QLD Bond Evidence Requirements: The Complete Property Manager's Compliance Guide (2026)

If you search for information about bond evidence requirements in Queensland, almost everything you find is written for tenants. The RTA website, QCAT guides, and legal aid resources all frame the topic from the tenant's perspective. That makes sense: tenants are the ones who stand to lose their bond money, so they need to know their rights.

But property managers are the ones who actually need to produce the evidence. You are the ones who need to know exactly what documentation to collect, how to present it, what deadlines apply, and what happens if your evidence falls short. And since October 2025, the stakes have become significantly higher.

This guide is written specifically for Queensland property managers and managing agents. It covers the current bond evidence requirements under the Residential Tenancies and Rooming Accommodation Act 2008, the practical steps you need to take to comply, and the mistakes that consistently cost agencies money at QCAT. Everything here reflects the requirements as they stand in 2026, including the evidence obligations that took effect in October 2025.

In October 2025, updated provisions under the Residential Tenancies and Rooming Accommodation Act 2008 took effect, fundamentally changing how bond claims work in Queensland. The core change is this: landlords and agents must now provide supporting evidence within 14 days for all bond claims.

This is not optional. It is not a best practice recommendation. It is a legislative requirement. If you make a claim against a tenant's bond for any reason, whether cleaning, damage, unpaid rent, or any other allowable deduction, you must provide evidence supporting that claim within 14 days of the tenancy ending.

Critically, this requirement applies to all bonds regardless of when they were originally lodged. It does not matter if the tenancy started in 2020 and the bond was lodged years before these changes took effect. If the tenancy ends after October 2025, the new evidence requirements apply to any claim you make against that bond.

This caught some agencies off guard. Property managers who had been operating under the assumption that older tenancies were grandfathered in discovered that this was not the case. Every bond claim made after October 2025, for any tenancy, is subject to the new 14-day evidence requirement.

The practical implication is clear: if you do not have your evidence ready at the time of the exit inspection, you are already behind. Fourteen days sounds like a reasonable window, but when you factor in obtaining quotes, chasing contractors, and compiling documentation, it disappears fast.

Before diving into evidence requirements, it helps to be precise about what the bond actually covers in Queensland.

Under the Residential Tenancies and Rooming Accommodation Act 2008, the rental bond is capped at four weeks rent. This applies to all general tenancies. The bond is held by the RTA, not by the landlord or agent, and it can only be claimed for specific purposes allowed under the Act.

Allowable bond claims include unpaid rent, damage beyond fair wear and tear, cleaning costs to restore the property to the condition it was in at the start of the tenancy (accounting for fair wear and tear), and other costs specifically provided for in the tenancy agreement or under the Act.

The bond cannot be used to cover general maintenance, improvements, or upgrades. It cannot be claimed for fair wear and tear, which is the normal deterioration that occurs through everyday use of a property. And it cannot exceed the amount of the bond itself, regardless of how significant the damage or costs may be.

This is important context for your evidence strategy. Every piece of evidence you collect needs to demonstrate that the claim falls within these allowable categories. If you are claiming for damage, you need to show that the damage goes beyond fair wear and tear. If you are claiming for cleaning, you need to show that the property was left in a condition below the standard recorded at the start of the tenancy.

Understanding these boundaries before you start collecting evidence will help you focus on documentation that actually supports your claim, rather than wasting time on evidence that will not withstand scrutiny.

The RTA and QCAT expect specific types of evidence to support bond claims. Here is what you should be collecting and how each type of evidence strengthens your position.

Entry condition report (Form 1a): This is the prescribed RTA form that documents the condition of the property at the start of the tenancy. Under the Act, the landlord or agent must complete Form 1a and provide it to the tenant. The tenant then has 3 business days to sign and return the form, noting any disagreements with the recorded condition. If the tenant does not return the form within 3 business days, the report as completed by the agent is taken to be agreed. This form is the foundation of every bond claim. Without a thorough, signed Form 1a, you have no baseline against which to measure the property's condition at the end of the tenancy.

Exit condition report (Form 14a): This is the prescribed RTA form for documenting the property's condition when the tenant vacates. You should complete Form 14a during or immediately after the exit inspection, ideally with the tenant present. This form captures the condition of every room and area at the end of the tenancy and, when compared against Form 1a, clearly identifies any changes in condition.

Timestamped photographs: Photos are arguably the most important evidence in bond disputes. Every room and area should be photographed at entry and at exit, from the same angles where possible. Photos must be dated, and digital photos with embedded EXIF timestamps are ideal. The RTA and QCAT place heavy weight on photographic evidence, particularly when it clearly shows the condition of specific items or areas at both the start and end of the tenancy. Include close-up photos of any damage, stains, marks, or other condition issues.

Quotes and invoices for repair or cleaning: If you are claiming the cost of repairs or cleaning, you need documentary evidence of those costs. This means written quotes from licensed tradespeople or cleaning companies, and ideally invoices for work actually completed. Multiple quotes strengthen your position by demonstrating that the claimed amount is reasonable and not inflated.

Rent ledger: For claims related to unpaid rent, a complete rent ledger showing all payments received, dates of payment, and any outstanding amounts is essential. The ledger should reconcile with your trust account records.

Correspondence: Any written communication with the tenant about property condition, maintenance requests, or end-of-tenancy obligations can support your claim. This includes emails, text messages, and letters. Correspondence that shows the tenant was notified about expected standards or outstanding issues is particularly valuable.

Routine inspection reports: If you conducted routine inspections during the tenancy (which you should be doing), those reports create a timeline of the property's condition. They can help establish when damage occurred and whether it was reported by the tenant. They also demonstrate that you fulfilled your management obligations.

Previous maintenance records: Records of maintenance and repairs carried out during the tenancy can help establish the condition of specific items at various points. If you replaced a carpet two years into a five-year tenancy, for example, you have documentation showing it was in new condition at that point.

The 14-day evidence requirement creates a strict timeline that you need to plan around. Here is how it plays out in practice.

Day 0 is the end of the tenancy. This is typically when the tenant returns the keys and you conduct the exit inspection. On this day, you should complete the Form 14a exit condition report and take all exit photographs.

Days 1 through 3: Review the exit condition report against the entry condition report (Form 1a). Identify all discrepancies that go beyond fair wear and tear. Begin obtaining quotes for any repair or cleaning work needed.

Days 4 through 7: Follow up on quotes. Compile your rent ledger and check for any outstanding amounts. Gather all correspondence with the tenant that relates to property condition or maintenance.

Days 8 through 10: Assemble your complete evidence package. Organise photos in a logical order (entry photo paired with corresponding exit photo for each room and item). Prepare a clear, written summary of each claim and the evidence supporting it.

Days 11 through 13: Submit your bond claim through the RTA with all supporting evidence. Do not wait until day 14.

Day 14: This is the deadline. If you have not provided evidence supporting your bond claim by this date, your claim is on shaky ground.

The key lesson from this timeline is that the 14-day clock starts ticking the moment the tenancy ends, not when you get around to processing the exit. If you wait a week to conduct the exit inspection, you have already used half your evidence window. Agencies that consistently succeed in bond claims are the ones that complete exit inspections on the day the tenant vacates, or within 24 hours at the latest.

Practical tip: have your quote sources lined up in advance. Maintaining relationships with reliable cleaners and tradespeople who can provide quotes within 48 hours is essential for meeting the 14-day deadline. If you are waiting five or six business days for a quote from a single contractor, you are cutting it dangerously close.

Approximately 56 percent of bond disputes in Queensland involve cleaning. This makes cleaning claims both the most common and the most contested category of bond deduction. Getting your evidence right for cleaning claims is critical.

The standard for cleaning claims is straightforward in theory: the property should be returned in the same standard of cleanliness as it was at the start of the tenancy, accounting for fair wear and tear. In practice, this is where most disputes arise because "clean" is subjective and "fair wear and tear" is open to interpretation.

To build a strong cleaning claim, you need to establish the baseline. Your entry condition report should clearly document the cleanliness standard at the start of the tenancy. "Clean" is not descriptive enough. Record specifics: "Oven interior professionally cleaned, no grease residue. Rangehood filter free of buildup. Bathroom tiles and grout white, no mould." The more specific your entry report, the easier it is to demonstrate a shortfall at exit.

Your exit report should document the specific cleaning deficiencies with equal precision. "Kitchen oven has heavy grease buildup on interior walls and door glass. Rangehood filter has approximately 6mm layer of grease and dust." Pair these descriptions with photographs. A photo of a clean oven at entry alongside a photo of a greasy oven at exit is compelling evidence that requires very little interpretation.

For the cost component, obtain a quote from a professional cleaning company that itemises the work required. A lump-sum quote for "end of tenancy clean" is less persuasive than an itemised quote that lists specific tasks (oven deep clean, rangehood degrease, bathroom mould treatment) with individual costs. QCAT is more likely to accept an itemised quote because it can assess the reasonableness of each line item.

Common cleaning claim mistakes by property managers:

Using vague language in condition reports. "Not clean" or "needs cleaning" does not tell a tribunal anything useful. Be specific about what is not clean and to what extent.

Failing to photograph specific areas. Wide-angle room shots are useful for context but insufficient for cleaning claims. You need close-up photos of the specific areas that are below standard: inside the oven, behind the toilet, window tracks, exhaust fans.

Claiming for cleaning that was not done at entry. If the property was not professionally cleaned before the tenancy started and your entry report does not record a high standard of cleanliness, you cannot hold the tenant to a standard that did not exist when they moved in.

Not accounting for fair wear and tear. A property occupied for five years will have some level of wear in high-traffic areas. Expecting the same standard of cleanliness as a brand-new property is unreasonable, and QCAT will adjust accordingly.

Damage claims are the second most common category in bond disputes, and the distinction between damage and fair wear and tear is where most claims succeed or fail.

Fair wear and tear is defined as the normal deterioration that occurs through the ordinary use of a property over time. Examples include minor scuffs on walls in high-traffic areas, slight fading of paint or carpet from sun exposure, worn carpet in hallways and living areas, and small nail holes from hanging pictures. These are not claimable against the bond.

Damage, by contrast, is deterioration that goes beyond normal use. Examples include large holes in walls, burns or stains on carpet, broken fixtures or fittings, door handles or locks damaged by force, and pet damage including scratches, stains, and odours.

To successfully claim for damage, your evidence needs to establish three things.

First, the condition at the start of the tenancy. Your Form 1a entry condition report and entry photos should show the item or area in its original condition. If the carpet was new at the start of the tenancy, your entry report should say so and include photos.

Second, the condition at the end of the tenancy. Your Form 14a exit condition report and exit photos should clearly show the damage. For carpet stains, photograph the stain from above and at an angle. For wall damage, include a reference object (like a coin) for scale.

Third, that the damage exceeds fair wear and tear. This is where your evidence needs to tell a story. A cigarette burn in carpet is clearly damage, not wear. A hole punched in a plasterboard wall is clearly damage. But a worn patch of carpet near a doorway might be fair wear and tear if the tenancy was long enough. Your evidence should address the age of the item, the length of the tenancy, and the nature of the deterioration.

For the cost of repair, obtain quotes from appropriately qualified tradespeople. A plasterer for wall repairs, a carpet layer for carpet replacement, a locksmith for lock damage. Ensure the quotes are itemised and that the scope of work matches the specific damage documented in your condition reports.

Important note on depreciation: QCAT takes into account the age and remaining useful life of damaged items. If a ten-year-old carpet is damaged, you will not be awarded the full cost of replacement. The tribunal will consider the carpet's expected lifespan and reduce the claim accordingly. Present your claim with this in mind to demonstrate reasonableness.

When a bond claim is disputed, the RTA provides a structured dispute resolution process before the matter escalates to QCAT. Understanding this process helps you prepare appropriate evidence at each stage.

Step 1: Bond refund request. At the end of the tenancy, either party can submit a bond refund request through the RTA. If both parties agree on how the bond should be distributed, the RTA processes the refund. No dispute, no evidence required beyond the signed refund form.

Step 2: Dispute notification. If the tenant disputes your bond claim, or if you dispute the tenant's refund request, the RTA notifies both parties that a dispute exists. This is where the 14-day evidence requirement becomes critical. You must provide your evidence supporting the claim within this window.

Step 3: RTA conciliation. The RTA offers a free conciliation service to help resolve bond disputes without going to QCAT. A conciliator works with both parties to try to reach an agreement. This is an informal process, but having strong evidence makes your position more persuasive. Most bond disputes are resolved at this stage.

Step 4: QCAT application. If conciliation fails, either party can apply to the Queensland Civil and Administrative Tribunal (QCAT) for a formal decision. QCAT is a tribunal, not a court, so the process is less formal than a court hearing. However, the rules of evidence still apply, and the member making the decision will expect to see condition reports, photographs, quotes, and other documentary evidence.

Step 5: QCAT hearing. At the hearing, both parties present their evidence and arguments. The QCAT member will review the entry and exit condition reports, examine photographs, consider quotes and invoices, and hear from both parties. The member then makes a binding decision about how the bond should be distributed.

At every stage of this process, your evidence package is your foundation. Property managers who maintain thorough, well-organised documentation rarely need to go beyond RTA conciliation, because the strength of their evidence makes the outcome clear.

After reviewing thousands of bond disputes, these are the mistakes that consistently undermine property managers' claims at the RTA and QCAT.

Incomplete entry condition reports. This is the single most costly mistake. If your Form 1a does not thoroughly document every room, every fixture, and every surface at the start of the tenancy, you have no baseline for comparison at exit. An entry report that says "lounge room - good condition" tells a tribunal nothing. An entry report that says "lounge room - walls white, no marks, carpet light grey, no stains, all power points intact, ceiling fan operational, window blinds white, all slats intact" gives you a specific standard against which to measure the exit condition.

Not following up on unsigned condition reports. The tenant has 3 business days to sign and return the Form 1a. If they do not return it, the report as completed by the agent is deemed agreed. However, you need to be able to demonstrate that you provided the report to the tenant and gave them the opportunity to respond. Keep a record of when and how you provided the form.

Poor quality photographs. Blurry, dark, or poorly framed photos are almost as bad as no photos at all. Use a phone camera with the flash on in dim areas, take photos from consistent angles at entry and exit, and ensure timestamps are enabled. A photo that clearly shows a clean oven at entry and a dirty oven at exit is worth more than a page of written description.

Missing the 14-day evidence deadline. Since October 2025, this deadline is firm. If you do not provide evidence within 14 days, your claim is significantly weakened. Do not rely on memory or verbal accounts. Have your evidence documented and submitted within the first 10 days to give yourself a buffer.

Claiming for fair wear and tear. This erodes your credibility with the RTA conciliator and QCAT member. If you claim for every minor scuff and mark in a property that has been tenanted for four years, the adjudicator will question the reasonableness of all your claims, including the legitimate ones. Be selective and only claim for genuine damage beyond fair wear and tear.

Not providing itemised quotes. A lump sum quote for $2,000 in repairs without a breakdown of what work is required and what each component costs will not be accepted at face value. QCAT needs to assess the reasonableness of each claim, and that requires itemised quoting.

Failing to account for the age of items. Claiming the full replacement cost of a fifteen-year-old carpet is unreasonable and demonstrates a lack of understanding of fair wear and tear principles. Present depreciated values that reflect the remaining useful life of damaged items.

Not keeping digital copies of everything. Physical documents get lost. USB drives fail. Cloud-based storage with automatic backups ensures your evidence is available when you need it, even if the original file is misplaced.

Use this checklist for every tenancy to ensure you have comprehensive evidence ready if a bond dispute arises.

Before the tenancy starts:

Complete Form 1a (Entry Condition Report) for every room and area of the property. Be specific and descriptive. Note the condition of walls, floors, ceilings, fixtures, fittings, appliances, and outdoor areas. Record the cleanliness standard in precise terms.

Take timestamped photographs of every room from multiple angles. Include close-ups of any existing marks, damage, or wear. Photograph inside ovens, rangehoods, cupboards, and other areas that commonly attract cleaning claims.

Provide Form 1a to the tenant and record the date and method of delivery (email is ideal as it creates a record). Note whether the tenant returned the signed form within 3 business days.

Store the completed Form 1a and all entry photographs in a secure, backed-up digital location.

During the tenancy:

Conduct routine inspections at the intervals permitted under the Act (no more than once every 3 months, with appropriate notice). Document the condition of the property at each inspection with notes and photographs.

Keep records of all maintenance requests, repairs completed, and correspondence with the tenant about property condition.

Maintain an accurate rent ledger reconciled with trust account records.

At the end of the tenancy:

Conduct the exit inspection on the day the tenant vacates or within 24 hours. Complete Form 14a (Exit Condition Report) with the same level of detail as the entry report.

Take timestamped exit photographs from the same angles as entry photographs. Include close-ups of any damage or cleaning deficiencies.

Compare Form 1a and Form 14a side by side. Identify all discrepancies that exceed fair wear and tear.

Obtain itemised quotes for any repair or cleaning work within 48 hours of the exit inspection.

Prepare a clear written summary linking each claim to specific evidence: the relevant section of Form 1a, the corresponding section of Form 14a, entry and exit photos, and the quote for remediation.

Submit the bond claim with all supporting evidence to the RTA within 10 days (well before the 14-day deadline).

Retain copies of all submitted evidence for your records.

The evidence requirements introduced in October 2025 have raised the bar for condition report quality in Queensland. Manual reports completed on paper Form 1a and Form 14a templates, while legally valid, often lack the detail and consistency needed to build strong bond claims.

AI-powered condition report tools like ConditionHQ address several of the evidence weaknesses that commonly undermine bond claims.

Consistent, detailed descriptions: AI assistance generates thorough, specific descriptions for every room and item. Instead of "good condition" or "fair," you get descriptions like "walls painted white, no marks or scuffs visible, paint finish consistent with original application." This level of detail creates a specific baseline that is much easier to compare against the exit condition.

Structured photo documentation: Digital condition report tools embed timestamped photos directly in the report, paired with the relevant room and item descriptions. This eliminates the common problem of loose photos that cannot be linked to specific condition observations. Each photo has clear context within the report.

Automatic comparison capability: When your entry and exit reports are created in the same digital platform, comparing them becomes straightforward. Changes in condition are easier to identify and document, which strengthens the evidence chain from entry to exit.

Compliance with prescribed forms: ConditionHQ generates reports that comply with Queensland's prescribed form requirements for Form 1a and Form 14a, as well as the requirements for all other Australian states and territories. This removes the risk of using a non-compliant format that could be challenged at QCAT.

Secure cloud storage with audit trail: Digital reports stored in the cloud have automatic timestamps showing when they were created and whether they have been modified. This audit trail is inherently more trustworthy than a paper form with a handwritten date.

ConditionHQ offers a free tier with three reports per month, which is sufficient for property managers who want to test the platform's capabilities before committing. The Pro plan at $59 per month and Agency plan at $149 per month provide unlimited reports and additional features for larger operations.

For property managers who want to verify any of the requirements discussed in this guide, here are the key legislative references.

The primary legislation governing residential tenancies in Queensland is the Residential Tenancies and Rooming Accommodation Act 2008. This Act is administered by the Residential Tenancies Authority (RTA) and is available in full on the Queensland legislation website (legislation.qld.gov.au).

Key sections relevant to bond evidence:

Part 4 of the Act covers rental bonds, including lodgement, refund, and dispute resolution processes. The bond is capped at four weeks rent for general tenancies.

Section 65 and related provisions deal with condition reports. The entry condition report (Form 1a) must be completed by the lessor or agent and provided to the tenant at or before the start of the tenancy. The tenant has 3 business days to sign and return the report.

The exit condition report (Form 14a) is completed at the end of the tenancy and documents the property's condition at that time.

The Residential Tenancies and Rooming Accommodation Regulation 2009 prescribes the approved forms, including Form 1a and Form 14a.

Key definitions under the Act:

Fair wear and tear means the deterioration that occurs over time through the normal use of the premises, even when the tenant has taken reasonable care. This is not defined in exhaustive detail in the Act, and QCAT exercises judgment on a case-by-case basis.

Rental bond means the amount paid by the tenant as security for the performance of the tenant's obligations under the tenancy agreement.

Condition report means a report about the condition of the premises, including any inclusions, at a particular time.

Useful resources:

RTA website: rta.qld.gov.au provides downloadable forms (including Form 1a and Form 14a), fact sheets, and information about the bond dispute resolution process.

QCAT website: qcat.qld.gov.au provides information about the tribunal process for unresolved bond disputes, including how to apply, what evidence to bring, and how hearings are conducted.

Property managers should ensure they are working from the most current version of the Act and Regulation, as amendments can take effect throughout the year. The Queensland legislation website always hosts the current version.

The bond evidence requirements that took effect in October 2025 represent a significant shift in how property managers need to approach condition reporting and end-of-tenancy processes in Queensland. Here are the essential points to remember.

The 14-day evidence deadline is absolute. From the day the tenancy ends, you have 14 days to provide supporting evidence for any bond claim. Build your processes around meeting this deadline with days to spare, not on the last day.

Every bond is subject to the new requirements. It does not matter when the tenancy started or when the bond was lodged. If the tenancy ends after October 2025, the new evidence requirements apply.

Your entry condition report is your most important document. Without a thorough, specific, signed Form 1a with photographs, your ability to make any bond claim is severely compromised. Invest time in getting entry reports right, because they are the foundation of every exit claim.

Cleaning claims dominate disputes. With 56 percent of bond disputes involving cleaning, your cleaning documentation needs to be airtight. Specific descriptions, comparative photos, and itemised cleaning quotes are essential.

Fair wear and tear is not claimable. Be honest about what constitutes damage versus normal deterioration. Overclaiming damages your credibility for the claims that are legitimate.

Digital tools reduce risk. AI-powered condition report platforms like ConditionHQ produce more detailed, consistent, and verifiable reports than manual processes. The investment in a proper tool pays for itself the first time it helps you win a bond dispute that you would otherwise have lost.

Documentation is a habit, not an event. The property managers who consistently succeed in bond claims are the ones who document everything throughout the tenancy, not just at entry and exit. Routine inspection reports, maintenance records, and correspondence all contribute to a complete evidence package.

Queensland's bond evidence requirements may feel burdensome, but they ultimately protect professional property managers who do the right thing. Agencies that maintain thorough documentation have nothing to fear from the 14-day deadline. It is a formality when your evidence is already in order.