How to Handle a Tenant Who Refuses to Sign the Condition Report

You have just completed a thorough entry condition report. You have walked through every room, photographed every surface, and documented the property's condition in detail. You hand the report to the tenant for their review and signature. And they refuse to sign it.

This scenario happens more often than most property managers expect, and it creates immediate anxiety. If the tenant does not sign the condition report, does it count? Will it hold up in a bond dispute? Is the tenant obligated to sign? What should you do?

The good news is that a tenant's refusal to sign the condition report does not, in most states, invalidate the report. The bad news is that how you handle the refusal matters significantly for your position if a bond dispute arises later. Doing nothing and moving on is the wrong approach. Documenting the refusal and following the correct process for your state protects your position.

This guide covers the legal position in each state and territory, why tenants refuse, what to do step by step, and how to prevent the situation in the first place.

The short answer: in most Australian states, the tenant is not legally compelled to sign the condition report. However, the legislation creates consequences for not responding, which generally work in the property manager's favour.

The tenant's obligation is typically to review the report and return it with any comments or disagreements within a specified timeframe. Signing indicates agreement with the report's contents. Not returning the report (whether through refusal or inaction) usually means the report as completed by the agent is taken to be the agreed condition.

This is an important distinction. The tenant does not need to sign for the report to be valid. In most states, the report becomes the agreed baseline either when the tenant signs it, or when the review period expires without the tenant returning the report.

Queensland: The tenant has 3 business days to sign and return Form 1a (the entry condition report). If the tenant does not return the report within this period, the report as completed by the agent is taken to be agreed. The tenant's failure to sign does not invalidate the report — it means they have accepted it by default. If the tenant returns the report with amendments or disagreements noted, those observations form part of the agreed record.

New South Wales: The tenant has 7 days to review the condition report and provide any comments. If the tenant does not respond within this period, the report as provided by the landlord or agent is taken to reflect the agreed condition. The Residential Tenancies Act 2010 does not require the tenant's signature for the report to be valid.

Victoria: The tenant has 5 business days to review the condition report and return it with any comments. The Residential Tenancies Act 1997 provides that if the report is not returned within this period, the condition as recorded by the landlord or agent is taken to be correct. The tenant's signature is not required for the report to stand.

Western Australia: The tenant is expected to review the property condition report and return a signed copy noting any disagreements. The Residential Tenancies Act 1987 does not specify a statutory timeframe in the same way as Queensland or Victoria, but the expectation is that the review occurs as part of the tenancy commencement process. An unsigned report is weaker at the Magistrates Court than a signed one, but it is not invalid.

South Australia: The tenant should review and return the condition report with any comments. The Residential Tenancies Act 1995 does not prescribe a specific return timeframe in the way that Queensland does, but the expectation is a reasonable period. An unsigned report combined with evidence that it was provided to the tenant and they had the opportunity to respond is generally accepted by SACAT.

Tasmania: Under the Residential Tenancy Act 1997, both parties are expected to complete the condition report together where possible. If the tenant does not participate or sign, the report completed by the landlord or agent still forms part of the tenancy record. The Residential Tenancy Commissioner considers the circumstances.

ACT: The Residential Tenancies Act 1997 requires that a condition report be prepared and provided to the tenant. The tenant has a right to add comments and objections. If the tenant does not return the report, the agent's version is generally treated as the baseline.

Northern Territory: Under the Residential Tenancies Act 1999, the condition report should be signed by both parties. If the tenant refuses to sign, document the refusal and the fact that the report was provided and the tenant had the opportunity to review it. NTCAT will consider the circumstances.

Understanding why a tenant refuses to sign helps you respond appropriately. Some reasons are legitimate concerns that you should address. Others are based on misunderstanding, and explaining the process may resolve the refusal.

Legitimate reasons:

The tenant disagrees with the recorded condition. This is exactly what the review process is for. If the tenant believes the report inaccurately describes the property's condition, they should note their disagreements on the report and return it. This is not a refusal to engage — it is the process working as intended. Encourage the tenant to mark their observations and return the report rather than refusing to sign entirely.

The tenant wants more time to inspect. If the tenant has not had time to walk through the property and compare it against the report, their reluctance to sign is reasonable. Remind them of the review period they have under your state's legislation and encourage them to use it.

Common misunderstandings:

The tenant believes signing means they agree with everything. Some tenants think that signing the condition report means they accept the entire contents without reservation. Explain that they can sign with amendments — noting any items they disagree with. Their signature with amendments is actually better for everyone than no signature at all, because it creates a clear record of what was agreed and what was disputed.

The tenant believes the report will be used against them. Some tenants, particularly those who have had negative rental experiences, are wary of signing any document they believe the agent could use to take their bond. Explain that the condition report protects them as much as it protects the landlord. It records the property's condition at entry, which means they cannot be held responsible for pre-existing issues.

The tenant has been advised not to sign. In some cases, tenants receive advice from friends, family, or online sources telling them never to sign a condition report. This advice is generally misguided, as failing to sign typically results in the agent's version of the report being accepted as the baseline.

Non-reasons:

The tenant simply does not want to engage with the process. Some tenants do not respond to the condition report out of apathy or disorganisation rather than a deliberate refusal. The review period expiry provisions in most states handle this by defaulting to the agent's version.

If a tenant refuses to sign the condition report, follow these steps to protect your position.

Step 1: Confirm the report was provided. Ensure you have evidence that the condition report was provided to the tenant. Email delivery is ideal because it creates a timestamped record. If the report was delivered in person, note the date, time, and method of delivery in your records.

Step 2: Explain the process. Tell the tenant that they do not need to agree with everything in the report to sign it. They can note their disagreements on the report and return it with their amendments. Their observations will be recorded alongside yours, creating a balanced record.

Step 3: Explain the consequences of not responding. Let the tenant know that under your state's legislation, if they do not return the report within the specified timeframe, the report as completed by the agent is taken to be the agreed condition. Frame this as information, not a threat.

Step 4: Put the explanation in writing. Send the tenant an email or letter summarising what you have explained: the report has been provided, they have until a specific date to review and return it with any amendments, and if they do not return it, the agent's version will be taken as agreed. This creates a clear record of the process you followed.

Step 5: Wait for the review period to expire. Do not chase the tenant daily. Give them the full review period as specified by your state's legislation. Mark the expiry date in your diary.

Step 6: Document the outcome. After the review period expires without the tenant returning the report, record in your file: the date the report was provided, the method of delivery, the review period, the expiry date, and the fact that the tenant did not return the report. Note that the report is now taken to be agreed per the relevant section of your state's legislation.

Step 7: Proceed with the tenancy. The unsigned report is your agreed baseline. Treat it as you would a signed report for all future purposes, including bond claims at the end of the tenancy.

An unsigned condition report is not as strong as a signed one, but it is far from worthless. Tribunals across Australia regularly accept unsigned condition reports as evidence, particularly when the property manager can demonstrate that the correct process was followed.

What tribunals look for:

Was the report provided to the tenant? If you can show (via email records, delivery receipts, or file notes) that the report was provided, the tribunal will accept that the tenant had the opportunity to review it.

Was the tenant given the legislated review period? If you can show that the tenant had the full review period (3 business days in QLD, 5 in VIC, 7 in NSW, etc.) and did not return the report, the tribunal will generally accept the agent's version as the baseline.

Is the report thorough and credible? A detailed, well-photographed condition report carries more weight than a vague one, regardless of whether it is signed. Thoroughness signals professionalism and reliability.

Is there any evidence that the tenant disputed the condition at the time? If the tenant did not raise any issues at the time the report was provided and only disputes the recorded condition years later at a bond hearing, the tribunal will note this inconsistency.

What weakens an unsigned report:

No evidence that the report was provided to the tenant. If you cannot demonstrate delivery, the unsigned report has significantly less weight because the tenant may not have had the opportunity to review it.

The report is vague or incomplete. A vague unsigned report is doubly weak: the tenant did not agree to it, and it does not contain enough detail to establish a clear baseline.

The tenant disputes specific items and provides their own evidence. If the tenant at tribunal says "the carpet already had that stain when I moved in" and your unsigned entry report does not mention the carpet in detail and has no photos, the tribunal may give the tenant the benefit of the doubt.

The takeaway: an unsigned condition report combined with evidence of delivery and a thorough, well-photographed inspection is strong evidence. An unsigned vague report with no delivery proof is weak. The signature is one factor, not the deciding factor.

The best approach to tenant refusals is to prevent them. Here are the practices that experienced property managers use to maximise condition report cooperation.

Conduct the inspection together. Where possible, walk through the property with the tenant and complete the condition report together. When the tenant participates in the process and sees each item being recorded, they are far more likely to sign because they have been involved rather than presented with a finished document.

Explain the purpose upfront. Before starting the inspection, tell the tenant that the condition report protects both parties. It records the property's condition so they are not held responsible for pre-existing issues. Frame it as a safeguard for them, not a tool for the agency.

Encourage amendments rather than refusals. If the tenant disagrees with any item, encourage them to note their disagreement on the report rather than refusing to sign. Tell them explicitly: "If you see anything you disagree with, just write your comment next to that item. That is exactly how the process is supposed to work."

Provide the report in an easy-to-review format. A clear, well-organised report with photographs is easier for the tenant to review than a handwritten form with illegible entries. Digital reports sent via email are accessible on the tenant's phone or computer, making the review process convenient.

Send a reminder before the review period expires. A polite email or text message a day before the review deadline reminds the tenant to complete their review. Keep the tone neutral and informative, not pressuring.

Build rapport at the start of the tenancy. The condition report inspection is often the first meaningful interaction between the property manager and the tenant. A positive, professional, friendly interaction sets the tone for the tenancy and reduces adversarial dynamics.

Digital condition report platforms address several of the challenges associated with unsigned reports by creating an automatic evidence trail that does not depend on the tenant's signature.

ConditionHQ records when the report was created, when it was sent to the tenant (via email), and whether the tenant opened or accessed the report. This audit trail demonstrates that the report was provided and the tenant had the opportunity to review it, which is the key factor tribunals consider for unsigned reports.

The report itself is timestamped and stored securely, preventing any question about whether the report has been altered after the fact. A paper report that the tenant did not sign could theoretically be modified later — a digital report with an audit trail showing the creation date, the content at the time of creation, and the delivery date cannot.

If the tenant does provide amendments or comments, they can be recorded within the same platform, creating a single document that captures both parties' observations without the need for handwritten annotations on a paper form.

For property managers, the practical benefit is peace of mind. When a tenant does not sign the condition report, you know that the delivery, the timing, and the report's contents are all documented in a way that will hold up to scrutiny. The unsigned report is supported by the same quality of evidence that a signed report would have, minus only the signature itself.

ConditionHQ offers a free tier with three reports per month. The Pro plan at $59 per month and Agency plan at $149 per month provide unlimited reports and full audit trail functionality.