A Condition Report documents a rental property’s condition. Often called a rental inspection checklist, it’s used to perform a property walkthrough before a tenant moves in and after they move out. Landlords can also use reports when performing yearly or quarterly routine inspections.

The inspection report records all damages so the landlord or property manager knows what repairs the most recent tenant is responsible for. Similarly, it also gives tenants confidence that they won’t be blamed for any issues they didn’t cause.

A Residential Rental Inspection Report is also known as a:

• Home inspection checklist 
• Apartment inspection checklist
• Property condition report
• Rental walkthrough checklist
• Move-in checklist 
• Move-out checklist
• Inspection sheet

Rental property inspections are one of many standard steps landlords take to manage their rental property. Regular walkthroughs help landlords to:

• Identify maintenance issues
• Establish the current condition of the property
• Plan for repairs or renovations
• Check a property’s condition before a potential sale

Property inspections also hold tenants responsible for any damages to the property but help them avoid paying for issues they didn’t cause. By thoroughly documenting damages, landlords can prevent conflicts around damages and repair responsibilities.

Landlords should always check their jurisdiction’s landlord-tenant act to understand the requirements for rental property inspections. In Australia, most states and territories require that landlords perform walkthroughs for move-in and move-out.

Even when not required by law, completing inspections can help landlords maintain their properties.

Landlords also need to be aware that tenants have the right to privacy. In most jurisdictions, tenants must receive proper notice of entry before an inspection. The notice time can vary, as some legislation requires 24 hours’ notice, while others call for as much as 7-28 days.

Legislation can also restrict the times inspections can occur, such as requiring them to be scheduled at a reasonable time of day.

Landlords should consult their local residential tenancies acts to know how much notice they must give before an inspection.

Some renters might think that rental inspections only benefit landlords, but this isn’t the case. Thorough inspections help protect tenants from paying for damages they didn’t cause and ensure landlords are aware of necessary repairs. Tenants should always inspect a property before renting it and point out any damages or issues they see.

Tenants should also know that while they have a right to privacy, they can’t refuse landlords access to the property for inspections. However, they can typically expect to get proper notice at least one to seven days before the inspection. If necessary, tenants can request to reschedule the inspection. To prevent conflict, the tenant and landlord should cooperate to find a solution that works for both.

Tenants can check their local regulations and the tenancy agreement they signed upon moving in to see what the landlord can and can’t do during inspections.

Landlords and tenants should both be involved in filling out Condition Reports. Having both parties review the report ensures a fair and accurate property assessment.

The landlord fills out the form before sending the tenant a copy or two, so the tenant can review it and add any concerns. The tenant can also dispute any items if they believe the landlord is incorrect about something. After completing and signing the form, the tenant will send a copy back to the landlord. 

Both parties should keep a copy of the report.

Landlords should use a Condition Report any time they inspect their properties. The report lets property owners check for and record damages they might have to deduct from the security deposit. 

Rental walkthroughs are usually completed for tenant move-in and move-out. Additionally, most rentals should be inspected at least once a year, and many landlords perform routine inspections every 6-12 months. Remote landlords can get their property manager to do the walkthrough.

Use a Condition Report to inspect any residential rental property, including:

• Single-family attached or detached homes
• Apartments, condos, duplexes, or townhouses
• Basement suites or rooms
• Mobile homes

Use LawDepot’s template to create your rental property inspection checklist. You can choose to make a reusable report or one for every tenant. Your Condition Report should contain:

1. The property type
2. The property’s address
3. A list of areas to be inspected, both interior and exterior
4. A list of the included furniture, if any
5. Information about the inspector(s)
6. Information about the tenant(s)

LawDepot’s template is customisable and allows you to add additional comments and property details to suit your needs. 

Different states and territories have specific laws and guidelines for property inspections. Whether you’re a landlord or a tenant, you should familiarise yourself with your jurisdiction’s legislation.

Australian Capital Territory (ACT)

In the Australian Capital Territory, landlords can complete Condition Reports during the first and final months of the tenancy. 

After a tenant takes possession of a rental property, the landlord has one day to provide them with two copies of a completed Condition Report. The tenant then has two weeks to inspect the property, fill out their part of the form, and return it.

Landlords can also complete routine inspections twice every 12 months. They must give at least one week’s notice before the inspection.

New South Wales (NSW)

The Residential Tenancies Act 2010 describes the process for condition reports. The landlord must provide the tenant with two paper copies (or one electronic copy) of the entry Condition Report before the tenant signs the Tenancy Agreement. The tenant has seven days to complete and return their report copy. 

When the tenancy ends, the landlord and tenant must fill out the final Condition Report together.

Landlords in New South Wales must give at least seven days’ notice for routine inspections. Inspections can take place up to four times in a 12-month period. A landlord can’t enter the property on Sundays, public holidays, or outside the hours of 8 a.m. without explicit permission from the tenant.

Northern Territory (NT)

The Northern Territory’s Residential Tenancies Act 1999 states that landlords must give 24 hours’ notice to complete a condition report.

The landlord should give tenants a copy of the signed and completed Condition Report within three business days of starting their tenancy. Tenants must complete the Condition Report and return a copy to their landlord within five business days of moving in.

If landlords wish to inspect the premises outside of move-in and move-out assessments, they can do so once every three months. However, they must give their tenant seven days’ notice.

Queensland (QLD)

Because the Residential Tenancies Authority (RTA) requires the use of its form, we do not offer a Condition Report for Queensland. If you’re a Queensland landlord, you can use the entry or exit Condition Reports provided by the RTA. 

Routine inspections demand seven days’ notice and can only happen once every three months. They must take place between 8 a.m. and 6 p.m. and not on Sundays or holidays.

South Australia (SA)

In South Australia, Condition Reports are known as inspection sheets. The Residential Tenancies Regulations 2010 outlines how the inspections should take place.

Landlords should give their tenants a copy of the completed and signed Inspection Sheet before or while signing the tenancy agreement. The tenant then walks through the premises, noting if they agree or disagree with the landlord’s assessment, before returning the sheet to the landlord. At the end of the tenancy, both parties should reference the inspection sheet against the current conditions.

Routine inspections can happen four times a year, but the landlord must give 7-28 days’ written notice. They can occur between 8 a.m. and 8 p.m., outside of Sundays or holidays.

Tasmania (TAS)

According to Tasmania’s Residential Tenancy Act 1997, Condition Reports are only required if the landlord requires a security deposit (bond). If there is a bond, the landlord must give their tenants two copies of the completed Condition Report before or when the tenant moves in. The tenant has two days to complete, sign, and return one copy of the Condition Report to the landlord.

If there is no bond, there’s no requirement for a Condition Report. However, it’s always best practice to use one.

Routine inspections can take place every three months and demand a minimum of 24 hours’ notice.

Victoria (VIC)

Because the Residential Tenancies Act 1997 requires the use of a prescribed form, we do not offer a Condition Report for Victoria. If you’re a Victoria landlord, you can use the form provided by Consumer Affairs Victoria.

Before the tenancy starts, the landlord must give tenants two copies of the completed and signed Condition Report. Tenants must complete the Condition Report and return one copy within five business days of moving in. 

At the end of the tenancy, the tenant and landlord should complete the exit condition report together within ten days of the move-out date.

Routine inspections demand 7 days' written notice. In most cases, the assessments should occur between 8 a.m. and 6 p.m. on a non-holiday. Landlords can only complete routine inspections after the first three months of the tenancy, at most once every six months.

Western Australia (WA)

In Western Australia, landlords must provide tenants with two copies (or one electronic copy) of the completed Condition Report within seven days of the move-in date. The tenants have seven days to complete the Condition Report and return a copy to their landlord.

At the end of a tenancy, the landlord must complete an Exit Condition Report within 14 days of the termination. The tenant must have a reasonable opportunity to be present for the inspection.

Landlords can carry out routine inspections no more than four times a year. The inspection can only occur 8 a.m.-6 p.m. on weekdays or 9 a.m.-5 p.m. on Saturdays, or both parties can agree on another time. Tenants must receive 7-14 days written notice before entry. 

Tenants might worry about landlords going through their personal items and accessing sensitive information. However, tenants have a right to privacy, which means landlords can’t look through personal items like clothes, toiletries, and mail.

On the other hand, landlords are allowed to inspect the rental premises for damages and signs of pest infestation. This will include visiting every room and testing appliances, lights, and outlets. 

Landlords might also look for signs of the tenant not following the tenancy agreement, such as:

• If the tenant hosts short-term rentals without permission
• If the tenant has unapproved roommates
• If the tenant has unapproved pets
• If the tenant has made any unapproved changes to the property, like painting walls or installing fixtures

Unless it’s an emergency situation, such as a water or gas leak, landlords must give notice before entering the property. However, once given proper notice, the tenant can’t refuse landlord entry for inspections. 

A tenant can ask to reschedule the inspection to a better time, especially if they want to join the walkthrough. But most jurisdictions give the landlord access after they’ve provided proper notice. Required notice should be outlined in the tenancy agreement both parties entered.

If a tenant refuses access for an inspection, the landlord can send them a notice of lease violation. This document warns the tenant that their behaviour could lead to eviction or legal action and reminds them of the lease they signed. If the tenant continues to bar the landlord from accessing the property, the landlord can take action toward eviction.

Once a landlord has created their Condition Report and sent proper notice to the tenant, it’s time for the walkthrough. During the walkthrough, they’ll thoroughly examine the premises, looking at every surface.

Entry Condition Report

Entry Condition Reports are vital for both landlords and tenants and, in many cases, required by law. They help note any damage that exists before the tenant moves in so the landlord can order the necessary repairs. This means the tenant won’t have to pay for damages they didn’t cause.

Move-in or initial inspections usually occur before any items are moved into the property. The landlord and the tenant should conduct the walkthrough together, noting any existing damage to the property.

During a move-in inspection, you should look for things like:

• Damaged windowsills, blinds, doors, or frames 
• Scratches or marks on the floors or walls 
• Stained carpets
• Holes in the walls
• Broken or poorly functioning appliances or fixtures

The landlord should record all pre-existing damage in the entry condition report. Afterward, the tenant receives one or two copies and indicates their agreement or disagreement with the landlord’s assessment. They then sign and return one copy of the completed Condition Report to the landlord.

The tenant and landlord should both keep a copy of the report in their files.

Routine inspection

Landlords often conduct routine rental inspections on a yearly or quarterly basis. These shorter inspections ensure the unit is properly maintained. The landlord can also check if repairs are complete and whether other repairs must be done. It’s important to note that states and territories have different legislation for how often routine inspections can occur.

The tenant doesn’t necessarily need to be present for routine inspections. When conducting the walkthrough, landlords should check for:

• Damages to walls, appliances, doors, etc
• Signs of pest infestation
• That the tenant isn't violating the lease with unapproved roommates, pets, or changes to the property
• Any repairs that might need to be completed 

After the walkthrough, the landlord should record the property's condition and the status of ongoing maintenance. Routine inspections don’t have to be thoroughly documented unless there are major damages and repairs. 

Exit Condition Report

Exit Condition Reports are to inspect the property for any new damages as the tenant moves out. The walkthrough is usually conducted after the home is empty of furniture and belongings.

Both landlord and tenant should be present for the assessment. They should complete the Condition Report and compare the current state of the premises with the move-in report.

The landlord can deduct repair costs from the security deposit if the tenant is at fault for any damages. At-fault damages could be from negligence, vandalism, violation of lease terms, or failure to report maintenance issues. It’s important to note that wear and tear don’t count as at-fault damage.

After the inspection, both parties get a copy of the inspection report.