Entry vs Exit Condition Reports: The Definitive Guide for Australian Property Managers

Every rental tenancy in Australia begins and ends with condition reports. These two documents, the entry condition report and the exit condition report, form the backbone of the bond system. When they are done well, they protect everyone: the landlord's property investment, the tenant's bond money, and the property manager's professional reputation.

When they are done poorly, or not done at all, the result is almost always a dispute. Bond disputes are one of the most time-consuming and stressful parts of property management, and the overwhelming majority of them come down to one question: was the property returned in the same condition as it was provided, allowing for fair wear and tear?

The entry and exit condition reports are how you answer that question. They are your evidence, your baseline, and your comparison. Get them right, and disputes are resolved quickly and fairly. Get them wrong, and you are left arguing without evidence in front of a tribunal member who has seen it all before.

This guide explains exactly what entry and exit condition reports are, how they differ, what each one should contain, and how Australian tribunals use them to decide bond disputes. It covers the requirements for every state and territory, explains the critical concept of fair wear and tear, and provides practical checklists you can use immediately.

An entry condition report is a detailed record of the condition of a rental property at the very beginning of a tenancy, completed before or on the day the tenant moves in. It documents the state of every room, fixture, fitting, and inclusion in the property at the point when the tenant takes possession.

The entry report serves as the baseline. Everything that happens to the property during the tenancy is measured against this document. If a wall has a scuff mark noted on the entry report, that scuff mark cannot be claimed against the tenant's bond at exit. If the carpet is described as "good condition, no stains" at entry and has a large red wine stain at exit, the entry report proves the stain occurred during the tenancy.

The entry condition report is typically completed by the property manager or landlord, though in some cases a qualified inspector may be engaged. It should be completed immediately before the tenant collects the keys, or on the day the tenancy commences. Some property managers complete the report a day or two before the tenancy starts, which is acceptable as long as no changes occur between the inspection and the tenant's move-in date.

Once completed, the entry report must be provided to the tenant. Every state and territory in Australia requires that the tenant receive a copy and be given a specified period to review it and add their own comments or amendments. This is a critical step. If the tenant identifies damage or conditions that the property manager missed, those additions become part of the official record.

The tenant's right to add comments exists because no inspection is perfect. A property manager conducting a 15-minute walkthrough might miss a small chip inside a wardrobe or a hairline crack behind a door. The tenant, who is unpacking and settling in over several days, has the opportunity to catch these details. Their amendments protect both parties.

An entry condition report should include:

A description of every room in the property, including all fixtures, fittings, and inclusions. This means walls, ceilings, floors, windows, doors, light fittings, power points, built-in furniture, appliances, and any other items that form part of the tenancy.

The condition of each item, described in clear, objective language. Use standardised terms: new, excellent, good, fair, poor, damaged. Always add specifics: "good condition, minor scratch on left edge approximately 2cm."

Photographic evidence of every room and any existing damage, marks, or wear. Photos should include wide establishing shots and close-ups of specific items or damage.

Details of keys and access devices provided to the tenant, including the number of each.

Meter readings for electricity, gas, and water where applicable.

Smoke alarm locations and apparent working status.

The date the report was completed and signatures of the property manager or landlord.

An exit condition report documents the condition of the property at the end of the tenancy, after the tenant has vacated and removed all their belongings. It serves as the closing record that is compared against the entry report to determine whether the property has been returned in acceptable condition.

The exit report should be completed after the tenant has fully vacated and cleaned the property, and before any new tenant moves in or any maintenance or repairs are undertaken. Timing matters. If you complete the exit report after tradespeople have already been through the property to fix issues, you lose your evidence of the condition in which the tenant left it.

In most cases, the property manager completes the exit report. However, in some states the tenant may also complete their own exit report, and in practice many tenants attend the exit inspection to go through the property together with the property manager. This joint walkthrough can be valuable because it allows both parties to agree on the condition in real time, reducing the likelihood of a later dispute.

The exit report should mirror the structure of the entry report exactly. Every room and every item that was documented at entry should be documented again at exit, using the same format and the same item list. This makes comparison straightforward. If the entry report notes "kitchen benchtop: laminate, good condition, minor surface scratches near sink" then the exit report should note the kitchen benchtop in the same position on the form, making it immediately clear what has changed.

An exit condition report should include:

A description of every room and item, matching the entry report structure. The same rooms, the same items, in the same order.

The condition of each item at exit, using the same descriptive language as the entry report for consistency.

Photographic evidence of every room and any damage, wear, or cleanliness issues. Where damage is identified that was not present at entry, both a wide shot showing location and a close-up showing detail are essential.

Notes on cleaning standard. Was the property left in a clean condition? Are specific areas not adequately cleaned? Document this precisely: "oven interior requires cleaning, grease and food residue present on base and sides" is specific and defensible.

Notes on keys and access devices returned. Were all keys returned? Any missing?

Final meter readings where applicable.

The date the report was completed.

The critical function of the exit report is comparison. On its own, an exit report is just a snapshot. Its power comes from being placed side by side with the entry report. Where the two reports match, the tenant has maintained the property. Where they differ, there is a potential claim, provided the difference goes beyond fair wear and tear.

While entry and exit condition reports follow the same structure and document the same items, they serve fundamentally different purposes and require a different mindset from the property manager.

The entry report is about establishing the baseline. Your goal is to document everything, especially existing damage, wear, and imperfections. You want to be as thorough as possible because anything you miss at entry becomes something you cannot claim at exit. At entry, you are essentially building the tenant's defence. Every mark, scratch, and stain you note protects the tenant from an unfair claim later. This might seem counterintuitive, but it is also what protects the landlord: a thorough entry report gives you credibility. When you do identify new damage at exit, your claim is stronger because the tribunal can see you documented everything honestly at entry.

The exit report is about identifying changes. Your goal is to compare the current state of the property against the entry baseline and note what has changed. You are not starting from scratch; you are looking for differences. This is why the exit inspection is often faster than the entry inspection when done properly. You already know what was there before. You are assessing what is different now.

At entry, you should err on the side of over-documenting. Note every minor mark, every small scratch, every tiny imperfection. If in doubt, document it. The cost of noting something that turns out to be irrelevant is zero. The cost of missing something that becomes a dispute is significant.

At exit, you should focus on material changes. Not every new minor scuff on a skirting board is worth claiming. Focus on damage, uncleanliness, and missing items that have a genuine cost to rectify. Tribunals are not sympathetic to claims for trivial marks that fall within normal use of a property.

The photography approach also differs. At entry, photograph everything to create a comprehensive visual record. At exit, photograph everything again, but pay particular attention to areas where you can see changes from the entry photos. If possible, try to match the angle and framing of your entry photos so the comparison is clear.

Another key difference is who reviews each report. The entry report is reviewed by the incoming tenant, who has a specified period to add comments. The exit report may be reviewed by the outgoing tenant, but the review process varies by state and is generally less formal. In some states, the tenant has a right to be present at the exit inspection. In others, the property manager completes the exit report independently.

Finally, the consequences of errors differ. Errors in the entry report (missing existing damage) hurt the landlord because you cannot claim for damage that was not documented as being absent at entry. Errors in the exit report (missing new damage) also hurt the landlord because you cannot claim for damage you did not document at exit. Both reports need to be thorough, but the entry report is where most disputes are won or lost.

Australian tenancy law is state-based, which means the requirements for condition reports vary across the country. Here is what applies in each state and territory.

New South Wales: Both entry and exit condition reports are required under the Residential Tenancies Act 2010. There is no prescribed form; agencies can use their own format provided it is sufficiently detailed. The landlord or agent must complete the entry report and provide it to the tenant at or before the start of the tenancy. The tenant has seven days to add any amendments or comments and return a copy. If no condition report is provided, the landlord's ability to make bond claims for damage is significantly compromised. At exit, a condition report must be completed within three days of the tenant vacating.

Victoria: Both entry and exit condition reports are required under the Residential Tenancies Act 1997, specifically when a bond is paid (which is the case for virtually all tenancies). Victoria has detailed regulations about what the condition report must contain. The report must be completed by the landlord or agent and two copies provided to the tenant before or on the day they move in. The tenant has three business days to note any additions or amendments and return a signed copy. Both the landlord/agent and the tenant must sign the report. If a condition report is not completed, the landlord cannot make a bond claim for damage. Victoria is particularly strict on this point, and VCAT regularly dismisses bond claims where no entry condition report exists.

Queensland: Both entry and exit condition reports are mandatory under the Residential Tenancies and Rooming Accommodation Act 2008. Queensland is one of the most prescriptive states. The entry condition report must use the prescribed Form 1a, and the exit condition report must use the prescribed Form 14a. These forms are published by the Residential Tenancies Authority (RTA) and must be used; a generic template is not acceptable. The agent must give the tenant a copy of the completed Form 1a at the start of the tenancy. The tenant has three business days to note any amendments and return a copy. At exit, the Form 14a is compared against the Form 1a to identify any changes. Queensland's RTA handles bond disputes and places heavy emphasis on the comparison between these two forms. Interestingly, cleaning disputes account for approximately 56 percent of all bond claims in Queensland, making the cleanliness sections of these forms particularly important.

Western Australia: Both entry and exit condition reports are mandatory under the Residential Tenancies Act 1987. WA uses the prescribed Form 1, which serves as both the entry and exit report (it has columns for both). The property condition report must be completed and provided to the tenant before the tenancy commences. The tenant has seven days to record any further observations. The Form 1 includes a detailed room-by-room checklist with specific items to note in each room. At the end of the tenancy, the exit columns of the same form are completed, creating a direct side-by-side comparison.

South Australia: Both entry and exit reports are required under the Residential Tenancies Act 1995. South Australia refers to these documents as "inspection sheets" rather than condition reports, but they serve exactly the same function. There is no prescribed form, so agencies use their own templates. The inspection sheet must be completed and provided to the tenant at the start of the tenancy. The tenant can add their own notes and return a copy. At exit, a final inspection sheet is completed and compared to the entry version.

Tasmania: Condition reports are required when a bond is paid, under the Residential Tenancy Act 1997. In practice, this means both entry and exit reports are required for almost all tenancies. There is no prescribed form. The entry report must be completed and provided to the tenant within two days of the tenancy commencing. The tenant has two days to examine the report and add any comments. Tasmania's requirements are less detailed than some other states, but the tribunal still relies heavily on condition reports when deciding bond disputes.

Australian Capital Territory: The Residential Tenancies Act 1997 requires an entry condition report. The ACT is unique in that it is the only jurisdiction where an exit condition report is not strictly required by law. However, this is a technicality that no sensible property manager would rely on. Without an exit condition report, you have no documented evidence of the property's condition when the tenant left. Best practice, and the approach of every competent property manager, is to complete both entry and exit reports regardless of the ACT's position.

Northern Territory: Both entry and exit condition reports are required under the Residential Tenancies Act 1999. There is no prescribed standard form, giving agencies flexibility in choosing their format. The entry report must be completed and provided to the tenant at the start of the tenancy. The tenant has the right to make amendments. The NT's requirements are less detailed than Queensland or Victoria, but the principle is the same: document the condition at start and end, and use the comparison to resolve any disputes.

Understanding how tribunal members assess condition reports can fundamentally change how you complete them. Across NCAT (NSW), VCAT (Victoria), QCAT (Queensland), and the equivalent bodies in other states, several consistent themes emerge from bond dispute decisions.

First, tribunals look for the existence and completeness of both reports. If there is no entry condition report, or it is incomplete, the landlord's claim is immediately weakened. Some tribunals will dismiss a claim outright if no entry report exists. The reasoning is simple: without a documented baseline, there is no way to prove what has changed. If your entry report is thorough and your exit report is equally thorough, you start from a position of credibility.

Second, tribunals look for consistency between the two reports. Were the same rooms and items documented? Was the same format used? Can items be directly compared? When your entry report lists 15 items in the kitchen and your exit report lists 8 different items in the kitchen, comparison becomes difficult and the tribunal's confidence in both reports drops. Using the same template and structure for both reports is essential.

Third, tribunals assess the quality of photographic evidence. Photos that are clear, well-lit, dated, and show the specific item or damage being claimed are given significant weight. Blurry photos, photos taken from too far away, or photos without context (where in the property is this?) are given less weight. Tribunals regularly note in their decisions when photographic evidence was insufficient to support a claim.

Fourth, tribunals consider whether the tenant was given the opportunity to review the entry report and add comments. If the tenant signed the entry report without amendments, it is taken as an acknowledgment that the report was accurate. If the tenant added comments noting additional damage, those comments are part of the record. If the tenant was never given the opportunity to review the report, some tribunals will give the entry report reduced weight.

Fifth, tribunals evaluate fair wear and tear. This is the most subjective element and the one that causes the most disputes. Tribunal members assess the age of the property, the age of specific items (carpet, paint, appliances), the length of the tenancy, and the number of occupants to determine what level of wear is reasonable. More on this in the next section.

Sixth, tribunals look at the cost of rectification. The amount claimed must be reasonable. If the landlord claims $500 for a carpet clean when the local going rate is $200, the tribunal will reduce the claim. If the landlord claims the full cost of replacing a five-year-old carpet that had a limited useful life remaining, the tribunal will apply depreciation. Your condition report should document the damage; the costs should be supported by quotes or invoices.

Seventh, and this is often overlooked, tribunals note the professionalism and objectivity of the reports. Reports that use emotional language ("the tenant trashed the place"), exaggerate damage, or appear one-sided are given less credibility than reports that use neutral, descriptive language and document both good condition and poor condition with equal thoroughness.

The concept of fair wear and tear is central to every bond dispute in Australia, and it is the area where property managers most often get it wrong. Every state's tenancy legislation provides that a tenant is not responsible for fair wear and tear, only for damage beyond what is reasonable given the age of the property, the length of the tenancy, and normal use.

Fair wear and tear is the natural deterioration that occurs through normal, everyday use of a property. It is not the result of negligence, carelessness, or abuse. It is what happens to any property that is lived in, no matter how careful the tenant.

Here are practical examples to illustrate the distinction.

Carpet: Fair wear and tear includes slight flattening of carpet pile in high-traffic areas (hallways, doorways), minor fading from sunlight exposure, and small indentations from furniture legs. Damage includes large stains (wine, ink, pet urine), burns, tears, rips, and significant areas of matting caused by pet claws or heavy dragging of furniture. A three-year tenancy in a property with carpet that was already five years old will naturally show more wear than a six-month tenancy on new carpet. Tribunals understand this.

Painted walls: Fair wear and tear includes minor scuff marks at door-handle height, slight fading of paint colour over time, very small pin holes from hanging lightweight pictures (though this varies by state), and hairline cracks from building settlement. Damage includes large holes from anchors or screws (especially if not filled), significant scuff marks or gouges, crayon or marker drawings, grease stains, and any marks that require repainting to rectify. Note that the expected lifespan of interior paint is generally considered to be seven to ten years, so claiming full repainting costs for walls that were last painted eight years ago is unlikely to succeed at tribunal.

Tiles: Fair wear and tear includes minor discolouration of grout over time and very light surface scratches on floor tiles in high-traffic areas. Damage includes cracked or chipped tiles, broken grout from impact, staining from substances that should have been cleaned up, and loose tiles caused by impact rather than substrate failure.

Appliances: Fair wear and tear includes minor surface scratches on stainless steel appliances from normal use, slight discolouration of oven interiors from heat exposure over time, and reduced efficiency of older appliances. Damage includes dents, broken handles, cracked glass, non-functioning elements or burners caused by misuse, and heavy grease or food build-up that was not cleaned.

Blinds and curtains: Fair wear and tear includes slight fading from sun exposure, minor dust accumulation, and reduced tension in roller mechanisms over time. Damage includes torn or ripped fabric, broken slats, bent tracks, staining, and mechanisms that are broken from misuse (pulling at wrong angles, overloading).

Gardens and lawns: Fair wear and tear includes some seasonal variation in lawn condition (dry patches in summer are normal in most of Australia), natural leaf drop, and minor weed growth between maintenance visits. Damage includes dead lawns or gardens from complete neglect (no watering or mowing over extended periods), removal of plants or trees without permission, and rubbish or debris left in the yard.

The key factors tribunals consider when distinguishing fair wear and tear from damage are:

The age of the item. A 15-year-old carpet will show more wear than a 2-year-old carpet. Tribunals apply depreciation and useful-life concepts.

The length of the tenancy. A 5-year tenancy will naturally result in more wear than a 6-month tenancy.

The number of occupants. A family of five will create more wear than a single occupant. This is considered fair use.

The nature of the item. Floors, high-traffic areas, and frequently used fixtures are expected to show more wear than ceilings and rarely used spaces.

Whether the wear was preventable. Wear from normal use is expected. Wear from negligence (never cleaning the oven in three years, for example) is potentially damage.

As a property manager, your job is to document the condition accurately at both entry and exit. The question of whether a change constitutes fair wear and tear or damage is ultimately a judgment call, and in disputed cases, it is a judgment the tribunal makes. Your role is to provide the evidence that allows that judgment to be made fairly.

Photography is arguably the most important element of both entry and exit condition reports. Written descriptions are valuable, but a clear photograph is often the deciding factor in tribunal disputes. Here is how to approach photography for each type of report.

For entry condition reports, your photography goal is comprehensive documentation. You are creating a complete visual record of the property's condition at the start of the tenancy. This means:

Take a wide establishing shot of every room from the doorway. This shows the overall condition and provides context for close-up photos.

Photograph every wall, ceiling, and floor surface. These do not all need to be close-ups, but the photos should be clear enough to show the condition.

Photograph every fixture, fitting, and appliance. Open cupboards and photograph the interiors. Open the oven and photograph inside. Photograph inside wardrobes.

Photograph every instance of existing damage, no matter how minor. A small chip in a tile, a minor scratch on a door, a tiny stain on the carpet. If you can see it, photograph it. Take both a close-up showing the detail and a wider shot showing the location.

Photograph the exterior: front, sides, rear, fencing, garden, driveway, paths.

Photograph keys and access devices laid out together.

Photograph meters showing the readings.

Photograph smoke alarms showing their locations.

For a standard three-bedroom property, a thorough entry report should contain 80 to 120 photos.

For exit condition reports, your photography goal is comparison and evidence of change. You are documenting the current condition to compare against the entry report. This means:

Retake the same establishing shots from the same positions. If your entry photo of the kitchen was taken from the doorway looking towards the window, take your exit photo from the same spot. This makes side-by-side comparison easy and compelling.

Photograph every area where you can see a change from the entry condition. New damage, increased wear, cleanliness issues. These photos are your evidence for any bond claim.

For each area of change, take a close-up showing the specific issue and a wider shot showing its location in the room. If the entry report has a photo of the same area in undamaged condition, the comparison becomes powerful evidence.

Photograph cleanliness issues in detail. If the oven has not been cleaned, photograph the interior showing the grease and residue. If the bathroom has mould, photograph it clearly. Cleaning disputes are the most common type of bond claim, and clear photos make them much easier to resolve.

Photograph missing items. If a remote control, a set of keys, or a light globe that was present at entry is now missing, photograph the empty spot or the incomplete set.

Do not only photograph problems. Also photograph areas that are in good condition. This shows the tribunal that you conducted a thorough inspection and noted both positive and negative conditions. A report that only contains photos of damage looks biased.

Technical tips that apply to both reports: Use natural light whenever possible. Turn on room lights as well for even illumination. Avoid using flash unless absolutely necessary (dark rooms with no windows). Hold the camera steady or brace against a surface to avoid blur. Check each photo after you take it to ensure it is clear and shows what you intended. Enable date and location metadata on your phone camera. Use landscape orientation for room establishing shots and portrait orientation for tall items (full-length mirrors, doors, tall cupboards).

Understanding the most common bond disputes helps you focus your documentation efforts where they matter most.

Cleaning disputes are the most frequent type of bond claim across Australia. In Queensland, cleaning accounts for approximately 56 percent of all RTA bond disputes. In other states, the proportion is similar. The most common cleaning issues are ovens and cooktops (grease and food residue), bathrooms (soap scum, mould, lime scale), rangehood filters (grease build-up), blinds and window tracks (dust and grime), carpets (stains and general soiling), and outdoor areas (cobwebs, leaf litter, general tidiness).

Prevention through documentation: At entry, note and photograph the cleanliness of every item, not just the condition. "Oven interior clean" at entry gives you the baseline to claim against "oven interior not clean, heavy grease build-up" at exit. If the oven was not perfectly clean at entry, note that too: "Oven interior reasonably clean, minor residue on base." At exit, be specific about what needs cleaning and photograph it clearly.

Wall damage is the second most common dispute category. Holes from picture hooks, screws, and anchors, scuff marks from furniture, and marks from adhesive (Blu Tack stains, tape residue) are all frequent claims.

Prevention through documentation: At entry, note every mark, hole, and scuff on every wall. Photograph them. At exit, compare each wall and note new marks. Be aware that some states (Tasmania, for example) allow tenants to hang pictures using reasonable methods and require the landlord to accept minor picture hook holes as fair wear and tear. Know your state's position.

Carpet damage is the third most common area. Stains are the primary issue, followed by burns, tears, and pet damage. Carpet cleaning costs and carpet replacement costs (with depreciation) are frequently disputed.

Prevention through documentation: At entry, photograph the carpet in every room, including close-ups of any existing stains or wear. Note carpet age if known. At exit, photograph the same areas. For stains, photograph them with enough context to identify the room and location.

Garden and yard condition disputes have increased as more properties include outdoor areas in the tenancy. Dead lawns, overgrown gardens, and damaged fencing are common claims.

Prevention through documentation: At entry, photograph the entire outdoor area comprehensively. Note the condition of the lawn, gardens, fencing, paths, and any structures. At exit, take matching photos. Be realistic about seasonal variation. A lawn photographed in spring at entry and summer at exit will look different regardless of tenant care.

Missing items, including keys, remotes, and sometimes fittings, are straightforward to claim when documentation is good. At entry, list every key and access device with quantities and photograph them. At exit, check the list and note anything not returned.

Appliance condition disputes usually relate to whether damage was caused by the tenant or was pre-existing. At entry, photograph appliances inside and out, note their condition, and briefly test that they work. At exit, do the same. If an appliance is no longer working, note it and describe any visible cause.

The common thread across all dispute types is this: the landlord or agent who has thorough, consistent, photographically supported entry and exit condition reports will almost always achieve a fair outcome at tribunal. The one who has incomplete, inconsistent, or missing reports will almost always struggle.

Timing is critical for condition reports. Completing or providing a report outside the required timeframe can undermine its legal standing. Here are the key timelines for each state.

New South Wales: The entry condition report must be provided to the tenant at or before the start of the tenancy. The tenant has seven days from receiving the report to note any additions or amendments. The exit report should be completed within three days of the tenant vacating. The landlord or agent must inform the tenant of their intention to make a bond claim within 14 days of the tenancy ending.

Victoria: Two copies of the entry condition report must be provided to the tenant before or on the day the tenancy begins. The tenant has three business days to note amendments, sign, and return one copy. At exit, the final inspection should be conducted as close to the end of the tenancy as possible. Bond claim disputes must be lodged with VCAT within 10 business days of the tenancy ending if the parties cannot agree.

Queensland: The Form 1a (entry condition report) must be provided to the tenant at the start of the tenancy. The tenant has three business days to return the form with any amendments. The Form 14a (exit condition report) should be completed at or shortly after the end of the tenancy. The agent must provide the tenant with the exit report and advise of any intention to claim the bond. The tenant has the right to dispute the claim through the RTA's dispute resolution process. The RTA recommends the exit inspection be conducted on the day the tenancy ends or within three business days after the tenant has vacated.

Western Australia: The Form 1 (property condition report) must be completed and given to the tenant before the tenancy starts. The tenant has seven days to add observations and return a copy. At exit, the inspection should be conducted within five business days of the tenant vacating. Bond disposal forms must be lodged within 14 days.

South Australia: The entry inspection sheet must be provided at the start of the tenancy. The tenant can add notes and return a copy. There is no strictly prescribed return period, but best practice is to allow at least three days. At exit, the inspection should be conducted promptly after the tenant vacates.

Tasmania: The entry condition report must be completed and given to the tenant within two days of the tenancy starting. The tenant has two days to add comments and return it. At exit, the inspection should be conducted at or shortly after the end of the tenancy. Both parties should be given the opportunity to attend the final inspection.

Australian Capital Territory: The entry condition report must be provided to the tenant before or on the day the tenancy starts. The tenant has a reasonable time to add comments. There is no prescribed exit report, but agents should complete one at the end of the tenancy as a matter of best practice.

Northern Territory: The entry condition report must be provided to the tenant at the start of the tenancy. The tenant has a reasonable time to add amendments. At exit, the inspection should be conducted promptly. Bond claim disputes are handled through the NT Civil and Administrative Tribunal.

A general best practice across all states: complete the entry report on the same day the tenancy commences (or the day before), and complete the exit report on the day the tenant returns the keys. The closer the report is to the actual handover date, the more reliable it is as evidence.

This checklist covers the items to document in both reports. The left side describes the focus at entry, and the right side describes the focus at exit.

Kitchen benchtops: At entry, note material, overall condition, any existing scratches, chips, burns, or stains. At exit, compare to entry notes, identify any new scratches, chips, burns, or stains. Note cleaning standard of benchtop surfaces.

Kitchen cupboards and drawers: At entry, note condition of all doors, handles, hinges, and internal shelving. Open every cupboard and drawer. At exit, check all doors, handles, and hinges still function. Check interiors are clean and empty. Note any new damage.

Oven and cooktop: At entry, note condition inside and out, check all elements or burners work, note condition of racks and trays. At exit, check functionality, assess cleanliness of interior (this is a major dispute area), note any new damage.

Bathroom fixtures: At entry, note condition of basin, shower, bath, toilet, taps, and all fittings. Run water, check for leaks. At exit, check all fixtures function, assess cleanliness (soap scum, mould, lime scale), check for new damage (chips, cracks), check silicone seals.

Flooring (all rooms): At entry, note type and condition in every room. For carpet, note any stains, wear, or damage. For hard floors, note scratches, chips, cracks. At exit, compare to entry notes. Identify any new stains (carpet), scratches (hard floors), or damage. Note cleaning standard.

Walls (all rooms): At entry, note paint colour, condition, every existing mark, hole, scuff, crack, or imperfection. At exit, compare to entry notes. Identify any new marks, holes, scuffs, or damage. Note whether walls need repainting and why.

Windows and blinds: At entry, note window operation, lock function, glass condition, and blind or curtain type and condition. At exit, check operation and function, note any new cracks in glass, check blind mechanisms, note cleaning standard of windows and tracks.

Garden and yard: At entry, note lawn condition, garden beds, fencing, paths, clothesline, any structures. At exit, compare to entry. Note lawn and garden condition (accounting for seasonal variation), check fencing, note any rubbish or items left behind.

Keys and access: At entry, list every key and access device with quantities. At exit, check every item on the entry list has been returned. Note any missing items.

Smoke alarms: At entry, note location and type of every alarm, note apparent working status. At exit, confirm all alarms are still present and have not been tampered with.

Cleanliness (all areas): At entry, note the cleaning standard of every room. At exit, assess whether each room has been left in a comparable cleaning standard, allowing for fair wear and tear. Document specific cleaning issues with photos.

The golden rule is that your exit report should be a mirror of your entry report with updated observations. When the two documents can be placed side by side and every item directly compared, you have the foundation for a fair and efficient bond resolution.

The entry condition report is, in legal and practical terms, the single most important document in the bond process. Here is why.

When a tenant pays a bond at the start of a tenancy, that money is held in trust (by the relevant state bond authority or, in some cases, by the agent or landlord) as security against damage or unpaid rent. At the end of the tenancy, the bond is either returned in full to the tenant, claimed in full by the landlord, or divided between the two. The condition report determines the outcome for damage claims.

The entry report establishes what the tenant received. It is the documented, agreed-upon starting point. If the entry report says the carpet was in good condition with no stains, that is the standard the tenant is expected to return the carpet to, allowing for fair wear and tear. If the entry report says there was a stain near the bedroom door, the tenant cannot be charged for that stain at exit.

This is why the tenant's right to review and amend the entry report is so important. Once the tenant has reviewed the report and either signed it without amendment or added their own comments, the entry report becomes an agreed document. Both parties have accepted it as an accurate representation of the property's condition. This agreement is powerful at tribunal.

The process works like this:

1. The entry report documents the property condition at the start of the tenancy. 2. The tenant reviews, potentially amends, and returns the report. 3. Both parties now have an agreed baseline. 4. At the end of the tenancy, the exit report documents the property condition. 5. The entry and exit reports are compared. 6. Changes that constitute damage (beyond fair wear and tear) form the basis of a bond claim. 7. Changes that constitute fair wear and tear cannot be claimed. 8. The bond is distributed based on the comparison.

Without an entry report, step 1 is missing. There is no agreed baseline. The landlord may claim damage, but the tenant can argue it was pre-existing and the landlord has no documented evidence to prove otherwise. Tribunals consistently note that the absence of an entry condition report makes it very difficult for a landlord to succeed in a bond claim for damage.

This is not just theoretical. Tribunal decisions across Australia regularly include statements like: "In the absence of a detailed entry condition report, the Tribunal is unable to determine whether the damage was caused during the tenancy or was pre-existing." The outcome in these cases is usually that the bond is returned to the tenant.

For property managers, the practical takeaway is clear: the entry condition report is not optional paperwork. It is the foundation of your ability to protect the landlord's property and make legitimate bond claims. Invest the time to do it properly, and it will pay for itself many times over in avoided disputes and successful claims.

The same principle applies in reverse for tenants. A thorough entry report that documents every existing issue protects the tenant from being unfairly charged for damage they did not cause. This is why the review period exists, and why smart tenants take it seriously.

The comparison between entry and exit condition reports is where most of the administrative burden lies. Manually placing two paper reports side by side, flipping between pages, trying to match descriptions and locate corresponding photos, is time-consuming and error-prone. Modern technology addresses this directly.

Digital condition report tools that store both entry and exit reports in the same system can automatically generate comparison views. Instead of manually matching "kitchen benchtop" on page 3 of the entry report with "kitchen benchtop" on page 4 of the exit report, the system places them side by side with their respective photos. Changes are highlighted. Matching items are confirmed. The comparison that used to take 30 minutes takes 30 seconds.

AI-powered photo analysis can identify differences between entry and exit photos automatically. The technology compares the two images and flags areas where changes are visible, whether that is a new stain on the carpet, a missing blind, or a mark on the wall. The property manager reviews the flagged changes rather than hunting for them manually.

Bond evidence packages compile the relevant entry photos, exit photos, written descriptions, and cost information into a structured format that is ready to submit to a bond authority or tribunal. Instead of assembling evidence from multiple sources, the package is generated from the reports you have already completed.

State-specific templates ensure that your reports comply with the relevant legislation, whether that is a Queensland Form 1a, a Western Australian Form 1, or a compliant free-form report in New South Wales. The template handles the format; you handle the content.

Offline capability ensures that you can complete reports in properties with no mobile coverage, which is common in regional and rural Australia. The report syncs when you are back in coverage, with no data lost.

These tools do not replace the property manager's expertise and judgment. You still need to conduct the inspection, assess the condition, and make the call on what is fair wear and tear versus damage. But they eliminate the administrative overhead that makes condition reports time-consuming and error-prone. The result is better reports completed in less time, which is good for property managers, landlords, and tenants alike.

The shift from paper-based condition reports to digital, AI-assisted reports is the most significant improvement in this area of property management in decades. Property managers who adopt these tools are completing reports faster, producing higher-quality documentation, and winning more bond disputes because their evidence is simply better organised and more comprehensive.

Whether you manage 10 properties or 1,000, the entry and exit condition report process is one of your most important responsibilities. Do it well, and you protect everyone involved. Do it consistently, and you build a professional reputation that clients, tenants, and tribunals trust.