Victoria Entry Condition Report: Property Manager's Step-by-Step Guide (2026)

The Victorian entry condition report serves a specific and powerful legal function under Section 35 of the Residential Tenancies Act 1997 (Vic): it creates "conclusive evidence" of the property's condition at the start of the tenancy. This is a stronger evidentiary standard than in most other states, where condition reports are important but not treated with the same binding legal force.

In practice, this means that if your entry condition report records a wall as being in good condition and the renter does not dispute that assessment in writing within 5 business days of moving in, the wall's entry condition is legally established. When a bond dispute reaches the Victorian Civil and Administrative Tribunal (VCAT) twelve months later, the entry condition report is the starting point — not something you need to prove or reconstruct from notes and memory.

The report is distinct from, and more important than, photographs or verbal agreements. Photographs support and illustrate what the report records, but it is the report itself — signed by the rental provider and (where returned within 5 business days) by the renter — that sets the legal baseline.

Every property manager who delivers a well-photographed, thoroughly completed entry condition report before a renter enters occupation is in a strong position for the entire tenancy. Every property manager who rushes, uses vague descriptions, or delivers the report after the renter has already moved in is carrying unquantified risk for the following twelve to twenty-four months.

This guide focuses entirely on the entry side of the VIC condition report: how to prepare for it, conduct it, document it, and deliver it in a way that holds up at VCAT. For the legal framework and obligation detail, see our Victoria condition report requirements guide. For the exit process, see exit condition report Victoria.

The entry condition report in Victoria must be completed using the prescribed form. Since the March 2021 reforms under the Residential Tenancies Amendment Act 2018, that prescribed form is Form 4 of the Residential Tenancies Regulations 2021 (Vic). Consumer Affairs Victoria publishes the current Form 4 as a downloadable document from consumer.vic.gov.au.

Form 4 is divided into two major sections. The rental provider's section is completed before the renter enters occupation and records the property's entry condition. The renter's section — completed and returned within 5 business days of move-in — allows the renter to agree with or add comments to any item in the rental provider's section.

Form 4 is structured room by room. Standard sections include the entry area and hallways, each living area, each bedroom, the kitchen, each bathroom and toilet (separate sections where there are multiple), the laundry, and outdoor areas including the garden, fencing, garage, and any shed or outbuilding. For each room, Form 4 covers individual items: walls, ceiling, floor surface, windows and window coverings, door and door hardware, light fittings, and fixtures specific to that room — the cooktop, oven, and rangehood in the kitchen; bath, shower, and vanity in the bathroom; and so on.

For each item, Form 4 provides space for a written description of the item's condition ("good condition, no marks"; "carpet, beige, slight traffic mark near doorway") and a reference column for noting that photographs exist. A "not applicable" option is available where an item does not exist in the property.

What Form 4 does not do is constrain you to a tick-box rating system. The VIC prescribed form is description-based, not rating-scale-based. This gives more flexibility to record precise observations — but it also means that vague entries such as "good" carry less evidentiary weight than a specific, verifiable description.

Agencies using digital inspection software should confirm that the platform's VIC output matches Form 4's structure: description-based, covering all mandatory rooms and items, and generating separate clearly identified sections for the rental provider and the renter. Using a generic multi-state template that does not satisfy Form 4's requirements means the report does not carry the conclusive evidence protection under Section 35.

A well-completed entry condition report starts before you arrive at the property. The following preparation steps make a material difference to the quality and speed of the entry inspection.

Schedule the entry inspection before the final clean and maintenance walkthrough. The condition report must record the property's condition before the renter's belongings are present — after cleaning and any maintenance, but while the property is still vacant. An inspection conducted while furniture is being moved in cannot accurately document floors, storage interiors, or many wall surfaces.

Prepare your Form 4 template in advance. If you use inspection software, configure it for the specific property: the number of bedrooms, number of bathrooms, and specific inclusions listed in the rental agreement (particular appliances, furniture for furnished tenancies, pool or spa equipment, garden shed). Setting up the template in the office takes ten minutes and removes it from the on-site inspection task list.

Check the tenancy agreement's inclusion list. Every item listed as a tenancy inclusion must be documented in the entry condition report. If the tenancy includes curtains, blinds, specific appliances, or furniture, those items need to be in the condition report with their condition noted. An inclusion absent from the entry report cannot be claimed against the bond at exit.

Charge your devices and clear your storage. For a thorough entry condition report with photographs, you will take between 50 and 150 images. Arrive at the inspection with a full battery, sufficient storage space, and a backup plan — a second device, or inspection software with automatic cloud backup.

Carry the signed tenancy agreement. Having the agreement on hand lets you cross-reference the inclusion list, confirm the move-in date (for calculating the renter's 5-business-day return window), and sign the completed report on-site.

Work through the property systematically. Use the Form 4 structure as your sequence — starting at the front of the property and working through each room in order — so that nothing is overlooked and the report can be reviewed in the same sequence by the renter and, if needed, by VCAT.

Entrance and hallways. Check the front door and lock (note key counts issued), the entry floor surface, walls, ceiling, and light fittings. For hallways, pay attention to walls at shoulder height where scuff marks accumulate, skirting boards, and any built-in storage.

Living areas. Walls (all four walls, including below windows and around power points and light switches), ceiling (note any water marks, staining, or previous repairs), floor surface, windows and flyscreens, window coverings (note blinds and curtains by type and current condition), light fittings, and any fixed inclusions such as a wall-mounted bracket, fireplace, or split-system air conditioner.

Bedrooms. For each bedroom: all four walls, ceiling, floor, windows and flyscreens, built-in wardrobe interiors (shelves, hanging rails, and the floor inside the wardrobe), door condition and hardware. Note ceiling fans and any wall-mounted or portable heating or cooling units listed as inclusions.

Kitchen. This room requires the most detailed documentation because the oven, cooktop, rangehood, and benchtops are among the most frequently disputed items at VCAT. For each: describe the interior of the oven (cleanliness, any marks on the base, sides, or door glass), the cooktop (elements or burners and their cleanliness), the rangehood (filter condition, light), the benchtop surfaces (material and any existing marks or scratches), all cupboards inside and outside, the sink and tapware, and the dishwasher if present (interior, racks, and filter).

Bathrooms. Shower tiles and grout (note any existing mould or discolouration), shower screen and seals, bath if present, toilet bowl and cistern, vanity and mirror, exhaust fan, tapware. For each bathroom, note the conditions specifically — baths and shower screens are frequently disputed at exit.

Laundry. Tub and tapware, walls (often subject to splash marks), floor, and the washing machine if it is a tenancy inclusion (exterior condition and any notes about visible defects).

Outdoor areas. Garden beds and lawns (their condition at entry sets the standard the renter is expected to maintain), patios and balconies, clothesline, letterbox, fencing, garage or carport including the floor surface, and any shed or outbuilding. If the property has a pool or spa, note the condition of the pool equipment and fencing separately.

Written descriptions, not just condition labels. For every item, write a description specific enough to answer the question: "If I look at this item at exit, will I be able to tell whether anything changed?" "Walls — white paint, no marks or scuffs" is adequate. "Good" is not. "Carpet — grey, short pile, small circular stain approximately 30mm near the east-facing window, pre-existing" is a complete entry record. "Carpet — fair" will not assist VCAT in establishing what changed during the tenancy.

Victoria's Residential Tenancies Act 1997 does not prescribe photographs as a mandatory element of the entry condition report. But "conclusive evidence" is only as conclusive as the supporting documentation — and VCAT consistently gives significantly more weight to condition reports backed by timestamped photographs linked to specific items.

The practical photography protocol for a VIC entry condition report:

Photograph every room from two positions. A wide shot from the doorway showing the overall room condition — walls, floor, and ceiling in the same frame — and a second shot from the opposite corner to capture what the first shot missed. These whole-room photographs establish the general condition before the close-up detail.

Photograph every item for which you have written a description. Anything with a written note — existing marks, staining, pre-existing damage, specific conditions worth recording — should have at least one close-up photograph. The photograph and the written description work together: the description explains what the photo shows; the photo demonstrates what the description records.

Prioritise high-friction items. Ovens, carpets, bathrooms, and walls are the most frequently disputed items at VCAT. For the oven: interior from the front, interior base, rear wall of the oven cavity, racks pulled out, and the door glass. For carpets: the overall floor surface from the doorway, plus close-ups of any staining, traffic marks, or pre-existing wear. For bathrooms: tiles and grout, shower screen and seals, toilet bowl, and vanity surface.

Photograph any pre-existing damage you have noted in the report. If the entry report records "small chip on the edge of the benchtop, lower left of the sink," there must be a photograph of that chip. Pre-existing damage recorded only in words — without a photograph — can be challenged more easily by a renter who claims the defect appeared during the tenancy.

Ensure timestamps are accurate. The photograph's embedded metadata (date and time) is the primary timestamp. Ensure your device's date and time are correctly set before the inspection begins. Inspection software that attaches timestamps to image files or overlays the capture time on the image adds a second layer of confirmation.

Take photographs in the same sequence as the condition report. When you assemble the entry evidence package for a future bond claim, photographs organised room by room in the same order as the report are far easier to cross-reference than an unorganised folder of 120 images.

Section 35 of the Residential Tenancies Act 1997 (Vic) is clear on timing: the rental provider must give the renter two copies of the completed and signed entry condition report — or one electronic copy — before the renter enters occupation of the premises.

This is a pre-occupation obligation, not a day-of-move-in obligation. The report must be in the renter's hands before they receive the keys. For property managers this means:

Complete and sign the entry section at the pre-tenancy inspection. Do not wait until handover day to finalise the condition report. Complete the inspection during the pre-tenancy walkthrough (or immediately after, on the same day), sign it, and have it ready before the renter takes possession.

For paper delivery: Provide two printed copies, both signed. The renter keeps one and uses the other to complete their section and return it. Retain your own signed original.

For electronic delivery: A single electronic copy satisfies the Residential Tenancies Act 1997 requirement. Email the completed and signed report to the renter before key handover and retain a delivery confirmation showing the date and time the renter received it. Digital inspection software generates a timestamped delivery record automatically — this is both more convenient and more defensible than paper, because you have proof of exactly when the report was delivered.

Sign before you send. The rental provider or their authorised agent must sign the entry section before it is given to the renter. An unsigned entry condition report does not satisfy the Section 35 obligation.

Note the renter's return deadline at the time of delivery. The renter has 5 business days from their move-in date (as recorded in the rental agreement) to complete their section and return it. Calculate and note that deadline at the time of delivery — doing it now means you will not overlook the follow-up when you are busy a week later.

Once you have provided the signed entry condition report to the renter, the focus shifts to managing the return. The renter has 5 business days from their move-in date to inspect the property, complete their section of the condition report noting any items they disagree with, and return a signed copy to the rental provider or their agent.

Business days, not calendar days. In Victoria, the return period is 5 business days — not 5 calendar days, and not 7 days as in NSW and WA. A renter who moves in on a Monday has until the following Monday (5 weekday business days later) to return their section.

If the renter returns the report with no amendments: The condition report — rental provider's entry section and renter's signed acknowledgement — is the agreed baseline for the tenancy. File it securely alongside the entry photographs in a location that will remain accessible for at least 2 years after the tenancy ends.

If the renter returns the report with comments: Review each point of disagreement. If a renter notes an item you missed — "bathroom tiles, cracked grout at base of shower" — acknowledge it and add the note to the tenancy record alongside a photograph if possible. If the renter disputes something you believe is accurately documented and photographed, note the disagreement on file. Both the rental provider's assessment and the renter's comment sit in the record. The formal mechanism to resolve a genuine dispute is Section 35A (discussed below).

If the renter does not return the report within 5 business days: Under Section 35, the rental provider's completed and signed entry section stands as the record of the property's condition at the start of the tenancy. Document the fact that no return was received by the deadline — a brief file note with the date is sufficient. This may matter if the renter later attempts to raise an entry condition dispute without having made any written comment at the time.

Send a reminder at 3 business days. A brief email — "Just a reminder that your condition report section is due back by [date]" — reduces the likelihood of a non-return and creates a documented communication trail showing you gave the renter a reasonable opportunity to complete their review.

Under Section 35A of the Residential Tenancies Act 1997 (Vic), either the rental provider or the renter can apply to VCAT to amend a condition report they believe is inaccurate or incomplete. The application must be made within 30 days of the rental agreement commencing — this is a strict window introduced by the March 2021 reforms.

For property managers, the most common scenario is a renter who returns their section with comments you believe do not accurately reflect the entry condition — typically, a renter rating an item as in worse condition than your photographs and written descriptions show.

Rather than carrying a disputed entry item into the tenancy record without a resolution, a Section 35A application asks VCAT to review the specific disputed item and make a determination. VCAT considers your entry photographs, the renter's written comments, and any relevant communications between the parties. A rental provider with clear, dated photographs showing an item in good condition at entry has a strong position; a rental provider without photographs faces a harder case.

In practice, most entry condition disagreements are resolved directly between the rental provider and the renter without requiring a VCAT application. But knowing the Section 35A mechanism exists — and that it has a 30-day window — means you can assess any significant dispute promptly rather than letting it lapse.

For the full Section 35A procedure, what VCAT considers, and how to prepare an application, see the Victoria condition report requirements guide.

From no later than 13 October 2026, the Consumer Legislation Amendment Act 2025 (Vic) requires Victorian property managers to provide each renter with documentary bond claim evidence before lodging a claim with the Residential Tenancies Bond Authority (RTBA). That evidence must not conflict with statements in the entry condition report.

The entry condition report's role in this new obligation is foundational: it defines the ceiling of what can be legitimately claimed at the end of the tenancy. Any item recorded as already damaged, worn, or defective at entry cannot form the basis of a bond claim — the entry report establishes it was pre-existing.

This has a practical implication for how to approach the entry inspection: document actual conditions accurately, including pre-existing defects. An entry condition report that records only pristine conditions — "everything good" throughout — may seem like the easy path. But if the exit inspection reveals a mark that was present at entry and was not documented, and the bond claim is disputed, VCAT may find the entry report incomplete. Accurately recording pre-existing conditions at entry is not a weakness; it protects both the renter (who cannot be blamed for what was already there) and the rental provider (who has an accurate baseline to compare against at exit).

Under the October 2026 rules, the evidence package sent to the renter before a bond claim is lodged will include exit condition report photographs. Those photographs must be consistent with what the entry condition report records — an exit photograph of damaged carpet is only claimable if the entry report and entry photographs show the carpet was undamaged at the start of the tenancy.

A thorough, accurate entry condition report makes assembling this evidence package straightforward at the end of the tenancy. A vague or incomplete entry report makes it genuinely difficult, and may mean that legitimate claims cannot be substantiated.

For the full details of what the October 2026 bond evidence rules require and the penalty regime for non-compliance, see the Victoria October 2026 bond evidence requirements guide.

These are the entry condition report errors that most frequently undermine Victorian property managers' bond claims or compliance position.

Delivering the report on or after the move-in day. Section 35 requires the report to be given before occupation — not at the same time as the keys, and not the following day. Property managers who hand the condition report to the renter as they walk through the door with the first moving box are technically in breach of the obligation. Complete and sign the report at the pre-tenancy inspection so it is ready before handover day.

Using a non-Form 4 template. Some agencies use their own templates, generic inspection software outputs from previous years, or forms borrowed from another state. A form that does not satisfy Form 4's requirements under the Residential Tenancies Regulations 2021 (Vic) does not carry the conclusive evidence protection under Section 35. Consumer Affairs Victoria takes complaints about non-compliant condition reports seriously, and VCAT may give reduced weight to a report that does not satisfy the prescribed format.

Entering vague condition descriptions. "Good" or "fair" with no elaboration are entries VCAT cannot use to establish what changed during the tenancy. If an item is in good condition, describe what that means specifically: "walls, white paint, no marks or scuffs." If there is pre-existing wear, describe it precisely: "carpet, grey, small stain approximately 20mm in diameter near the north wall." The standard is: could someone standing in the room at exit tell from this description whether anything has changed?

Skipping photographs. The condition report alone is important, but photographs tied to specific items and rooms make the entry record far more defensible. Completing the entry section without photographs is carrying avoidable risk for every item not visually documented.

Not tracking the 5-business-day return deadline. If the renter's return period expires unnoticed, you may miss the fact that the rental provider's version now governs, or lose the opportunity to follow up with a renter who intended to return the report. Set a calendar reminder for the deadline at the time of delivery.

Storing the report in a single location that is not backed up. Entry condition reports need to be retained for at least 2 years after the tenancy ends. Consumer Affairs Victoria may request records as part of a complaint investigation, and VCAT bond disputes can arise long after vacancy. Digital storage with cloud backup ensures the report is accessible when it is needed.

Purpose-built inspection software reduces the time per entry inspection while improving the quality and defensibility of the output. For Victorian property managers, the key features to look for are:

Form 4 compliance. The software must generate a report that satisfies Form 4 of the Residential Tenancies Regulations 2021 (Vic) — description-based, covering all mandatory rooms and items, with separate clearly identified sections for the rental provider and the renter. Confirm with the vendor that their VIC output satisfies this requirement, and request a sample VIC report to check against the Consumer Affairs Victoria prescribed form.

Per-item photo attachment. Photographs should be embedded alongside the specific item and room they document — not uploaded as an unstructured gallery. When you present a bond claim evidence package, the link between each photograph and the relevant item in the condition report must be immediately clear.

Electronic delivery before occupation, with a delivery record. The software should send the completed and signed report to the renter's email before key handover and generate a timestamped delivery confirmation. This satisfies both the pre-occupation delivery requirement and the need for proof of delivery.

5-business-day return tracking. Some tools can flag when the renter's return window is approaching. Even a simple reminder feature reduces the risk of missing the deadline.

Entry-to-exit comparison. At the end of the tenancy, the exit section should pull through the entry descriptions for direct item-by-item comparison. Victorian law uses a single Form 4 document for both entry and exit — inspection software that preserves the entry data and presents it alongside the exit ratings makes the exit inspection significantly faster and the comparison significantly clearer.

ConditionHQ generates AI-assisted condition descriptions, produces VIC-compliant report outputs that satisfy Form 4 under the Residential Tenancies Regulations 2021, and maintains a timestamped audit trail suitable for VCAT submissions. The free tier covers three full reports per month — enough to complete a real VIC entry inspection and assess whether the report output meets your compliance needs before committing to a paid plan.