rooms, take several wide-angle photographs showing the overall condition.
Then take additional close-up photographs of individual areas or items.
How should you photograph existing damage?
If you identify damage, take both:
A close-up photograph showing the damage clearly.
A wider photograph showing where the damage is located.
For example, if there's a scratch on a bedroom door, take one photograph showing the entire door and another showing the scratch itself.
This establishes both the nature and location of the damage.
Should you keep the original photographs?
Yes.
Keep the original images and their date information wherever possible.
Avoid relying exclusively on photographs sent through messaging applications, particularly if they're compressed or lose their original metadata.
Store your photographs in a secure folder alongside your completed entry condition report.
Our tip: A comprehensive photographic record can be invaluable if a disagreement arises at the end of your tenancy. It's far easier to document the property when you first move in than to reconstruct what it looked like months or years later.
6. Record Even the Smallest Marks and Scratches
Minor cosmetic damage can easily be overlooked during an inspection, particularly when you're moving into a large or unfurnished property.
However, small marks can become significant when a landlord or property manager is comparing the property's condition at the end of your tenancy.
What should you look for?
Pay particular attention to:
Scuff marks and chipped paint.
Nail holes, picture hooks and wall anchors.
Carpet stains, burns and fraying.
Scratches and dents in timber flooring.
Cracked or loose tiles.
Water stains and peeling ceiling paint.
Damaged skirting boards.
These issues aren't necessarily difficult to identify, but they require attention to detail.
Be specific when describing damage
Avoid vague comments such as: "Marks on walls."
Instead, provide a description identifying the type of damage, its approximate size and its location.
For example: "Three black scuff marks, approximately 10 cm long, on the lower section of the living room's western wall."
Another example might be: "Two scratches approximately 15 cm long on the timber flooring immediately inside the main bedroom doorway."
Precise descriptions make it much easier to identify and compare the same damage later.
Our tip: Describe the damage as though someone who has never seen the property needs to locate it using only your written explanation.
7. Don't Just Look at the Kitchen — Test Everything
A kitchen can look perfectly clean and well-maintained while still containing faulty appliances or damaged fixtures.
During your entry condition inspection, check not only the appearance of the kitchen but also whether the included appliances and fixtures operate correctly.
Kitchen inspection checklist
Check the condition and operation of:
Oven and stovetop.
Rangehood and extractor fan.
Dishwasher.
Refrigerator and microwave, if included.
Kitchen taps and sink.
Cupboard doors, hinges and drawers.
Benchtops, splashbacks and seals.
Look for signs of:
Grease and food residue.
Chipped or scratched surfaces.
Rust or corrosion.
Water leaks.
Broken shelving.
Damaged hinges.
Loose handles.
Don't forget the inside of appliances
Open the oven, dishwasher, cupboards and drawers.
An oven may look clean from the outside while containing significant grease or residue.
Similarly, cupboards can appear to be in good condition until you inspect their internal shelves, hinges and surfaces.
Photograph these areas before using them.
What if an appliance doesn't work?
Record the problem in your entry condition report, but also notify your property manager separately if repairs are required.
The condition report establishes that the problem existed. It doesn't necessarily mean that a maintenance request has been raised or repairs have been scheduled.
Our tip: Photograph the inside of your oven, dishwasher and kitchen cupboards before using them. Existing grease, stains and damage should be documented from the beginning.
8. Pay Particular Attention to Bathrooms and Water Damage
Bathrooms and laundries are common areas for discovering issues that may not have been obvious in property listing photographs.
Water damage, deteriorating seals, mould and leaks can develop into more significant problems if they aren't identified and addressed.
Bathroom and laundry inspection checklist
Inspect:
Showers, baths, sinks and toilets.
Grout, silicone and seals.
Mirrors and vanity cabinets.
Taps and showerheads.
Exhaust fans.
Washing machine connections.
Included laundry appliances.
What signs of damage should you look for?
Pay particular attention to:
Mould and mildew.
Water stains or discolouration.
Cracked tiles.
Deteriorating silicone or grout.
Leaking taps and showerheads.
Water damage inside vanity cupboards.
Swollen cabinetry.
Signs of moisture around floors and walls.
Some of these issues may be cosmetic, while others can indicate ongoing maintenance problems.
What if you discover mould or an active leak?
Document the condition with photographs and notify your property manager promptly.
If the problem appears ongoing, don't treat it as merely a cosmetic defect.
Depending on the circumstances, mould or water damage may require maintenance or investigation.
Our tip: Record pre-existing water damage in your condition report and report any active leaks or potential health and safety concerns separately.
9. Check That Doors, Windows, Blinds and Locks Work
Doors, windows and other moving fixtures are easy to overlook during an inspection.
They may appear undamaged at first glance but fail to operate properly when you start using them.
What should you test?
Internal and external doors.
Window locks and latches.
Sliding doors and tracks.
Flyscreens and security screens.
Blinds, curtains and curtain tracks.
Wardrobe and cupboard doors.
Garage doors and remote controls.
Open and close each door and window, where safe and practical.
Check whether handles are secure, locks operate correctly and sliding doors move along their tracks without difficulty.
What problems should you record?
Examples include:
Broken or loose door handles.
Stiff or faulty locks.
Missing keys.
Torn flyscreens.
Damaged blinds.
Broken curtain tracks.
Sliding doors that don't close properly.
Garage remotes that don't function.
A blind that was already damaged when you moved in should be documented.
Otherwise, there may be disagreement later about whether you're responsible for repairing or replacing it.
Our tip: Even if an issue seems insignificant, record it accurately. A small defect can become more noticeable over time.
10. Make Sure Heating, Air Conditioning and Electrical Fixtures Work
If your rental includes air conditioning, heating, ceiling fans or other electrical fixtures, check their operation.
A fixture may look perfectly fine while not functioning correctly.
What should you check?
Look for:
Air conditioners that don't cool or heat properly.
Broken or missing remote controls.
Noisy or malfunctioning ceiling fans.
Lights that don't operate.
Damaged power points or switches.
Faulty exhaust fans.
Visible electrical safety concerns.
Check normal operating functions where safe to do so.
However, do not attempt to dismantle appliances, test damaged wiring or repair electrical equipment yourself.
What if you discover an electrical fault?
Record the issue and notify your property manager promptly.
If you discover exposed wiring, damaged electrical fittings or another potential safety hazard, avoid using the affected equipment and report the concern immediately.
Electrical repairs should be carried out by appropriately licensed professionals.
Our tip: Remember that the condition report records the problem. It isn't a substitute for requesting repairs, particularly where safety is involved.
11. Don't Forget Outdoor Areas, Garages and Storage
Your entry condition report should cover relevant outdoor areas and fixtures included with your rental property.
This applies whether you're renting a freestanding house, townhouse or apartment.
Outdoor inspection checklist
Depending on your property, inspect:
Balcony tiles, railings and drainage.
Gardens, lawns and garden beds.
Fences, gates and outdoor taps.
Garage doors and storage cages.
Driveways and parking areas.
Outdoor lighting.
Included outdoor furniture or equipment.
Record existing stains, cracks, broken fixtures, damaged fencing and overgrown gardens.
Why is documenting the garden important?
If your rental property includes a garden or lawn, its original condition can become relevant when discussing maintenance responsibilities at the end of your tenancy.
For example, imagine moving into a property where the garden beds are already overgrown and several plants are in poor condition.
Without photographs or written documentation, it may become difficult to establish their original condition.
Our tip: Photograph gardens, lawns and outdoor areas before moving in. This helps establish a clear starting point for future maintenance discussions.
12. Understand the Difference Between Fair Wear and Tear and Tenant Damage
Not every sign of use is considered tenant damage.
Australian tenancy laws generally distinguish between fair wear and tear and damage for which a tenant may be responsible.
Understanding this distinction is important when moving out and discussing potential deductions from your rental bond.
What is fair wear and tear?
Fair wear and tear generally refers to the gradual deterioration of a property through ordinary, everyday use over time.
Examples may include:
Gradual carpet wear in high-traffic areas.
Paint fading over time.
Ordinary ageing of fixtures and surfaces.
What is tenant damage?
Tenant damage generally refers to deterioration beyond fair wear and tear for which a tenant may be legally responsible, depending on the circumstances.
Examples might include:
A broken window caused by an accident.
A large burn mark in a carpet.
Damage caused by careless or improper use.
However, responsibility depends on the specific facts and relevant tenancy laws.
Does the age of the property matter?
Yes.
The age, condition and expected lifespan of materials and fixtures can be relevant when assessing damage and compensation.
For example, a landlord generally cannot expect an older rental property to be returned in brand-new condition.
A tenant is not ordinarily responsible for restoring deterioration caused by normal use over time.
Our tip: A thorough entry condition report is useful not only for recording pre-existing damage, but also for establishing the overall age and condition of the property when your tenancy began.
13. What If You Disagree With Your Property Manager's Condition Report?
You might receive a condition report stating that every room is clean, undamaged and in working order.
But after inspecting the property, you identify stains, broken fixtures or appliances that aren't functioning.
You are entitled to record your own observations and disagreements in accordance with the reporting process that applies in your state or territory.
What should you do?
Step 1: Record your disagreement
Identify the relevant item or section in the report and indicate that you disagree with the agent's assessment.
Step 2: Describe the condition accurately
Explain exactly what you've found, including its location and extent.
Step 3: Take supporting photographs
Photograph or video the relevant issue, ideally showing both a close-up and its location within the room.
Step 4: Return the amended report
Submit your completed report within the applicable deadline.
Step 5: Keep a copy
Save the completed report, photographs, correspondence and evidence of submission.
What if the property manager disputes your comments?
Keep your supporting evidence and written correspondence.
Try to resolve any disagreement directly, but remember that tenancy authorities and dispute resolution processes are available if necessary.
Our tip: Be factual and specific. Clear descriptions and photographs are more useful than simply stating that a property is in poor condition.
14. What If You Discover Damage After Submitting Your Condition Report?
Sometimes problems only become obvious after you've spent several days living in a property.
For example, you might discover:
A leaking appliance.
An intermittent electrical fault.
A window that doesn't close properly.
A plumbing issue that only occurs occasionally.
A faulty air-conditioning system.
What should you do?
Don't ignore it.
Notify your property manager in writing as soon as possible.
Include:
A description of the issue.
The date you first noticed it.
Photographs or videos where appropriate.
Details of any repairs required.
Ask for the issue to be recorded and for any necessary maintenance to be arranged.
Does discovering an issue after the deadline mean you're responsible?
Not automatically.
Discovering a defect after the condition report deadline doesn't necessarily mean you caused it.
However, amending the original report may require agreement or a separate process, depending on your state or territory.
For this reason, written evidence showing when you discovered and reported the problem can be particularly valuable.
Our tip: Keep a written record of any issues discovered after moving in, even if you've already submitted your entry condition report.
15. What If Your Lease Starts Before You Arrive in Australia?
One of the advantages of using a relocation consultant is the possibility of securing a rental property before you arrive in Australia.
At Relocation Services Australia, we regularly assist clients who are still overseas when their rental applications are approved.
However, this can create an additional consideration.
What happens if your lease starts before you arrive, and your entry condition report is due before you've had the opportunity to inspect the property yourself?
Why can this be complicated?
Entry condition report deadlines are governed by state or territory tenancy laws.
Depending on where your property is located, your reporting timeframe may begin before you've physically arrived in Australia.
For example, you might secure a rental that begins two weeks before your international flight.
If the applicable reporting deadline expires during that period, you could miss the opportunity to submit your observations within the usual timeframe.
How do we manage this for our clients?
This is a situation we've regularly navigated.
We've previously arranged with property managers for an agreed reporting period to begin when our clients collect their keys and can personally inspect the property.
These arrangements are discussed with the property manager in advance so everyone understands the expected process.
Importantly, any special arrangement needs to comply with applicable tenancy laws and should be confirmed in writing.
An agreement with a property manager should not be assumed to override a statutory deadline.
What should you do if you're renting before arriving?
Raise the issue before your tenancy begins.
Discuss:
When your lease officially starts.
When you'll arrive in Australia.
When you'll be able to inspect the property.
The applicable condition report deadline.
Whether an appropriate alternative inspection or reporting arrangement can be made.
Our tip: Don't assume your condition report deadline will automatically be extended because you're still overseas. Clarify the arrangements before your lease begins.
16. The Seven Biggest Entry Condition Report Mistakes Tenants Make
Even experienced renters can make mistakes when completing an entry condition report.
Here are seven common issues to avoid.
Mistake 1: Rushing through the report
Don't assume your property manager has identified and recorded every existing issue.
Take the time to inspect the entire property.
Mistake 2: Taking too few photographs
Photograph every room, not just areas with obvious damage.
A comprehensive record will be much more useful than a handful of isolated photographs.
Mistake 3: Writing vague descriptions
Descriptions such as "dirty kitchen" or "marks on the walls" don't provide much detail.
Explain exactly what is dirty, damaged or faulty and where the issue is located.
Mistake 4: Forgetting to test appliances
A clean-looking oven isn't necessarily a functioning oven.
Check appliances and fixtures as thoroughly as you safely can.
Mistake 5: Ignoring outdoor areas
Balconies, gardens, garages, storage cages and parking areas can all contain damage that should be documented.
Mistake 6: Missing the return deadline
Some states and territories provide only a few days to return your report.
Know the deadline and complete the inspection promptly.
Mistake 7: Failing to keep a copy
Always save the completed report, supporting photographs and confirmation that you submitted everything.
You may need these records when your tenancy ends, potentially years later.
Our recommendation: Complete your entry condition report before unpacking wherever possible. It is much easier to inspect and photograph an empty property than one filled with furniture and belongings.
17. Your Move-In Inspection Checklist
Use this checklist when completing your entry condition report.
Photograph every room before unpacking.
Document pre-existing wall and floor damage.
Check bathrooms for mould, leaks and damaged seals.
Test included appliances and fixtures safely.
Check doors, windows, locks and flyscreens.
Inspect cupboards, wardrobes and storage areas.
Check balconies, parking and outdoor areas.
Record existing cleaning issues.
Return the report within your state's applicable deadline.
Save a copy of the completed report and supporting photographs.
You may also wish to photograph utility meter readings and note the number of keys, access cards and remote controls provided when your tenancy begins.
18. Moving to Australia? We're Here to Help
Finding the right rental property is only one part of relocating to a new country.
From understanding the rental application process to navigating inspections, tenancy agreements and practical moving arrangements, there's a lot for newcomers to learn.
At Relocation Services Australia, we help make the process easier.
Our team assists individuals and families relocating to Australia with:
Suburb selection and recommendations.
Rental property searches.
Property inspections on your behalf.
Rental application preparation.
Communication with property managers.
Practical relocation arrangements and ongoing support, depending on your package.
One of our key services is helping clients secure rental accommodation while they're still overseas.
This can allow you to avoid an extended stay in temporary accommodation, potentially saving considerable time and money.
We also understand the additional challenges that can arise when your tenancy begins before you've arrived in Australia, including organising access, key collection and entry condition reporting arrangements.
Planning Your Move to Australia?
Whether you're relocating for employment, study or family reasons, our team can help you navigate the Australian rental market and prepare for your new life.
Contact Relocation Services Australia to discuss your relocation plans and find out how we can assist.
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