WA Condition Report Requirements: Property Manager Compliance Guide (2026)

Western Australia's approach to condition reports sits under one piece of legislation: the Residential Tenancies Act 1987 (WA). The specific obligations are set out in section 27C, which requires every lessor (or their property manager) to prepare a property condition report and provide two copies to the tenant within seven days of the tenant taking possession of the premises.

The report is widely known as the Property Condition Report or PCR. Consumer Protection WA — the state's tenancy regulator, operating under the Department of Energy, Mines, Industry Regulation and Safety (DEMIRS) — publishes a standard template referred to informally as Form 1. While WA's form is not as rigidly prescribed as Queensland's RTA Form 1a, the standard template published by Consumer Protection WA is the accepted format across the industry and the format that property managers, tenants, and the bond dispute process expect to see.

There are several things that distinguish WA's condition report framework from how other states operate. The seven-day delivery window runs from when the tenant takes possession, not from when the lease is signed — a distinction that matters if there is a gap between signing and key handover. The deemed acceptance rule (discussed below) is explicit in the Act and creates a firm consequence if the tenant does not respond within their own seven-day window. And unlike some other states, WA does not use a civil and administrative tribunal as the first port of call for bond disputes — see WA bond and condition report rules for how that process works and how the March 2026 reforms have changed it.

This guide focuses on the condition report itself: what it must cover, how to complete it correctly, what happens at each stage of the process, and how WA's requirements compare to those in other states.

The standard WA Property Condition Report form is structured as a room-by-room assessment of the entire premises. For each room or area, the form provides columns for the lessor's assessment (completed at entry) and the tenant's response, with space for written comments alongside each item.

The standard areas covered by the form include the entry and hallways, the lounge or living area, the dining area, the kitchen, each bedroom, each bathroom and toilet (with separate entries where there are multiple), the laundry, the garage or carport, outdoor areas including garden, lawns, fences, and paths, and any additional rooms or structures specific to the property. For furnished tenancies, each piece of furniture must also be documented.

For each item within a room, the assessment records whether the item is clean, undamaged, and in working order. Critically, the form requires written comments rather than just ticks or ratings. This is where many condition reports in WA fall short in practice. Comments like "good condition" or "clean and tidy" are not adequate for the purposes of a bond dispute. The entry condition report needs to record specific observations that allow an exit comparison to be meaningful.

For example:

A wall comment that reads "white painted walls, no marks" is useful. A comment that reads "walls — ok" is not. At exit, if there is a mark on the wall, you need to demonstrate that the mark was not there at entry — and a vague entry description makes that harder.

A floor comment that reads "carpet, beige, short pile, small cigarette burn near south window approximately 10mm, otherwise clean and undamaged" records a pre-existing defect that protects both parties. The tenant knows that burn will not be claimed against them. The agent has a specific, dated record.

A kitchen comment that reads "oven clean, all elements working, rangehood filter clean" gives a clear baseline for exit. "Kitchen — good" gives you very little.

The rule of thumb for WA condition reports is that every comment should be specific enough to answer the question: "If I look at this area at exit, will I be able to tell whether anything has changed?" If the answer is yes, the description is adequate. If the answer is uncertain, describe it more precisely.

The entry condition report process under section 27C of the Residential Tenancies Act 1987 involves specific steps that the lessor or property manager must complete before and at the start of the tenancy.

Step 1: Inspect the premises before the tenant takes possession. The property condition report must record the condition of the premises as they exist before the tenant moves in. This means the inspection must happen while the property is vacant and in its pre-tenancy state — after cleaning and any maintenance, but before any of the tenant's belongings are present. An inspection conducted after the tenant has partially moved in cannot accurately record the baseline condition.

Step 2: Complete the condition report thoroughly. Work through every room and every item on the form. Complete the lessor's columns with specific written descriptions. Note any pre-existing marks, damage, or defects explicitly — recording pre-existing conditions is not a weakness; it is the foundation of a defensible entry report.

Step 3: Prepare two copies and sign them. The Act requires two signed copies of the completed condition report to be provided to the tenant. Both copies should be signed and dated by the agent (or lessor).

Step 4: Provide both copies to the tenant within 7 days of them taking possession. The seven-day window under section 27C runs from when the tenant enters into occupation of the premises, not from when the lease is signed. If a tenant signs the agreement on 1 June but does not take possession until 7 June, the seven-day period starts on 7 June.

The penalty for failing to provide the condition report within seven days is a fine of $5,000 under the Act. This is not a theoretical risk for agencies that are disorganised about their condition reporting process — it is a statutory penalty that Consumer Protection WA can apply.

Step 5: Take photographs. Photographs are not mandated as a strict requirement of the form itself, but Consumer Protection WA strongly recommends them and they have become essential evidence in bond disputes. Photograph every room from multiple angles, and take close-up photographs of any pre-existing marks, stains, damage, or wear noted in the condition report. Ensure photographs are date-stamped (either through the device's metadata or by ensuring the camera date and time is set correctly). Keep the photographs securely alongside the signed condition report.

Best practice is to complete the entry report and take photographs on the same day as the final pre-tenancy clean, and then provide the reports to the tenant at key handover. Digital inspection tools that allow you to complete the form and attach photographs simultaneously — and then immediately email both signed copies to the tenant — make this process significantly faster and create an automatic delivery record.

One of the most important and distinctive features of WA's condition report framework is the deemed acceptance rule under section 27C of the Residential Tenancies Act 1987.

When the tenant receives the two copies of the entry condition report, they have the right to inspect the premises and note any items they disagree with or believe have been recorded inaccurately. If the tenant disagrees with anything in the report, they must mark a copy in a way that shows the information they disagree with, and return that copy to the lessor or property manager within 7 days of receiving it.

If the tenant does not return a copy within those 7 days, they are taken to have accepted the report as a true and accurate description of the condition of the premises.

This deemed acceptance provision is significant for property managers. It means that a tenant who receives the entry report, moves in, and does not return it within the time limit has legally agreed to the recorded condition — and cannot later argue that damage recorded at exit was present at entry, unless they can point to something that falls outside the scope of what was documented.

In practice, you should still encourage tenants to review and return the report promptly, both as good practice and because a signed, returned report with no disputes noted is the strongest possible foundation for a future bond claim. A tenant who has actively reviewed and signed off on the entry condition is much less likely to contest it at the end of the tenancy.

If the tenant does return a copy noting disagreements, the agent should review each point. If a disagreement reflects a genuine pre-existing condition that was not adequately recorded, acknowledge it and update the condition report record. If the tenant's disagreement is not supported by your inspection, you can note the disagreement on file without revising your assessment. Either way, the tenant's returned copy becomes part of the tenancy record and should be stored alongside the agent's signed copy for the duration of the tenancy.

Note that the 7-day period for the tenant is a calendar day period, not a business day period. A tenant who receives the report on a Thursday has until the following Thursday to return it.

Consumer Protection WA's guidance explicitly states that photographs and video recordings are recommended but are not a substitute for accurate written descriptions of the condition of the property. This is an important distinction that some property managers misread — it does not mean photographs are optional. It means that photographs alone, without an adequate written record, are insufficient.

A well-documented WA condition report has both: specific written descriptions for every room and item, supported by dated photographs. The photographs confirm what the written description records; the written description explains what the photograph shows.

For the entry condition report, the practical photography protocol is:

First, photograph each room from a position that shows the overall condition — walls, floor, ceiling, and fixtures — in a single frame. This establishes the whole-room view.

Second, photograph each specific item of concern noted in the condition report: the mark on the wall, the stain on the carpet, the worn area on the bench. Close-up photographs of documented defects are the most valuable evidence in a bond dispute.

Third, photograph fixtures and appliances: the inside of the oven, the stovetop, the bathroom tiles, the shower screen, the bathroom vanity. These are high-friction areas in bond disputes and detailed entry photographs carry significant weight.

Fourth, photograph the exterior including the garden, fences, garage, and driveway. Bond claims for gardens, fences, or outdoor damage are common and the entry condition of outdoor areas is often poorly documented.

For date-stamping: modern smartphones embed the date and time in the file's metadata automatically. Ensure your phone's date and time are correctly set. If your inspection software attaches photos to the condition report, the software's timestamp is additional confirmation.

If photographs are taken in the presence of the tenant, Consumer Protection WA recommends that both parties sign and date them. In practice this is rarely done, but if any dispute is anticipated from the outset, obtaining a tenant acknowledgement of the photographs at entry is worth the effort.

At exit, photograph the same areas and items photographed at entry. The ability to present a matched set — entry photograph next to exit photograph of the same area — is the most effective evidence format in a WA bond dispute, whether before the Commissioner for Consumer Protection or, if it proceeds to appeal, the Magistrates Court.

At the end of the tenancy, section 27C of the Residential Tenancies Act 1987 requires the lessor or property manager to complete a property condition report recording the condition of the premises at the time the tenancy ends. The exit condition report must be completed as soon as practicable after the tenancy terminates and, in any event, within 14 days of the termination of the tenancy agreement.

Unlike some states where the exit report process is less clearly defined, WA's 14-day deadline is a firm statutory obligation. A property manager who completes the exit report three weeks after the tenancy has ended is outside the statutory timeframe.

Tenant's right to attend. Under the Act, the lessor or property manager is required to give the tenant a reasonable opportunity to be present at the exit inspection. The exit report should be completed in the presence of the tenant where possible. If the tenant has been given a reasonable opportunity to attend but has not attended, the inspection can proceed without them.

In practice, this means you should notify the tenant of the exit inspection time and date — in writing — and invite them to attend. Most experienced property managers conduct the exit inspection alongside the tenant on the day the keys are returned. When the tenant is present, many disputes are resolved on the spot: the tenant sees the condition that the agent is recording, understands the basis for any claims, and may agree to cleaning or repair deductions that would otherwise require formal proceedings.

Conducting the exit inspection. Work through the same form used for the entry condition report. For each item, record the exit condition in the same level of detail as the entry description. At the conclusion of the inspection, you have a document that records both entry and exit conditions side by side — this is the comparison that underlies any bond claim.

Note every item where the exit condition differs from the entry condition. Photograph each such item. These photographs, paired with the entry photographs of the same areas, form the core of your evidence if the bond is disputed.

Provide a copy to the tenant. The agent must provide the tenant with a copy of the completed exit condition report. This is best done by email at the time of the exit inspection — it creates a contemporaneous delivery record and ensures the tenant has the report before any bond dispute process begins.

Connect the exit report to your bond process. Once the exit inspection is complete and the condition report is finalised, you are in a position to prepare your bond release application if any claims are to be made. For the bond process from this point — including the BondsOnline application process, the Commissioner for Consumer Protection determination process introduced in March 2026, and the Magistrates Court appeal path — see WA bond and condition report rules.

Western Australia applies a higher bond cap to furnished tenancies: four weeks rent for unfurnished properties and six weeks rent for furnished properties. This higher cap comes with a corresponding documentation obligation that property managers must understand.

For a furnished property, every piece of furniture included in the tenancy must be documented in the condition report at entry. This means noting the item (sofa, dining table, chairs, bed base, mattress, dresser, and so on), its description (material, colour, approximate dimensions or size), and its condition at entry (specific wear, stains, scratches, or damage already present).

The documentation requirement for furnished items is not merely administrative. Any item of furniture not recorded in the condition report at entry cannot be claimed for at the end of the tenancy. If a sofa is damaged during the tenancy and the entry condition report does not record the sofa's condition, the agent has no baseline from which to demonstrate the damage occurred during the tenancy.

For furnished properties, the entry inspection takes longer and the condition report is more detailed. Budget additional time for furnished tenancies and ensure your inspection checklist covers every furnished item. Photographs of furniture — including close-ups of any existing staining, scratching, or wear — are particularly important because furniture condition is inherently subjective and photographic evidence reduces the scope for dispute.

The WA standard form includes provision for listing additional items beyond the standard rooms and fixtures. Use this section, or add a schedule, to document all furniture comprehensively. A brief inventory of furniture with condition notes at the back of the condition report is better than nothing, but embedding furniture items into the room-by-room structure — recording the dining table under the dining area, the bed and dresser under each bedroom — makes the exit comparison more straightforward.

Property managers working across multiple states should be aware of the key ways Western Australia's condition report requirements differ from those in other jurisdictions. These differences affect both the format of the report and the process at each stage of the tenancy.

Prescribed form (less rigid than QLD and NSW, more flexible than SA). Queensland mandates RTA Form 1a for entry and Form 14a for exit — you cannot use any other format. NSW mandates the Schedule 2 form under the Residential Tenancies Regulation 2019. Western Australia's standard form (published by Consumer Protection WA and often called Form 1) is the accepted industry format, but the level of prescription is not as strict as Queensland's. South Australia has no prescribed form at all, with the requirement simply being that a written inspection sheet must be provided. Victoria uses a prescribed form under Consumer Affairs Victoria's requirements.

Timeframe to provide (7 days from possession, as with QLD and NSW). WA's 7-day window from the tenant taking possession is the same as NSW's. Queensland requires the entry condition report to be given to the tenant when the tenancy agreement is signed or when the tenant takes possession — effectively at or before key handover. Victoria requires the condition report to be given before or at the start of the tenancy.

Tenant response window (7 calendar days, longer than QLD and VIC). Queensland gives the tenant 3 business days to return the entry condition report. Victoria gives 5 business days. WA gives 7 calendar days — a longer window than either. NSW also uses 7 calendar days, making NSW and WA consistent on this point.

Deemed acceptance provision (explicit in the Act). WA's deemed acceptance rule — where a tenant who does not return the report within 7 days is taken to have agreed to the recorded condition — is explicit in section 27C of the Act. Similar provisions exist in other states but are not always as clearly drafted in the primary legislation.

Exit inspection deadline (14 days, similar to QLD). WA's 14-day deadline for completing the exit condition report is explicit in the Act. Queensland has a comparable statutory requirement. NSW and Victoria do not have a specific legislated deadline for the exit condition report, though best practice is immediately.

Bond dispute forum (Commissioner determination, not a tribunal). The most significant structural difference is in bond disputes. Queensland, Victoria, NSW, South Australia, and Tasmania all use a specialist civil and administrative tribunal (QCAT, VCAT, NCAT, SACAT, TASCAT). Western Australia uses an administrative determination by the Commissioner for Consumer Protection — introduced under the March 2026 reforms — as the first port of call, with the Magistrates Court as the appeal forum. This is a materially different process, and it affects the evidence format and the costs involved in disputing a bond. See WA bond and condition report rules for the full process.

No equivalent to QLD's Form 1a exact prescription. Queensland's Form 1a has specific sections for each room that inspectors must complete in a mandated format. WA's standard form is more flexible in its room coverage. For agencies transitioning from QLD to WA, the adjustment is to understand that WA gives more latitude in how the form is structured — but the quality standard for written descriptions is equally high, because the Magistrates Court and the Commissioner for Consumer Protection expect the same level of documentary evidence as QCAT.

For agencies managing properties in WA alongside other states, the practical takeaway is that you need state-specific templates and processes for WA — a generic multi-state template that does not reflect WA's specific format and process requirements will not serve you well in a bond dispute.

These are the condition report errors that most frequently undermine WA property managers' bond claims and compliance position.

Completing the report after the tenant has moved in. The entry condition report must record the property's condition before the tenant's belongings are present. If the inspection happens after move-in — with furniture, boxes, and personal items throughout the property — it cannot accurately document the bare condition of floors, walls, and built-in fixtures. Ensure the entry inspection happens on vacancy day or on the day before key handover, not after.

Providing only one copy instead of two. Section 27C requires two signed copies to be provided to the tenant. Agents who hand over only one copy, or who email only a single PDF, are not meeting the statutory requirement. If you use a digital platform to deliver the report, ensure the tenant receives two electronic copies or one electronic copy and a clearly stated acknowledgement that satisfies the requirement.

Vague written descriptions. "Good condition," "clean and tidy," and "no damage" are descriptions that do not carry evidential weight in a bond dispute. If the item is clean, describe what that means specifically. If there is pre-existing wear or damage, describe its exact nature and location. The condition report is only useful as a bond dispute document if the exit condition can be compared to the entry condition with clarity.

Not photographing the property at entry. Consumer Protection WA recommends photographs, and the Commissioner for Consumer Protection and Magistrates Court expect them. Submitting a bond claim without supporting entry photographs is a serious evidentiary weakness, even if your written descriptions are adequate. Photograph every room and every item of note at entry.

Failing to document furnished items comprehensively. For furnished properties with a higher bond cap, every piece of furniture must be documented at entry. An item not in the entry report cannot be claimed for at exit. If the property has a full furniture suite, add an inventory to the condition report and photograph each piece.

Delaying the exit inspection. The exit condition report must be completed within 14 days of the tenancy ending. Beyond the statutory deadline, a delayed exit inspection allows intervening access by cleaners, tradespeople, and others whose presence may complicate your evidence chain. Inspect on the day keys are returned or the following day at the latest.

Not knowing the new bond dispute process. Since March 2026, most WA bond disputes are handled by the Commissioner for Consumer Protection through the Determinations Branch of Bonds Administration — not the Magistrates Court. The process, the evidence submission timeline, and the costs have all changed. Property managers who are still directing clients to the Magistrates Court as the first step in a dispute are giving out-of-date advice. For the current process, see WA bond and condition report rules.

Not lodging the bond within 14 days. While separate from the condition report, bond lodgement with the Bond Administrator within 14 days of receipt is a statutory requirement under the Act. A property manager who delays bond lodgement is in breach of the Act before the condition report's protective function is even relevant.

ConditionHQ generates property condition reports that comply with Western Australia's requirements under the Residential Tenancies Act 1987. The platform covers all rooms and areas expected by the WA format, including furniture and inclusions for furnished tenancies, and produces reports in a format consistent with the standard Consumer Protection WA template.

For WA property managers, the key advantages are documentation quality and speed. Every ConditionHQ report includes timestamped photographs embedded alongside item-level descriptions, AI-generated condition descriptions that match the specificity required by WA's bond dispute process, and a structured format that presents entry and exit conditions side by side for easy comparison.

The 7-day entry delivery deadline under section 27C is straightforward to meet when the report is completed digitally at the time of the inspection and emailed to the tenant immediately. ConditionHQ's delivery email creates a timestamped record of when the tenant received both copies, satisfying both the two-copy requirement and the need for proof of delivery if the question ever arises.

The exit comparison feature is particularly valuable in WA's bond dispute context. Whether a claim goes to the Commissioner for Consumer Protection or, on appeal, to the Magistrates Court, a clear, side-by-side entry-to-exit comparison is the most effective evidence format. Producing this manually from two separate condition reports is time-consuming. ConditionHQ pairs the entry and exit reports automatically, highlighting every item where the condition changed.

For furnished properties, the platform's room-by-room structure can accommodate additional items beyond the standard fixtures and fittings, ensuring every piece of furniture is documented at the same level of detail as the built-in elements of the property.

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. For agencies working within the WA condition report framework, the combination of AI-assisted descriptions and photo embedding is designed to eliminate the two most common weaknesses in WA bond claims: vague written descriptions and incomplete photographic documentation.