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

At the end of every Victorian residential tenancy, the rental provider or their agent must complete the end-of-tenancy section of the prescribed condition report — the document referred to in practice as the exit condition report. Under the Victorian framework established by the Residential Tenancies Act 1997 (VIC), this is not a separate form but the same Form 4 document used at the start of the tenancy, which includes an "End of rental agreement condition report" section completed when the tenancy ends.

The purpose of the exit condition report is to record the property's condition when the renter vacates, so it can be compared directly against the entry section completed before move-in. Where deterioration occurred during the tenancy beyond fair wear and tear, the exit condition report and its supporting photographs are the primary evidence for a bond claim. Where the property is in the same condition as at entry — allowing for fair wear and tear — the bond should be returned to the renter in full.

Victoria's approach of using a single form for both entry and exit is deliberate. The parallel structure — same rooms, same items, rated in the same format — makes the item-by-item comparison straightforward for both parties and for the Victorian Civil and Administrative Tribunal (VCAT) if a dispute arises.

For property managers, the exit condition report is not optional. Its quality directly determines whether a legitimate bond claim can be substantiated at RTBA or VCAT. This guide covers the legal obligations, practical steps, and common mistakes in completing a Victorian exit condition report.

The exit condition report obligation in Victoria is embedded in the same section of the Residential Tenancies Act 1997 (VIC) that governs entry condition reports: Section 35. That section requires the rental provider or agent to complete the end-of-tenancy section of the condition report within 10 days of the end of the rental agreement.

The 10-day window is a mandatory timeframe, not a courtesy. The clock starts from the day the tenancy agreement ends — typically the lease expiry date, or the agreed vacate date in the case of early termination. If the property is vacated before the lease expiry, clarity on the actual tenancy end date matters for calculating the deadline correctly.

The obligation also specifies that the rental provider or agent must give the renter a reasonable opportunity to be present at the property when the exit inspection is conducted. This does not mean the renter can veto the inspection date, but it does mean the inspection cannot be scheduled at a time that makes attendance practically impossible. Excluding the renter without reason and then making contested bond claims is a position VCAT has treated unfavourably. Standard practice is to contact the renter during the vacating process to agree on an inspection date and time that both parties can attend, and to document that communication.

The prescribed form for the exit section is the same Form 4 of the Residential Tenancies Regulations 2021 (VIC) used at entry. Consumer Affairs Victoria provides the current version as a downloadable Word document at consumer.vic.gov.au. Agencies using digital inspection software should confirm that their software generates an exit section equivalent in content and structure to Form 4, not simply a generic inspection output that omits the required items or sections.

Unlike Queensland, where the primary obligation to complete the exit condition report (Form 14a) rests with the tenant, the Victorian framework places that obligation on the rental provider or their agent. Under Section 35, it is the rental provider — or the property manager acting as their authorised agent — who is responsible for completing the end-of-tenancy section of the condition report.

The renter does not have a separate prescribed obligation to prepare the exit report in Victoria. Their role is to be available for the exit inspection (given a reasonable opportunity to attend), to request a copy of the completed exit section, and to dispute any items they disagree with through the RTBA or VCAT process if they choose to contest a bond claim.

In practice, this means the exit inspection and condition report completion sits entirely within the property manager's responsibility. After the renter vacates, the property manager organises and conducts the inspection, completes the exit section of Form 4, and uses the outcome to determine whether a bond claim is warranted. The inspection should occur after the renter has fully removed all possessions and the property is completely empty — inspecting while the renter's belongings are still present makes it impossible to accurately assess floors, storage areas, and many surfaces.

For agencies where property management responsibilities are shared across a team, the exit inspection can be assigned to any authorised agent. The critical requirements are that the inspection is conducted, the exit section is completed in full, and the outcome is retained — alongside the entry section — within the 10-day window.

A thorough exit inspection requires preparation before the walkthrough. Three items should be in hand before entering the property:

The entry condition report. Bring the completed entry section of the same Form 4 document — either printed or accessible on a tablet or phone — so every item can be checked against the documented entry condition in real time. Comparing from memory or working retrospectively from notes is less reliable and harder to defend if a specific item is disputed later.

The entry photographs. Photographs from the entry inspection, loaded on the same device or accessible immediately, allow you to compare the visual condition of each room and item against the current state without relying solely on written descriptions. An entry photograph of the oven interior showing it clean, alongside the exit photograph showing grease buildup, is the clearest possible evidence for a cleaning claim.

A checklist of the property's inclusions. The tenancy agreement lists every item included in the rental — specific appliances, furniture, garden equipment, remote controls, keys. The exit inspection should verify that each inclusion is present and accounted for. Missing items are a legitimate bond claim category, but only if the entry documentation shows the item was present at the start of the tenancy.

If the renter is attending the exit inspection, the date should have been communicated in writing with enough notice to allow attendance. Document when the renter was notified of the inspection date, and whether they attended or chose not to. This procedural record matters if the bond claim is later disputed at VCAT.

The exit inspection follows the same room-by-room structure as the entry condition report. Work systematically through every area, rating each item and adding specific written comments wherever the condition differs from entry or requires explanation.

Living areas: Check all walls — particularly at shoulder height and around light switches and power points — ceilings, floor coverings, windows and window tracks, door handles and frames, light fittings, and any inclusions such as curtains, blinds, or wall-mounted fixtures. Note any marks, damage, or staining with a description of location and severity.

Bedrooms: In addition to walls, floors, windows, and doors, check built-in wardrobes inside (shelves, hanging rails, and interior floor surface) and outside (door condition, handles, and sliding mechanism if applicable). Note any ceiling fans or wall-mounted air conditioners.

Kitchen: The oven interior and exterior, cooktop and burners or elements, rangehood filter, dishwasher interior (if included), all bench surfaces, splashback, sink, tapware, and every cupboard inside and out — including the base of lower cupboards and underneath any loose shelving. The oven is the most commonly claimed area at exit; describe its condition specifically rather than rating it with a single word.

Bathrooms and laundry: Tiles and grout (note any mould, cracking, or staining), shower screen and seals, bath if present, toilet bowl and cistern, vanity surface, mirror, exhaust fan, tapware, and any shaving cabinet. In the laundry, check the tub, tapware, and the interior of the washing machine cavity if the machine is a tenancy inclusion.

Outdoor areas: Lawns (mowed and edged, or not), garden beds (weeded or overgrown), patios and balconies (swept, furniture removed if tenancy inclusions), clothesline, letterbox, fencing condition, and garage or carport including the floor surface. Pool or spa equipment, where present, should be noted with the same item-specific detail as indoor areas.

Throughout: Note any damage to walls from nails, hooks, or fixings — distinguishing between small nail holes from picture-hanging (often considered fair wear and tear) and larger anchor holes or unpatched damage. Scuff marks at door edges from furniture movement, impact damage, and marks around frequently touched surfaces are among the most commonly disputed exit items. Describe each precisely: the room, the wall (which wall and at what height), and the approximate size.

Photographs are the most persuasive evidence in any Victorian bond dispute and are effectively essential at exit. VCAT consistently gives more weight to condition reports supported by timestamped photographs cross-referenced to specific items. Claims without photographic support carry significantly less weight.

Photograph every room from at least two angles: A wide shot showing the overall condition, and close-up shots of anything that differs from the entry condition or that would support a bond claim. For problem areas — cleaning issues, damage, missing items — take multiple photographs from different angles to show the condition clearly.

Match the entry photograph angles where possible. If the entry report includes a photograph of the oven interior taken from the front, the exit photograph of the same oven should replicate that angle. Side-by-side comparisons of entry and exit photographs at the same angle make the difference immediately obvious and leave little room for dispute at VCAT.

Ensure timestamps are visible and accurate. Photograph metadata embeds the date and time automatically, but inspection software that overlays or attaches timestamps to images produces even clearer records. Ensure the date and time on your device are accurate before the inspection.

Photograph before any cleaning, repairs, or tidying. The exit inspection and its photographic record must capture the condition the renter left the property in — not the condition after a cleaning company or tradesperson has attended. Organise and complete all photographic documentation before any contractors are engaged. Once a professional clean has been done, the evidence of how the renter left the property is gone.

For each area where a bond claim is contemplated, make sure the exit photograph corresponds clearly to an item and rating in the exit section of the condition report. An unlinked photograph of grease in an oven is less useful than a photograph labelled within the report as "Kitchen — oven interior — heavy grease on base, sides, and door glass."

The distinction between fair wear and tear and damage determines what a rental provider can legitimately claim from the bond at exit. Victoria's Residential Tenancies Act 1997 does not define fair wear and tear with a precise list. Consumer Affairs Victoria describes it as the normal deterioration of a property resulting from ordinary use over time.

Fair wear and tear includes: minor scuff marks on walls in high-traffic areas such as hallways and near doorways; light carpet compression where furniture has stood throughout the tenancy; gradual fading of paintwork after several years of occupancy; small marks around light switches from regular use; and slight dulling of benchtop surfaces from routine meal preparation. These cannot be claimed against the bond.

Damage — which is distinct and claimable — includes: holes in walls from improper fixing (large anchors, bolts, or unrepaired nail holes beyond standard picture-hanging); carpet stains from spills, pet accidents, or burns; broken tiles, cracked splashbacks, or smashed windows; grease buildup in the oven or rangehood filter from inadequate cleaning; mould resulting from the renter's inadequate ventilation habits rather than from building defects; and pet damage to flyscreens, carpet, or timber surfaces.

The length of the tenancy is relevant. VCAT considers how long the property was occupied when assessing what level of wear is reasonable. A large scuff mark on a skirting board appearing after a short tenancy is treated differently from the same mark appearing after a five-year occupancy, where considerably more wear would be expected from normal use.

For each item where a claim is contemplated, the property manager must be able to articulate why the condition at exit falls outside fair wear and tear, and why the entry condition report shows the item was in better condition at the start of the tenancy. See the guide on fair wear and tear vs damage for examples across common rental property items, with practical illustrations of the line between ordinary deterioration and claimable damage.

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 exit condition report is central to this new obligation in two respects.

First, it is a required part of the evidence package. Exit inspection photographs, the completed exit section of Form 4, and invoices or quotes for any rectification work must be assembled and sent to every renter on the tenancy before the claim is lodged with the RTBA. A thorough, well-photographed exit condition report makes this package straightforward to compile. A vague or incomplete one makes it difficult, and may mean legitimate claims cannot be properly substantiated.

Second, the entry condition report defines the ceiling of what is claimable. The requirement that evidence must not conflict with the condition report means that anything recorded as already damaged or in poor condition at entry cannot be the basis of an exit claim. If the entry report noted "carpet: stained near dining area," you cannot claim bond to replace carpet based on the same stain — the report establishes it was pre-existing. Claims are only permissible for deterioration that occurred during the tenancy and that was not present at entry.

For property managers managing a Victorian portfolio, the practical implication is clear: the exit condition report needs to be completed within the required timeframe, the evidence package assembled, and the notice sent to renters before any claim is lodged with the RTBA — all within whatever advance notice period is specified in the Act. Check Consumer Affairs Victoria for the confirmed notice period as October 2026 approaches.

See the full guide to Victoria's October 2026 bond evidence requirements for the complete details of what the new rules require and the penalty regime for non-compliance.

Once the exit inspection is complete and the property manager has assessed the exit condition against the entry report, the process for a bond claim runs through RTBA Online — the portal operated by the Residential Tenancies Bond Authority, which holds all Victorian residential rental bonds.

The standard sequence after the exit inspection:

Determine whether a claim is warranted. Compare the exit condition against the entry section of the same Form 4 document, item by item. Identify areas where the condition is materially worse at exit than at entry, where that deterioration goes beyond fair wear and tear, and where the cause is not something already recorded in the entry report as a pre-existing issue.

Obtain invoices or quotes promptly. Professional cleaning invoices, repair quotes from licensed tradespeople, and replacement cost assessments need to be obtained before the evidence package is assembled. Where possible, obtain actual invoices (work already completed) rather than quotes alone, as invoices show the cost was actually incurred. From October 2026, these must be in hand before the claim is lodged.

Assemble and send the evidence package. From October 2026, the package — exit condition report, comparative entry and exit photographs, invoices or quotes — must be sent to every renter on the tenancy before the claim is lodged with the RTBA. The required advance notice period is set by the Consumer Legislation Amendment Act 2025; check Consumer Affairs Victoria for the confirmed period. Allow that period to pass before lodging anything with the RTBA.

Lodge the claim through RTBA Online. The RTBA notifies each renter listed on the bond of the claim. The renter has 10 business days from notification to object. If no objection is received within that period, the RTBA releases the claimed amount to the rental provider and refunds any remaining balance to the renter. If the renter objects within the 10-business-day window, the disputed amount is referred to VCAT for determination. See the VCAT bond dispute guide for Victoria for the tribunal process in detail.

The following mistakes are responsible for the majority of legitimate bond claims that fail at RTBA or VCAT in Victoria, and all of them are avoidable with a structured exit inspection process.

Not completing the exit section within 10 days. The 10-day obligation under Section 35 is a hard deadline. Failure to complete the exit section promptly compromises the evidentiary record and may give the renter grounds to dispute the procedural basis of the inspection and the claim.

Inspecting before the property is fully vacated. If the renter's belongings are still present when the exit inspection is conducted, it is impossible to accurately assess floors, storage areas, and many surfaces. Always wait until the property is completely empty and every item belonging to the renter has been removed.

Photographing after cleaning or repairs. Exit photographs must capture the condition the renter left the property in — not the condition after a cleaning company or tradesperson has attended. Complete the photographic record before any contractors arrive.

Not giving the renter a reasonable opportunity to attend. Scheduling the exit inspection at a time that makes renter attendance practically impossible, and then making contested bond claims, is a position VCAT treats unfavourably. Notify the renter of the inspection date with adequate notice and document that notification.

Vague exit descriptions. "Kitchen: dirty" is not useful at VCAT. "Kitchen — oven interior: thick grease on base, sides, and door glass; oven racks have baked-on food residue" is useful. Specific descriptions of what is being claimed and why are essential for each item where a bond deduction is being contemplated.

Not cross-referencing exit photos to specific items in the report. Photographs that exist in a folder but are not linked to specific items in the exit condition report are much harder to present as evidence in a structured way. The connection between each photograph and the relevant item in the report should be explicit — either through inspection software that attaches photos to specific items, or through a clear labelling convention.

Leaving the entry report at the office. Without the entry condition report as a reference during the exit walkthrough, the comparison relies on memory. Checking each item against the documented entry condition in real time is the most reliable approach and the one that best positions the property manager if a dispute arises.

Digital inspection tools have become standard in Victorian property management for practical reasons: they attach photographs directly to specific items, create automatic timestamps, enable cloud storage and backup, and allow the entry and exit sections of the same Form 4 condition report to be managed within a single workflow.

When evaluating a digital tool for Victorian exit condition reports, four things matter specifically:

Prescribed form compliance. The tool must generate an output equivalent to Form 4 of the Residential Tenancies Regulations 2021 (VIC) — not a generic inspection checklist. This requires covering the same areas, in the same structure, with the same single-document approach to entry and exit. Confirm with the vendor that VIC condition report outputs satisfy the Section 35 requirement under the Residential Tenancies Act 1997.

Entry-to-exit comparison within the same document. The exit workflow should pull through the entry ratings and descriptions for each item, enabling direct comparison without re-entering entry data. The single-document requirement under Victorian law is more practical when software preserves the entry data and presents it alongside the exit ratings at the time of the exit inspection.

Photo attachment and timestamping. Exit photographs should attach to the specific item and room in the condition report, with timestamps recorded automatically. When the evidence package is assembled under the October 2026 rules, the linkage between each photograph and its corresponding report item needs to be immediately apparent — to the renter receiving the notice and to VCAT if the matter proceeds.

Electronic delivery with a delivery record. The software should allow the completed exit section to be emailed or shared electronically with the renter immediately after completion, with a timestamped delivery record. From October 2026, the advance evidence notice must be sent to every renter before lodging any claim — a confirmed electronic delivery record satisfies the delivery documentation requirement.

ConditionHQ generates AI-assisted condition descriptions for both entry and exit inspections, produces VIC-compliant report outputs structured around the Form 4 prescribed form, and maintains a timestamped audit trail suitable for VCAT submissions. The free tier covers three full reports per month — enough to conduct a real Victorian exit inspection and assess whether the report output meets RTBA and VCAT evidence standards before committing to a paid plan.