SA Exit Condition Report: Property Manager's Step-by-Step Guide (2026)

In South Australia, what other states call a condition report is called an inspection sheet. That difference in terminology matters in practice: when you search for guidance on the 'exit condition report' in an SA context, you are looking for the outgoing inspection sheet — the document completed at the end of a tenancy that records the property's condition when the tenant vacates and compares it against the record made when the tenancy began.

The Residential Tenancies Act 1995 (SA), administered by Consumer and Business Services (CBS), requires that an inspection sheet be completed at the start of every residential tenancy. The same document — or its exit equivalent — is used at the end of the tenancy to make the comparison that underpins any bond claim. Unlike Queensland, where separate prescribed forms govern entry (RTA Form 1a) and exit (RTA Form 14a), South Australia does not mandate a single exit form with equivalent legislative force. CBS provides a recommended inspection sheet template, and the Residential Tenancies Regulations 2025 — which took effect on 1 September 2025 — updated the prescribed template format.

The terminology difference is not merely semantic. When SA property managers appear before SACAT (the South Australian Civil and Administrative Tribunal) in a bond dispute, SACAT members use the term 'inspection sheet' and expect to see a document in the CBS-approved format. An agency that generates exit reports on a multi-state template that does not reflect SA's structure and terminology may find those documents treated less favourably than a properly formatted SA inspection sheet.

For the purposes of this guide, 'exit inspection sheet', 'outgoing inspection sheet', and 'exit condition report' are used interchangeably — they all refer to the same document: the record completed when the tenant vacates, designed to be read alongside the entry inspection sheet completed at the start of the tenancy.

The primary legislation governing residential tenancies in South Australia is the Residential Tenancies Act 1995 (SA). The Act was significantly amended by the Residential Tenancies (Miscellaneous) Amendment Act 2023, which rolled out in staged phases from September 2023 through January 2026. The regulations made under the Act are the Residential Tenancies Regulations 2025, which took effect on 1 September 2025, replacing the 2010 regulations.

Under the Act, a landlord — or their property manager acting as authorised agent — must provide the tenant with a signed copy of an inspection sheet at the commencement of the tenancy. The inspection sheet must set out itemised details of the condition of the premises, its fixtures, furniture, and other contents. The CBS template, updated under the 2025 Regulations, is the format SACAT expects to see in bond proceedings.

At the end of the tenancy, the Act contemplates that both the landlord (or agent) and the tenant inspect the premises together, using the entry inspection sheet to compare the present condition with the condition recorded at the start of the tenancy. This joint inspection distinguishes SA from Victoria — where the obligation sits primarily with the rental provider — and from Queensland — where the tenant is responsible for completing the exit form independently in Part 2.

The 2025 Regulations also updated the prescribed inspection sheet template. Prescribed forms had also been updated in July 2024. If your agency is using an inspection sheet downloaded before 1 September 2025, it may not conform to the current format. The current template is published at cbs.sa.gov.au and should be confirmed as part of any routine compliance review.

For a full account of the Residential Tenancies (Miscellaneous) Amendment Act 2023 changes affecting SA property managers — including the abolition of no-grounds evictions (July 2024), extended notice periods, pet rights under section 66C, and the mandatory Form A1 rental application (January 2026) — see the SA rental law changes guide.

The quality of an SA exit inspection is largely determined by what is done before the property manager enters the premises. Three things should be in hand before the walkthrough begins.

The entry inspection sheet. Bring the entry inspection sheet — in printed form or on a tablet or phone — so every item can be compared against the documented entry condition in real time. Do not rely on memory or work retrospectively. The exit inspection is only useful as a comparison tool if the entry record is present throughout.

Entry photographs. Load the entry photographs onto the same device you will use for the exit, so they are accessible at each point in the inspection. The most persuasive evidence in SA bond disputes — whether at the CBS conciliation stage or at SACAT — is a matched pair: entry photograph next to exit photograph of the same location and item. If entry photographs are not organised and accessible before the exit inspection, assembling this paired evidence later is significantly harder.

The inclusions list from the tenancy agreement. Every item included in the tenancy — appliances, furniture, fittings, keys, remote controls, and garden equipment — must be accounted for at exit. The exit inspection should verify that each inclusion is present in the recorded condition (allowing for fair wear and tear), or, if missing or damaged, specifically noted. Missing inclusions are a legitimate bond claim category, but only if the entry record establishes what was present at the start of the tenancy.

Tenant notification. Notify the tenant in writing of the exit inspection date and invite them to attend. Email is preferable because it creates a contemporaneous record. The Act's contemplation of a joint inspection means accommodating tenant attendance is both good practice and legally expected. If the tenant declines or fails to attend despite reasonable notice, document when and how the invitation was made. Conduct the exit inspection on the day keys are returned, or as soon as the property is fully vacated.

Work through the property systematically, following the same room-by-room structure as the entry inspection sheet. For each area, record the current condition alongside the entry description, noting where the property is in the same condition as at entry (or better) and where it differs. Inspect only after the tenant has fully vacated and removed all belongings — an inspection conducted while furniture or boxes remain cannot accurately assess floors, built-in storage, or wall surfaces.

Walls and ceilings. Check all painted surfaces for marks, holes, impact damage, and staining beyond fair wear and tear. Note any unapproved alterations — changed paint colours, shelving attached to walls, or hooks anchored into surfaces. Light switches, power points, and door frames are high-contact areas; check for damage and marks beyond ordinary use.

Floors. Inspect all floor surfaces — carpet, timber, tiles, vinyl — for stains, damage, and cleanliness. For carpet, note areas of heavy soiling, pet staining, burns, or damage beyond the compression from furniture placement and ordinary foot traffic. For hard floors, note scratches, chips, water damage, or grout discolouration.

Kitchen. The oven interior — base, sides, back panel, and door glass — the cooktop or gas burners, rangehood filter, dishwasher interior and filter where included, all bench surfaces, the splashback, sink, tapware, and all cupboard interiors and bases. The oven and rangehood filter are the most frequently disputed items at SA exit inspections. Describe their condition specifically and photograph them before any cleaning occurs.

Bathrooms and laundry. Tiles and grout (note mould, cracking, staining, and any breached seal lines), shower screen and seals, bath if present, toilet bowl and cistern, basin, tapware, vanity surface, mirror, and exhaust fan. In the laundry, the tub, tapware, and, where the washing machine is an inclusion, the drum, seal, and accessible filter.

Bedrooms. Walls, floor coverings, built-in wardrobe interiors (shelves, hanging rail, floor surface, and door mechanism), window condition and operation, and any ceiling-mounted fixtures such as fans or air conditioning units.

Outdoor areas. Lawns, garden beds, paths, patios, clothesline, letterbox, fencing, garage or carport floor, and any gates or outdoor structures. Overgrown lawns, neglected gardens, and rubbish left in outdoor areas are among the most common exit disputes in SA. Detailed entry and exit photographs of these areas carry significant weight at SACAT.

For each area, note your assessment of the current condition alongside specific comments on anything that differs from the entry record. Photograph every item noted as changed, and photograph high-friction areas — the oven, shower, and outdoor areas — regardless of whether they appear different from entry.

The entry and exit inspection sheets, read together, are the core of your bond evidence. The comparison should be systematic and contemporaneous with the exit inspection — not assembled retrospectively from notes.

For every item in the exit record, cross-reference the entry description and condition assessment. Where the exit condition is the same or better, no claim arises. Where it is materially worse than the entry record, that item is a candidate for a bond claim — subject to fair wear and tear assessment and the availability of supporting photographs.

When you are standing in the room with the entry inspection sheet in hand, you can identify discrepancies immediately, add specific exit comments, and direct your photography to the items that differ. This contemporaneous comparison is more reliable than trying to recall specific entry conditions after the fact and more defensible if individual items are later contested.

A structured comparison also protects against over-claiming. Every bond claim item should correspond to a specific discrepancy between the entry and exit records — not a general impression that the property is less clean or less well-maintained than expected. SACAT members review entry and exit documents side by side and expect each claimed item to be traceable to a documented change in condition, not inferred from an overall assessment.

Photographs are not mandated by the Residential Tenancies Act 1995 (SA) as a standalone obligation. In practice, they are essential. CBS Tenancies Branch and SACAT both expect timestamped photographic evidence in any contested bond claim, and claims without photographs carry significantly less weight regardless of how detailed the written inspection sheet descriptions are.

Photograph before any cleaning or repairs. The exit photographs must show the condition the tenant left the property in. All photographic documentation should be complete before any contractors — cleaners, tradespeople, or garden maintenance — attend the property. Once a professional clean has been done, the evidence of the condition as vacated is gone.

Match entry photograph angles. Where the entry inspection included photographs of specific rooms and items, the exit photographs should replicate those angles as closely as possible. A side-by-side comparison of entry and exit photographs taken from the same position is the most persuasive format for CBS conciliation and SACAT hearings. It makes the change in condition immediately visible without requiring the SACAT member to extrapolate from different angles.

Photograph room overviews and close-ups. For each area, take at least one overview image showing the overall condition of the space — walls, floor, and ceiling visible — and close-up photographs of every item noted as changed from entry. For high-friction areas like the oven, shower, and outdoor spaces, take multiple photographs from different angles.

Ensure timestamps are accurate. The date and time embedded in photograph metadata confirm when the exit inspection occurred. Ensure your device's date and time are correctly set before you begin. Inspection software that overlays or appends visible timestamps provides additional confirmation.

Organise photographs by room and item. Photographs stored as a general undifferentiated gallery are harder to present at tribunal. Photographs organised by room and linked to specific inspection sheet items can be presented to SACAT in a clear, navigable format. ConditionHQ does this automatically, embedding each photograph alongside the corresponding inspection sheet entry.

The Residential Tenancies Act 1995 (SA) preserves the standard principle that the tenant is not responsible for fair wear and tear — the ordinary deterioration that results from normal use of the property over the tenancy period. The line between fair wear and tear and claimable damage is the most consistent source of dispute in SACAT bond hearings.

Fair wear and tear in the SA context includes: light scuff marks on walls in high-traffic areas such as hallways, near doorways, and around light switches from ordinary movement and use; minor carpet pile compression from furniture standing in the same position throughout the tenancy; gradual fading or dulling of painted surfaces over several years; small marks around frequently used surfaces such as around tapware or along bench edges from routine kitchen or bathroom use; and slight dulling of floor finishes over a long tenancy. These are not claimable.

Damage — distinct from wear and tear and claimable — includes: holes in walls from unsanctioned fixings beyond standard small nail holes for picture-hanging; carpet staining from spills, pet accidents, or burns; broken tiles, cracked fixtures, or smashed window glass; heavy grease and carbonisation in the oven or rangehood filter from absence of routine cleaning during the tenancy; mould in bathrooms or kitchens where poor ventilation or inadequate cleaning habits — rather than a structural building defect — is the cause; pet damage to flyscreens, floor coverings, gardens, or fencing; and missing or broken inclusions.

SACAT considers the length of the tenancy when assessing what level of deterioration is reasonable. A significant mark or scratch appearing after a three-month tenancy is treated differently from the same deterioration appearing after a four-year occupancy, where considerably more fair wear and tear would be expected. For detailed practical examples of SA-relevant wear and tear distinctions, see the fair wear and tear vs damage guide.

Once the exit inspection is complete and the inspection sheets compared, the property manager is in a position to determine whether a bond claim is warranted. In South Australia, bond administration runs through Consumer and Business Services (CBS) via the Residential Bonds Online portal.

Provide a copy to the tenant. After completing the exit inspection sheet, provide the tenant with a copy. Email is the preferred method — it creates a contemporaneous delivery record and ensures the tenant has the document before any formal bond process begins.

Lodge the bond release or claim via Residential Bonds Online. When the tenancy ends, either party can apply through CBS's online portal for the bond to be released. If both parties agree on how the bond is to be distributed — whether a full return to the tenant or a partial return with agreed deductions for cleaning or damage — CBS processes the agreed distribution promptly. Mutual agreement is the cleanest outcome and avoids formal proceedings.

If the claim is contested. Where agreement cannot be reached, either party can apply to CBS for a determination. CBS notifies the other party, who has 14 days to dispute the application. If a dispute is lodged within that period, the CBS Tenancies Branch will first attempt to conciliate — a mediation process conducted by telephone or in writing — to see whether a negotiated resolution is achievable. Most SA bond disputes are resolved at the conciliation stage without proceeding to a formal SACAT hearing.

If conciliation does not resolve the dispute. If CBS conciliation is unsuccessful, the matter may be referred to SACAT for formal determination. SACAT will schedule a hearing, at which both parties present their evidence, and a SACAT member makes a binding determination on the bond distribution.

For the full CBS bond process and how to build a documentation package that withstands scrutiny at both stages, see the SA bond evidence requirements guide and the SACAT bond dispute guide for South Australia.

If a bond dispute proceeds from CBS conciliation to a formal SACAT hearing, the evidence the property manager presents will determine the outcome. SACAT members in bond hearings apply consistent evidentiary standards and are experienced with residential tenancy documentation.

The core evidence package for an SA bond claim at SACAT consists of:

The entry inspection sheet, signed and dated, with specific written descriptions of the property's condition at the start of the tenancy — not single-word ratings.

Timestamped entry photographs, organised by room and, where possible, cross-referenced to specific items in the entry inspection sheet.

The exit inspection sheet, completed at or shortly after the end of the tenancy, noting the condition of each item.

Timestamped exit photographs, matched to the same rooms and items as the entry photographs where possible, clearly showing any changes from the entry condition.

Quotes or invoices for any cleaning, repair, or replacement costs claimed. Where work has been completed before the SACAT hearing, actual invoices carry more weight than estimates alone.

Correspondence documenting that the tenant was notified of the exit inspection and given a reasonable opportunity to attend.

Correspondence relating to the bond claim, including any negotiations or offers exchanged before the matter was referred to SACAT.

A consistent weakness in SA bond claims at SACAT is inspection sheet language that is too vague or generic to establish a meaningful baseline. Descriptions like 'kitchen — good' or 'bathroom — clean' have no evidential value if the exit condition is later disputed: there is no specific baseline to compare against. SACAT members rely on the specificity of entry inspection sheet descriptions to assess whether exit-stage deterioration represents claimable damage. Investing in detailed, item-specific descriptions at entry is the single most important factor in whether a legitimate claim succeeds.

Property managers working across multiple states should understand the key ways South Australia's exit inspection process differs from the framework they may know in other jurisdictions.

No prescribed exit form (unlike Queensland and NSW). Queensland mandates RTA Form 14a for all exit condition reports, with a specific prescribed structure. NSW mandates the Schedule 2 form under the Residential Tenancies Regulation 2019. South Australia has no equivalent prescribed exit form — CBS publishes a recommended inspection sheet template, but compliance requires meeting the substance of the Act rather than a mandated form. This gives SA agencies more flexibility in format, but it also means the quality and detail of exit documentation varies more widely across the SA market than in Queensland or NSW.

Joint agent-and-tenant inspection (unlike Victoria). Victoria's legislation places the exit condition report obligation primarily on the rental provider or their agent. South Australia's framework contemplates that both the landlord (or agent) and the tenant inspect the premises together at the end of the tenancy. Where this joint inspection is achievable, it reflects the Act's expectation and strengthens the documentary record if a dispute arises later. If the tenant cannot or chooses not to attend, document that a reasonable invitation was made and proceed.

Bond held by CBS, not a separate bond authority. Victoria has the Residential Tenancies Bond Authority (RTBA), an independent body that holds bonds and processes claims through its own portal. New South Wales has NSW Fair Trading, which manages the Rental Bond Board. In South Australia, Consumer and Business Services (CBS) handles bond lodgement, bond holding, initial conciliation, and referral to SACAT — all within the same agency. The integrated function means SA's bond process is handled within a single government body from first lodgement to formal hearing referral.

No pre-claim evidence notice obligation (unlike Victoria from October 2026). From 13 October 2026, Victorian rental providers must send renters a documentary evidence package before lodging any bond claim with the RTBA. South Australia does not have an equivalent pre-claim notice requirement. Bond evidence is submitted through the CBS process in response to a dispute, not as a pre-lodgement obligation.

Inspection sheet forms updated in 2025. The Residential Tenancies Regulations 2025, in force from 1 September 2025, updated the prescribed inspection sheet format. If your agency's template predates that update — or the July 2024 update before it — it may not conform to the current requirements. Confirm you are using the CBS template current as at 1 September 2025 or later.

These are the most frequent exit inspection errors encountered in SA bond disputes — all of which could have been avoided at the inspection stage.

Failing to document the tenant's invitation to attend. The Act contemplates a joint exit inspection. Proceeding without inviting the tenant, or without keeping a record that you made the attempt, weakens your procedural position if the bond is later disputed. Send a written invitation, keep the email or letter, and note whether the tenant attended or declined.

Using an outdated inspection sheet template. If the exit inspection was completed on a template predating the 1 September 2025 update to the Residential Tenancies Regulations 2025, or the earlier July 2024 update, it may not conform to the current prescribed format. Download and use the current CBS version available at cbs.sa.gov.au.

Inspecting while the tenant's belongings are still present. It is not possible to accurately assess floors, built-in storage, or wall surfaces behind furniture if the property has not been fully vacated. The exit inspection must occur after the property is completely clear.

Photographing after cleaning or repairs. Exit photographs must capture the condition as the tenant left the property, not after a professional clean or tradesperson visit. If photographs are taken after contractors have attended, the evidence of the tenant's conduct is gone — and along with it the basis for the bond claim.

Vague or insufficient written descriptions. Single-word assessments — 'good', 'clean', 'OK', 'average' — have no evidential value at SACAT. Specific descriptions that note location, dimensions, severity, and comparison to the entry condition are what the tribunal uses to assess whether a bond claim is properly supported. The investment is in the description quality at entry and exit; everything else follows from that.

Delaying the exit inspection. There is no absolute statutory day-count deadline for completing the SA exit inspection equivalent to WA's 14-day requirement, but delay creates practical risks: contractors accessing the property before the condition is documented, and an increasingly uncertain evidence chain if the inspection date itself becomes a point of dispute. Inspect on the day keys are returned, or as soon as the property is fully vacated.

ConditionHQ generates inspection sheets aligned with Consumer and Business Services requirements for South Australian residential tenancies. The platform follows the CBS template structure and is updated to reflect current regulatory requirements, including those introduced by the Residential Tenancies Regulations 2025.

For SA property managers, two features are particularly valuable. First, AI-generated condition descriptions at item level — descriptions of the specificity that CBS and SACAT expect, rather than the one-word ratings that undermine bond claims. Every inspection sheet includes written descriptions linked to timestamped photographs at item level. Second, the exit comparison feature: ConditionHQ pairs the entry and exit inspection records automatically and generates a side-by-side view showing the two records for every room and item.

This paired comparison is directly useful in the SA bond dispute context. Both CBS conciliation and any subsequent SACAT hearing involve a direct comparison of entry and exit records. Producing that comparison manually from two separate PDFs is time-consuming; ConditionHQ generates it in a format that makes the basis of any bond claim visually clear and easy for the CBS officer or SACAT member to navigate.

The 7-day entry delivery window under the Act is straightforward to meet when the inspection sheet is completed digitally at inspection and emailed to the tenant immediately — creating an automatic delivery record alongside the report itself.

ConditionHQ is available on a free tier (three reports per month), a Pro plan at $59 per month for unlimited individual use, and an Agency plan at $149 per month for teams. For SA property managers managing a full rental portfolio, the combination of AI-assisted condition descriptions, exit comparison, and digital delivery creates a documentation trail significantly more defensible than hand-written inspection sheets completed in the field.