What to Look for in a Condition Report: The Complete PM Checklist (Room by Room)

This checklist is designed to be a practical reference you can pull up on your phone while conducting a condition report. It covers every area and item that should be inspected and documented in a residential property condition assessment, organised by room.

For each item listed, you should record the material or type, the colour, the current condition with specific observations, and take at least one photograph. Where an item has a function (opens, closes, heats, locks), test it and record whether it works.

The checklist follows a standard three-bedroom house layout. Adjust for the specific property you are inspecting — some properties will have additional rooms or areas, and apartments will not have outdoor sections like fences and gardens.

Every item on this list exists because it has been the subject of a bond dispute. If something seems too minor to bother recording, consider that a tenant may dispute a claim about that exact item in two or three years. The 30 seconds it takes to note "towel rail secure, no rust" at entry saves you from being unable to claim for a damaged towel rail at exit.

Front yard and garden: Lawn condition (green, brown, patchy, dead, mowed height), garden beds (mulched, weeded, planted, bare), trees and shrubs (trimmed, overgrown), irrigation system if present (operational, heads intact).

Driveway and paths: Material (concrete, paved, gravel, asphalt), condition, cracks, oil stains, weed growth in joins, edging condition.

Fence and gates: Material (timber, Colorbond, brick), condition, leaning sections, damaged palings or panels, gate hinges and latches operational, locks working.

Letterbox: Type, condition, number or label present, door or lid operational.

Front entry: Door condition (paint, marks, dents), door handle and lock operational, screen door condition and lock, doorbell if present (operational), entry light fitting (operational, cover intact), doormat area, house number visible.

Common areas (apartments): Carpet or flooring in hallways, walls, lighting, fire safety equipment visible, intercom or buzzer operational, secure entry functioning.

Garage or carport: Door operational (manual or automatic — test remote), walls, floor (stains, cracks), light fittings, power points, internal access door if present, storage areas.

Note: For apartments, record the condition of the car space (floor, walls, number marking) and any storage cage (door, lock, mesh condition).

Walls and ceiling: Paint colour and finish, marks, grease splatter, cracks, ventilation (rangehood vent or window).

Floor: Material, colour, condition, marks, stains, damage near dishwasher or sink (water damage is common here).

Benchtops: Material (laminate, stone, timber, tile), colour, chips, scratches, stains, burns, condition of edges and joins, caulking condition where benchtop meets wall.

Splashback: Material (tile, glass, acrylic), colour, grout condition (clean, discoloured, cracked, missing), chips or cracks in tiles, condition of joins.

Sink and tapware: Sink material and condition, taps operational (hot and cold), water pressure adequate, draining properly (run water and observe), plug present, condition of caulking around sink.

Oven and cooktop: Oven interior (clean, grease, baked-on residue), oven door and glass (clean, grease film, scratches), oven racks (clean, residue), oven light functional, all elements or burners heating. Cooktop surface (clean, marks, scratches, burnt-on residue), knobs present and functional, drip trays if applicable.

Rangehood: Filter condition (clean, grease buildup — remove and check), light functional, fan operational on all speeds, exterior surfaces clean.

Dishwasher: Interior condition (clean, residue, rust), racks intact, door seal condition, fills and drains correctly (run a short cycle if possible).

Cupboards and drawers: All doors open and close properly, hinges intact, handles secure, shelves present and stable, interior surfaces clean, drawer runners smooth, soft-close mechanisms working if fitted.

Pantry: Shelves present and stable, interior walls clean, door and handle condition.

Fridge space: Walls and floor behind and beside fridge space (often missed — pull fridge out if possible), power point accessible.

Light fittings: All lights operational, cover or shade condition, type of globe.

Power points: All operational, condition (cracked, discoloured, paint-splattered), safety switches present where required.

Walls: Paint or tile condition, grout condition (clean, discoloured, cracked, missing sections), mould presence (check corners, around shower, near ceiling), paint peeling (common near shower from moisture).

Ceiling: Condition, mould, paint peeling, exhaust fan operational and clean (test it — turn on and hold a tissue near the vent to check suction).

Floor: Material, condition, tile grout condition, water damage indicators (soft spots, discolouration near shower or bath), caulking condition where floor meets walls and around fixtures.

Shower: Screen or curtain condition (mould, soap scum, water marks), screen door opens and closes smoothly, tracks clean, tapware operational (hot and cold, test temperature), shower head condition (limescale, spray pattern), drainage (run shower for 30 seconds and check drain speed), tray or base condition, wall tiles behind shower (grout, mould, cracks), caulking around base.

Bathtub: Interior surface (chips, scratches, stains, discolouration), tapware operational, plug and chain present and working, overflow drain clear, caulking condition around edges, any spa jets operational if applicable.

Toilet: Seat and lid condition (cracks, stains, hinges), bowl clean, cistern operational (flush and listen for continuous running), no leaks at base (check for water marks on floor), toilet roll holder secure.

Vanity and basin: Benchtop condition, basin condition (chips, stains), tapware operational, drainage, cupboard doors and drawers functional, mirror condition (marks, chips, silvering).

Towel rails and hooks: Secure, condition, rust.

Laundry (if separate): Tub condition, taps operational, drainage, washing machine taps accessible and operational, dryer vent if present, cupboards, benchtop, floor, walls.

Heating: Heated towel rail operational if present, heat lamp operational if present.

Walls: Paint colour and finish, marks, scuffs, holes (nail holes for hanging pictures are generally fair wear and tear — record them anyway as the number and size may be relevant), cracks, stains, wall behind doors (check for handle impact marks).

Ceiling: Condition, cracks, stains (particularly water stains indicating roof or plumbing issues), light fittings, ceiling fans.

Floor: Carpet colour and condition (stains, wear, pulls, burns, flattened areas), hard floor condition (scratches, chips, dents, discolouration), skirting boards (condition, scuffs, gaps).

Windows: Each window opens and closes fully, locks engage, glass condition (cracks, chips, scratches, clouding in double-glazed units), window sill condition, fly screens present and intact (no tears, frames not bent).

Window coverings: Type (blinds, curtains, shutters, roller blinds), condition, operational (all slats move, cord or chain mechanism works, curtains slide smoothly on track, roller blinds retract), stains or discolouration.

Doors: Interior door condition (paint, marks, dents), opens, closes and latches properly, handle secure, hinges not squeaking or loose. Sliding doors: track clean, rolls smoothly, lock engages. Door stops present where needed.

Built-in wardrobes: Doors open and close (sliding doors on track, hinged doors hinge properly), handles secure, shelves present and stable, hanging rail secure, interior surfaces clean, mirrored doors condition if applicable.

Power points and switches: All operational, condition. Data points and TV antenna points: present and condition.

Ceiling fans: Operational on all speeds, blades clean, light kit functional if fitted.

Air conditioning: Unit present, operational (test heating and cooling if possible), remote present and working, filter condition (check and note if dirty), wall controller operational if split system.

Fireplace: Type (gas, wood, decorative), condition, operational (do not test gas fireplaces — note condition only), hearth condition, flue condition if visible.

Backyard: Lawn condition (as per front yard), garden beds, trees and shrubs, irrigation, retaining walls condition.

Patio or deck: Material (concrete, timber, composite, paved), condition, posts and railings secure, roof or pergola condition if covered, drainage.

Clothes line: Type (rotary, retractable, fixed), operational, lines or wires intact.

Shed or outbuilding: Door operational and lockable, floor condition, walls, roof (leaks, rust), light fitting if present, shelving.

Pool or spa (if applicable): Fence compliant and gates self-closing, pool surface condition, equipment operational (pump, filter, chlorinator), water level and clarity, safety equipment present.

Hot water system: Type (electric, gas, solar, heat pump), located where, visible condition (rust, leaks), pressure relief valve not dripping. Note the serial number and age if visible on the data plate.

Air conditioning external units: Condition, secure on brackets or slab, not obstructed.

Meter boxes: Electrical meter box accessible, condition. Gas meter accessible. Water meter location noted.

Smoke alarms: Present in all required locations (requirements vary by state — generally one on each level and in or near bedrooms), operational (test each one), battery type (hardwired, lithium 10-year, replaceable), expiry date if marked. Note: in Queensland, all smoke alarms in rental properties must be photoelectric, interconnected, and either hardwired or powered by a non-removable 10-year lithium battery.

Safety switches (RCDs): Present on switchboard, test button operational. Most states require safety switches on power and lighting circuits in rental properties.

Locks and security: All external doors lockable, deadlocks present where required by state legislation, windows lockable, security screens secure and lockable, alarm system operational if present (note code or status).

Key inventory: Record all keys provided to the tenant — front door, back door, deadlocks, garage remote, letterbox, window keys, alarm codes, pool gate, shed. Count and describe each.

Electrical switchboard: Location noted, switches labelled, no visible damage or scorching.

Water: Main stopcock location noted and operational (can be turned off and on). Hot water operational at all taps.

Gas: Gas meter location noted, any gas appliances operational, no gas smell at any connection point.

Internet and phone: Phone points present and condition. NBN connection type if visible (FTTP, FTTC, HFC, etc.).

This section is frequently overlooked in condition reports but generates a disproportionate number of disputes, particularly around smoke alarms and keys. If a tenant claims they were never given a back door key, your entry report that lists "2x front door keys, 1x back door key, 1x garage remote provided" protects you.

After reviewing thousands of condition reports and bond disputes, these are the items that experienced property managers still routinely forget to check and record.

Inside the oven. The single most common cleaning dispute item. Open the oven, remove the racks, and photograph the interior surfaces and door glass from the inside. Photograph the rangehood filter separately. These are the close-up shots that win or lose cleaning claims.

Behind the toilet. Dust, grime, and mould accumulate on the wall and floor behind and beside the toilet. This area is easy to miss during a walkthrough but frequently appears in cleaning claims.

Window tracks and frames. Dust and debris accumulate in window tracks. Slide windows open and check the track condition. This is a common cleaning claim item that many entry reports do not mention.

Inside cupboards and drawers. Every cupboard and drawer in the kitchen, bathroom, laundry, and bedrooms should be opened, checked, and photographed inside. Shelf paper or liner condition, interior wall condition, and cleanliness all need recording.

Garage floor. Oil stains on a concrete garage floor are a common bond claim item. If the garage floor has existing stains at entry, photograph them. If it is clean, photograph that too.

Exhaust fans. Bathroom and kitchen exhaust fans need to be tested for operation and checked for dust and grime buildup. Turn each one on and note whether it works.

Fly screens. Check every window and door fly screen individually. Tears, bent frames, and missing screens are common at exit. If they are in poor condition at entry, that needs to be recorded.

Garden taps. Outdoor taps are easily overlooked. Test each one for operation and check for leaks. Record their location and condition.

Light globes. Test every light in the property. If a globe is blown at entry, record it so the tenant is not asked to replace it at exit.

Manhole covers. Note their location and condition. You do not need to inspect the roof cavity, but the cover should be present and undamaged.

If your condition assessment report covers every item on this checklist, you will have a thorough, defensible document that stands up to scrutiny at any Australian state tribunal.

Going through a comprehensive checklist like this one takes time, and property managers juggling large portfolios need to be efficient. The good news is that thoroughness and speed are not mutually exclusive once you have the right workflow.

ConditionHQ was designed around this exact problem. The app walks you through each room with built-in prompts for the items listed in this checklist, so you never have to wonder whether you have covered everything. Photograph each item, and the AI generates the specific, objective descriptions that tribunals expect, matching the quality standard described in our companion guide on how to write a condition assessment report.

The room-by-room structure mirrors this checklist, and the photo prompts ensure you capture the commonly missed items like oven interiors, window tracks, and exhaust fans. At the end of the inspection, you have a complete, state-compliant report with embedded photographs and timestamps, ready to send to the tenant.

ConditionHQ offers a free tier with three reports per month. Try it on your next inspection and compare the output against your current process.