WA Bond Evidence Requirements: A Property Manager's Complete Guide (2026)

Western Australia's bond dispute system changed fundamentally on 28 March 2026. Since then, most contested bond release applications are decided by the Commissioner for Consumer Protection through the Determinations Branch of Bonds Administration — an administrative process that reviews written evidence from both parties without requiring either side to attend court. The Magistrates Court remains available as an appeal mechanism but is no longer the first destination for most disputes.

This change matters for how you think about evidence. Under the old Magistrates Court model, a formal hearing created some opportunity to clarify ambiguous documentation in person. Under the Commissioner determination model, decisions are made on the papers. The quality and completeness of what you submit is effectively all the Commissioner has to work with. A vague entry condition report, undated photographs, or an invoice without itemisation cannot be supplemented by an explanation at a hearing. Your evidence package must tell the full story on its own.

The good news is that what the Commissioner needs is the same evidence that has always been the foundation of a sound bond claim: a thorough ingoing Property Condition Report, consistent photographic documentation, a complete exit report, and formal cost documents for every claimed amount. The Commissioner determination process has not changed what good evidence looks like — it has raised the cost of falling short of that standard.

This guide covers what to collect, when to collect it, and how to organise it so your WA bond claims hold up before the Commissioner or, if necessary, the Magistrates Court on appeal. For the step-by-step dispute process itself, see our WA bond dispute guide.

The foundation of every WA bond claim is the ingoing Property Condition Report (PCR). Under section 27C of the Residential Tenancies Act 1987 (WA), the lessor or agent must prepare the PCR and provide two copies to the tenant within seven days of the tenant taking possession of the premises.

Consumer Protection WA publishes a standard Property Condition Report template — commonly referred to as Form 1 — that is the expected format for WA tenancies. WA does not prescribe a single mandatory form in the same way Queensland mandates RTA Form 1a, but the Consumer Protection WA template is the standard that property managers, tenants, and the Commissioner's determination process all expect. Digital tools that reproduce the same room-by-room structure as the Consumer Protection WA template are accepted.

The seven-day clock for providing the PCR runs from when the tenant takes possession, not from when the lease is signed. If there is a gap between execution of the agreement and key handover, the delivery obligation runs from key handover.

For each item in the report, the evidentiary value comes from specificity. Recording the condition of walls as "white, no marks, slight scuff mark near light switch in hallway (pre-existing)" is far more useful at a Commissioner determination than "good." Recording the carpet as "beige, short pile, no stains, light traffic wear in doorway at entry" establishes a specific baseline. The more precisely the ingoing condition is described, the easier it is to demonstrate what changed during the tenancy.

Deep specificity matters most in areas that commonly attract end-of-tenancy claims: oven interior and rangehood filter, bathroom grout and shower screen, window tracks, blinds and their slats, exhaust fans, cupboard interiors, garden condition, and outdoor surfaces. If the entry report says "oven — good," a cleaning claim based on the oven's state at exit will be difficult to support. If it says "oven interior — clean, no grease or residue, racks in place," the comparison is straightforward.

For guidance on the full set of WA condition report requirements including what the form must cover and the deemed acceptance rule, see our WA condition report requirements guide.

Once you have given the tenant two copies of the PCR, the tenant has seven days to inspect the property and return one signed copy. Critically, that returned copy may contain handwritten annotations where the tenant disagrees with items you recorded or notes pre-existing issues you did not record.

The tenant's signed copy — including all their annotations — is not a problem to manage around. It is part of the evidence base. The tenant markup establishes what was in dispute at the time of moving in: any item the tenant noted as already damaged or in poor condition at entry is effectively conceded at exit. If the tenant noted that the bathroom mirror was cracked at entry, you cannot claim for that cracked mirror at the end of the tenancy.

Preserve the tenant's annotated copy securely from the moment you receive it. Under the Commissioner determination process, both the property manager's version of the ingoing PCR and the tenant's annotated copy should be submitted as part of your evidence package. The comparison between what you recorded and what the tenant noted gives the Determinations Branch a clear picture of what was agreed and what was in contest from the outset.

If the tenant does not return their copy within seven days after receiving it, they are taken to have accepted the report as an accurate record of the property's condition. In practice, not receiving a response is common. Make a record of when the copies were provided to the tenant and retain that record alongside the PCR. If the Commissioner determination later involves a dispute about what condition items were at entry, the fact that the tenant did not contest the ingoing report is relevant context.

Do not dispose of the returned copy or the original PCR before the bond is fully released. Bond disputes can arise many months after a tenancy ends. The ingoing documentation must be available when needed.

Photographs are not technically required by the Residential Tenancies Act 1987 (WA), but they are strongly expected by the Commissioner for Consumer Protection as part of a complete evidence package, and by the Magistrates Court in cases that proceed to appeal. An entry condition report supported by comprehensive, well-organised photographs is substantially more compelling than an identical report without them.

Use the camera on a modern smartphone with automatic timestamps enabled. Photos stored in a device's camera roll include EXIF metadata recording the date, time, and in many cases the GPS coordinates of where each photo was taken. This metadata is preserved when photos are uploaded to digital inspection platforms. Screenshots and reprinted photos lose this metadata and are correspondingly weaker as evidence.

Organise photographs to correspond with the structure of the PCR. For each room or area, take a wide shot of the overall space, then close-ups of any specific items of note — a pre-existing mark on the wall, the state of the carpet near the doorway, the condition of window tracks, the inside of the oven, the shower screen and grout. Photograph outdoor areas, including fences, garden beds, paths, and any built structures such as pergolas or sheds.

For furnished tenancies, photograph every piece of furniture. In WA, the security bond remains capped at four weeks rent even for furnished properties, so landlords have the same financial exposure whether the tenancy is furnished or not. But the condition of furniture, appliances, and inclusions must be documented at entry so that damage can be distinguished from fair wear and tear at exit. A dining table, sofa, washing machine, or bed that is not photographed at entry cannot be claimed for at exit with any confidence.

Store entry photographs in a system where they can be retrieved in their original form years later. Cloud-based inspection platforms preserve photographs alongside their metadata and link them to specific items in the PCR. A folder of 80 unlabelled image files on a local hard drive is far harder to use as evidence than a structured digital report where each photo is attached to the item it documents.

Routine inspections in WA are permitted no more than once every three months, with at least seven days written notice (or 72 hours notice by prior agreement in writing). The reports from those inspections are not just an administrative record — they are potential evidence in a bond dispute.

Where damage was introduced or a maintenance issue developed during the tenancy, a dated routine inspection report showing the property's condition at a specific point provides a timeline. A routine inspection report from six months into a twelve-month tenancy showing the walls as clean and unmarked, followed by an exit report twelve months later showing damaged walls, makes the case that the damage was introduced during the second half of the tenancy and was not present before it.

For each routine inspection, record the condition of key areas with specificity consistent with the entry report. If you notice a change from the entry state — a new stain on the carpet, a developing maintenance issue, early signs of damage — note it in writing and follow up formally with the tenant. A written email or notice from a routine inspection acknowledging a specific issue, and requesting the tenant address it, creates a paper trail that can be relevant if the same issue features in the exit claim.

Photographs at routine inspections are best practice and are particularly useful where you are tracking a progressively developing issue. If a minor water stain is noted at one inspection and a more significant one is present six months later, the photographic sequence supports the conclusion that the issue worsened during the tenancy.

Retain all routine inspection reports for the duration of the tenancy and for a reasonable period after the bond is resolved. These records are evidence of the property's condition over time, which is directly relevant to fair wear and tear assessments — a critical issue in many WA bond claims.

The exit condition report is the document most frequently at the centre of WA bond disputes. Its timing, completeness, and the detail in which it is completed directly affect the strength of your position before the Commissioner.

Aim to complete the exit inspection and report on the day the tenant vacates — or within 24 hours. The closer in time the exit report is to the tenant's departure, the clearer the link between the state of the property and the outgoing tenant. An exit inspection conducted several days after the tenant vacated invites questions about what may have changed in the interim, particularly where cleaning contractors or maintenance workers have been through the property.

Under the WA framework, the agent must provide the outgoing condition report to the tenant. Do this before or alongside lodging the bond release application through BondsOnline. Providing the exit report to the tenant after lodging the bond release creates a procedural issue and disadvantages your position if the matter is disputed.

The exit condition report must cover every item in the same structure as the entry report. For each item, record what the condition is at exit using the same level of specificity. "Carpet — beige, large stain approximately 40cm diameter in centre of bedroom 2, not present at entry" is the kind of description that supports a cleaning or damage claim. "Carpet — dirty" does not.

Take exit photographs in the same locations and at the same angles as the entry photographs. Matched entry-to-exit photograph pairs — showing the same corner of a room at both points — give the Commissioner an immediate visual comparison without requiring interpretation. Take photographs before any cleaning or remediation work commences. Exit photographs taken after the property has been partially cleaned are still useful, but photographs taken immediately after the tenant leaves are far more persuasive.

If the tenant is not present at the exit inspection — which is common — invite them in writing and note their absence in the report. An invitation to attend that goes unanswered is itself a record worth retaining.

When the Determinations Branch reviews a bond dispute, they see the evidence submitted by both the property manager and the tenant. A complete, clearly organised evidence package that presents a coherent narrative about why the claimed deductions are justified is significantly more effective than a disorganised collection of the same underlying documents.

Assemble the following for every WA bond claim:

Ingoing Property Condition Report — including the tenant's annotated copy. Both the original PCR as completed by the agent and the tenant's signed copy with any handwritten annotations. Together these establish the agreed-upon baseline and what was in contest from the start.

Outgoing Property Condition Report. Completed promptly after vacation, with specific descriptions for each item at exit. This is your primary evidence of what changed during the tenancy.

Timestamped photographs at entry and exit. Photos linked to specific items in specific rooms, with entry and exit pairs showing the same locations. Digital photographs with embedded EXIF timestamps are preferred. Label photos clearly if they are not already linked to a structured report format.

Invoices and quotes for every claimed cost. For every dollar you seek against the bond, attach either a paid invoice or a written quote from a licensed tradesperson or cleaning contractor. The invoice or quote must be on business letterhead, include an ABN and contact details, specify the scope of work, and state the cost. A text message or informal estimate carries minimal weight with the Commissioner.

Rental ledger for rent and water charges. If you are claiming for unpaid rent, water usage charges, or other outstanding obligations, attach the full rental ledger showing the dates and amounts of all payments and the outstanding balance. Include any rent increase notices relevant to the period in dispute.

Relevant written correspondence. Emails or messages between the property manager and the tenant that are directly relevant to claimed items — for example, written requests for the tenant to address a cleaning or damage issue during the tenancy, or acknowledgment of damage. Correspondence that creates a contemporaneous record of an issue is stronger evidence than a description in an exit report that the tenant disputes having seen.

One of the most operationally significant things a WA property manager needs to know about the Commissioner determination process is when to submit evidence. Submitting at the wrong stage is a common mistake that can result in your evidence not being received or linked to your file.

Do not submit your full evidence package when you register a dispute in BondsOnline. At the initial stage of a bond release application through BondsOnline, registering a dispute requires a brief description of your claims and the amounts in question. This is not the stage for attaching your full evidence bundle. Material submitted at this stage may not reach the Determinations Branch or may not be associated with the formal determination file.

Wait for the formal Invitation to Make a Submission. After a dispute is registered (or after the 14-day response window closes without a response), Bonds Administration refers the matter to the Determinations Branch. All parties then receive a formal notice titled 'Invitation to Make a Submission about a Bond Release Application'. This notice contains specific instructions for submitting evidence, including where and how to provide it. That is the correct point at which to submit your full evidence package.

Read the Invitation carefully and respond on time. The Invitation sets out a timeframe for submissions. If you genuinely need more time to compile your evidence — for example, if a trade invoice has not yet been issued — contact Bonds Administration promptly to request an extension. Do not simply submit late without notification.

Tenant-initiated releases. If the tenant has initiated the bond release through BondsOnline, you will receive an email notification and an eTransaction. To respond: log into BondsOnline, navigate to the Payment and Transfer Approvals tab, select Tenant Initiated Release, and click on the eTransaction number for the relevant bond. From there, choose to Agree or Dispute. Selecting Dispute at this stage registers your position; full evidence is submitted only when the formal Invitation to Make a Submission is received.

For a detailed step-by-step of the entire BondsOnline dispute workflow, see our WA bond dispute guide.

In Western Australia, the security bond cap is four weeks rent for all residential tenancies — whether the property is furnished or unfurnished (with no cap where the weekly rent exceeds $1,200). Unlike some other contexts where furnished properties attract a higher bond allowance, WA's cap applies regardless.

This creates a specific evidence obligation for furnished tenancies. Because the bond amount does not increase for furnished properties, the financial exposure for any damage to furniture and inclusions comes out of the same four-week pool as claims for the premises itself. Landlords who want to protect themselves on furnishing damage need to document every item at entry with the same rigour they apply to the property.

For each piece of furniture and each appliance or inclusion, record the item, its condition, any pre-existing marks or wear, and the age of the item if known. Photograph every piece of furniture at entry, including photos that show condition detail — the state of the upholstery, any existing scratches on a table surface, the condition of mattresses, the working order of appliances.

Any inclusion not documented in the ingoing PCR and photographs cannot be claimed for at exit. A dining table, set of blinds, washing machine, or outdoor furniture setting that does not appear in the entry documentation will not support a bond claim, however significant the damage at exit.

For a furnished tenancy, the exit inspection should go through every inclusion on the entry list systematically. Note the condition of each item at exit alongside the entry description. The comparison between entry and exit is the evidence — the Commissioner cannot assess a damage claim for a specific piece of furniture without seeing what condition it was in when the tenant moved in.

Every WA bond claim must distinguish damage from fair wear and tear. The Commissioner for Consumer Protection applies this distinction in the same way the Magistrates Court does: deterioration that results from ordinary, reasonable use of the property over the course of a tenancy is not recoverable from the bond, even if it leaves the property in a materially worse condition than when the tenancy began.

Several factors affect what counts as fair wear and tear in a specific tenancy: the length of the tenancy, the age and condition of the item at entry, and the nature of the use. A three-year tenancy will produce more wear on carpet, walls, and fixtures than a six-month tenancy. An entry report that documents the age and original condition of key items — "carpet approximately 4 years old, some traffic wear in hallway, no stains" — provides the Commissioner with the context to assess reasonable depreciation.

Claims that are likely to be treated as fair wear and tear by the Commissioner include: minor scuffs in high-traffic areas of walls during a long tenancy, light fading of blinds from sun exposure, small holes from hanging pictures in reasonable numbers, worn treads on carpeted stairs after several years of use.

Claims that are likely to be upheld by the Commissioner as damage rather than fair wear and tear include: large holes or gouges in walls or doors, burns on carpet or benchtops, broken fittings caused by misuse or impact, pet scratches or staining, or any deliberate damage.

Including fair wear and tear items in your bond claim does not just result in those items being rejected — it risks weakening your credibility on the legitimate claims in your bundle. Review every claimed item against the tenancy length and the entry record before finalising your submission. A focused claim on genuine damage, supported by clear evidence, is consistently more effective than an expansive claim that includes borderline items alongside the clear ones.

For detailed guidance on the fair wear and tear line across common property items, see our fair wear and tear vs damage guide.

In Western Australia, a pet bond can be collected in addition to the standard security bond where a pet is kept at the property. The pet bond amount and the security bond are held separately by the Bond Administrator, and claims against them are assessed separately.

At the end of a tenancy involving a pet, claims for pet-related costs — fumigation, pest treatment, pet-specific cleaning, or damage caused by the pet — should be made against the pet bond first. Claims against the security bond are for the remaining permitted categories: damage beyond fair wear and tear, cleaning not attributable to the pet, unpaid rent, and outstanding water charges.

For evidence purposes, this means your documentation should allow you to distinguish between pet-related damage or cleaning and general tenancy damage or cleaning. Photographs that capture scratch marks on door frames or skirting boards, floor staining consistent with pet occupancy, or garden damage caused by animal digging should be labelled clearly in the context of the pet bond claim rather than the security bond claim.

The entry condition report should note whether pets were permitted and document the condition of areas most commonly affected by pet occupancy at the start of the tenancy. This includes internal flooring near external doors, yard surfaces, fencing, and any pet-specific features such as a pet door. The same areas should be documented at exit to support a claim against the pet bond if relevant.

These are the most common reasons WA bond claims fail or are substantially reduced at the Commissioner determination stage.

Vague or incomplete ingoing PCR. Without a specific description of the property's condition at entry, exit claims are difficult to sustain. An entry report recording "good" against every room in a three-bedroom property gives the Commissioner no baseline against which to assess claimed changes. Specificity at entry is the single most important evidence investment a WA property manager can make.

Photographs that are not tied to items or rooms. A large collection of photographs submitted without explanation or structure requires the Commissioner to work out what each photo shows and how it relates to the claimed items. Label photographs clearly, or use a digital inspection platform that attaches each photo to the specific item in the condition report it documents.

Exit inspection delayed beyond the day of vacancy. An exit report completed several days after the tenant left, after cleaning contractors have been through, is less compelling than one completed on the day of handover. Inspect on the day the keys are returned.

Submitting evidence before the formal referral notice. Several WA property managers have submitted their full evidence package at the BondsOnline dispute registration stage, only to find it is not associated with the formal determination file. Wait for the Invitation to Make a Submission from the Determinations Branch.

Informal cost estimates instead of formal invoices. A text message from a cleaner quoting a lump sum is not an invoice that the Commissioner can rely on. Every claimed cost must be supported by a formal document on business letterhead with ABN, specifying the scope of work and its cost.

Claiming for items already noted at entry. If the ingoing PCR or the tenant's markup notes an item as already damaged or worn at the start of the tenancy, that item cannot be claimed at exit. Review the entry documentation carefully before finalising claims.

Not retaining the tenant's annotated copy. The tenant's signed and annotated version of the ingoing PCR is part of the evidence base. Agencies that record the tenant's return date but do not preserve the physical or digital copy lose an important document.

The Commissioner for Consumer Protection determination process rewards structured, specific documentation. ConditionHQ generates property condition reports that meet Western Australian requirements under the Residential Tenancies Act 1987 and organises evidence in the format that makes it most useful to the determination process.

For WA property managers, the key capabilities are structured photo capture and the entry-to-exit comparison. Photos in ConditionHQ are attached to specific items in specific rooms at the point of capture, rather than stored as a general library. When you submit evidence to the Determinations Branch, each photograph is already linked to the corresponding item in the condition report. The Commissioner can see exactly what the photo shows and how it relates to the claim without needing an explanation.

The entry-to-exit comparison feature is particularly relevant to the WA Commissioner determination process. When both the entry and exit inspections are completed in ConditionHQ, the comparison report presents each item side by side — entry condition and exit condition — making the change in condition immediately visible. This format maps directly onto how the Commissioner needs to assess evidence: item by item, with the entry and exit states clearly distinguishable.

ConditionHQ also addresses the practical obligation to provide two copies of the PCR to the tenant by generating digital reports that can be emailed directly from the platform. The email delivery creates a timestamped record of when the report was provided and to whom, which satisfies both the delivery obligation under section 27C and the need for a documented record of compliance.

For WA agencies managing a mix of furnished and unfurnished tenancies, ConditionHQ's structured item-level approach applies equally to furniture and inclusions — every piece of furniture can be documented with condition descriptions and attached photographs at the same level of detail as the premises itself.

ConditionHQ's free tier provides three full reports per month. The Pro plan at $59 per month and Agency plan at $149 per month provide unlimited reports with the full entry-to-exit comparison toolkit. See our WA condition report requirements guide and WA bond dispute guide for the broader compliance context.