How to Document Property Condition at Move-In

A thorough condition report at move-in is the single most important document for protecting your bond and resolving disputes at the end of a tenancy. Without one, it is nearly impossible to prove whether damage was caused by the tenant or existed before they moved in. This guide covers what you need to know about creating an effective condition report.

Why Condition Reports Matter

The condition report (also called an entry condition report or property condition report) establishes a baseline record of the property's state at the start of the tenancy. When the tenant moves out, the exit condition report is compared against the entry report to identify any damage beyond fair wear and tear. This comparison forms the basis for any bond claim.

Without a comprehensive entry condition report, landlords are at a significant disadvantage in bond disputes. Tribunals consistently rule in favour of tenants when there is insufficient documentation to prove that damage occurred during the tenancy. The condition report is not optional; it is a legal requirement in most states.

State Requirements for Condition Reports

Every state and territory in Australia has specific requirements for condition reports.

In New South Wales, the landlord must complete a condition report and provide two copies to the tenant before or at the start of the tenancy. The tenant has 7 days to review, add their own notes, sign, and return one copy. If no condition report is provided, the landlord cannot claim from the bond for damage.

In Victoria, condition reports are mandatory under section 35 of the Residential Tenancies Act 1997. The landlord must complete the report, provide it to the tenant, and the tenant has 3 business days to note any disagreements. If no condition report is prepared, the landlord cannot claim the bond.

In Queensland, the Residential Tenancies and Rooming Accommodation Act 2008 requires the landlord to provide a condition report (Form 1a) before the tenancy starts. The tenant has 3 days to review and add comments. Both parties must sign the report.

Similar requirements exist in South Australia, Western Australia, Tasmania, the ACT, and the Northern Territory, with slight variations in timeframes and form requirements.

Photo and Video Documentation Tips

A written condition report is the minimum legal requirement, but photographs and video provide far stronger evidence in disputes. Follow these guidelines for effective visual documentation.

• Photograph every room from multiple angles. Take at least one wide shot of each room showing the overall condition, then close-up shots of any existing damage, marks, stains, or wear.
• Include timestamps. Ensure your camera or phone has the date and time enabled. Some tribunal members will not accept photos without timestamps.
• Document all surfaces: walls, ceilings, floors, windows, doors, benchtops, sinks, and taps. Do not skip areas that look fine; you need evidence that they were in good condition at the start.
• Check and photograph all appliances in working condition. Turn on the oven, run the dishwasher, test the air conditioning, and check all power points and light switches.
• Photograph the exterior: front and back yard, fencing, driveway, garage, and any outdoor structures.
• Use good lighting. Take photos during the day with curtains and blinds open. Flash photography can wash out details or create shadows that misrepresent the condition.
• Video walkthrough: A continuous video walkthrough of the entire property provides context that individual photos cannot. Walk slowly through every room, narrating any existing damage or issues.

Using Abode's AI Inspection Feature

Abode's AI-powered inspection feature streamlines the condition reporting process and produces more thorough documentation than manual methods. When you initiate a move-in inspection through Abode, the system guides the tenant (or you) through photographing every area of the property according to a structured checklist.

The AI analyses each photo for signs of existing damage, wear, or maintenance issues, and assigns a condition score. It identifies items like wall marks, carpet stains, cracked tiles, worn grout, water staining, and peeling paint that might be missed in a manual inspection. The result is a comprehensive, timestamped condition report with AI-annotated photos that provides strong evidence in any future dispute.

At the end of the tenancy, the same process is repeated for the exit inspection. The AI automatically compares the entry and exit photos, highlighting differences and flagging potential damage. This side-by-side comparison makes it straightforward to identify what changed during the tenancy and supports any bond claim you may need to make.

Both Landlord and Tenant Sign-Off

The condition report only has full legal weight when both the landlord and tenant have reviewed and signed it. Provide the report to the tenant at or before the start of the tenancy and give them the legally required period (3 to 7 days depending on the state) to review it, add their own notes, and return a signed copy.

Encourage tenants to be thorough in their review. It is better for both parties to identify and agree on existing issues at the start than to dispute them at the end. If the tenant notes additional damage that you missed, accept it gracefully. The goal is an accurate record, not a perfect one.

Storing Documentation Securely

Keep all condition reports, photographs, and videos for the entire duration of the tenancy and for at least 12 months after the tenancy ends (longer if there is an unresolved dispute). Store digital copies in multiple locations: a cloud storage service, your property management platform, and a local backup.

Abode stores all inspection reports, photos, and AI analysis results securely within the platform for the life of the tenancy. This means your documentation is always accessible when you need it, whether for a routine check, a bond claim, or a tribunal hearing.