What Is a Property Condition Report?
A property condition report is a document that records the state of a rental property at a specific point in time - usually at the start and end of a tenancy. In Victoria, providing a condition report to the tenant at the start of a tenancy is a legal requirement under the Residential Tenancies Act 1997.
The condition report is meant to protect both the landlord and the tenant by creating a shared record of the property's condition before the tenancy begins. In practice, condition reports provided by agents are often incomplete, vague, or slanted toward the landlord's interests.
Under the Residential Tenancies Act 1997 (Victoria), a rental provider must give the tenant a condition report before or at the start of the tenancy. The tenant must complete and return their copy within 5 business days. Keep your signed copy.
Why the Agent's Condition Report Alone Is Not Enough
The condition report provided by the agent has several significant limitations as evidence:
- It is typically text-based with minimal or no photos
- Descriptions are often vague - "minor wear", "some marks" - which can be interpreted in different ways
- It was prepared by the agent, whose primary relationship is with the landlord
- Without photos, there is no visual evidence of the specific condition at the time
- Disputing a text description at a tribunal is much harder than presenting a contradictory photograph
Your own timestamped photo record, taken at the same time as the agent's condition report, fills these gaps. It is specific, visual, and dated. It is far more persuasive evidence than any written description.
Tenant moves in, signs the agent's condition report noting "walls in good condition." At move-out, landlord claims wall damage. Tenant has no photos from move-in. Agent's report says "good condition" - landlord argues this was before the marks. Without photos, the tenant cannot prove otherwise.
How to Complete the Agent's Condition Report Correctly
Do your BondProof inspection first
Photograph every room before completing the written condition report. Your photos establish what you observed. Use them as a reference when completing the written document.
Be specific, not general
Do not write "good condition" or "minor wear." Write "scuff mark on south wall near door, approx 10cm." Specific descriptions are harder to dispute. Reference your photos: "as per photo taken [date]."
Note everything, no matter how small
A small chip in a tile. A faded patch on the carpet. A mark behind the door. If you do not note it, the landlord can claim you caused it. If you note it, they cannot.
Sign and return within the deadline
In Victoria you have 5 business days. In other states and territories, check your tenancy agreement or the relevant legislation. Missing the deadline can affect your rights.
Photograph your completed report
Before returning your signed copy, photograph every page of the completed condition report. Keep this alongside your BondProof inspection report.
Condition Reports by State and Territory
Condition report requirements vary by jurisdiction. Here is what applies in each:
- Victoria: Mandatory. Must be provided before or at start of tenancy. 5 business days to return signed copy. From October 2026, landlords must retain evidence of property condition at listing.
- New South Wales: A condition report must be provided at the start of most residential tenancies. Tenant has 7 days to return signed copy with any additions.
- Queensland: Entry condition report required. Tenant has 3 days to note disagreements and return.
- South Australia: An inventory and condition report is standard practice and legally relevant in disputes.
- New Zealand: Landlords must provide a signed property inspection report at the start of a tenancy under the Residential Tenancies Act 1986.
- United Kingdom: Inventory reports are standard practice and are used in deposit scheme disputes. Not legally mandated but practically essential.
What Happens at Move-Out With the Condition Report
At the end of your tenancy, the agent will typically complete a new condition report noting any changes from the move-in report. This is compared against the move-in record to determine whether any bond deductions are warranted.
If you have a BondProof move-in and move-out report with timestamped before and after photos, you are not relying solely on text descriptions. You have visual evidence from both dates. This is what makes your position defensible in any dispute.