Compare against the entry record first
Before writing new notes, open the entry condition report and any tenant amendments. The exit record should be a comparison, not a fresh impression of the property.
Where something has changed, photograph the entry reference if needed, then photograph the current condition from the same rough angle.
Record clean, damaged, missing, and unresolved items separately
Do not group every issue under "tenant to rectify". Separate cleaning, possible damage, missing access items, incomplete repairs, abandoned goods, and owner-approved work.
This makes the owner update clearer and gives the tenant a fairer path to respond.
Photograph keys, remotes, meters, and inclusions
Exit reports often focus on walls and floors while skipping the handover details. Record keys, fobs, access cards, remotes, mailbox keys, meter readings where relevant, manuals, bins, garage controls, and included appliances.
Queensland RTA guidance specifically points to entry and exit reports being compared and recommends photos as further evidence. It also notes meter readings as part of preventing disputes.
Send a usable summary
The best exit report is not the longest one. It is the one that lets the owner and tenant understand what changed, what evidence supports it, and what happens next.
If further quotes, cleaning, or repairs are needed, say which item they relate to and attach the relevant photos.
Sources
Article written 2026-07-02