Describe what you can see
Use plain observations: scratched, chipped, cracked, stained, dented, loose, missing, swollen, peeling, rusted, marked, torn, not working. Avoid loaded words like disgusting, dodgy, negligent, or unacceptable in the condition report itself.
A factual note such as "Lounge - three paint chips on eastern wall beside window" is more useful than "walls are bad". The first version can be matched to a photo. The second version invites argument.
Separate condition from repair requests
Some issues are simply condition notes. Others need repair. If a window lock is missing, a tap leaks, an outlet is damaged, or a fixture appears unsafe, record it in the condition report and also send a separate repair request in writing.
Consumer Affairs Victoria notes that a condition report entry about something needing repair can provide written notice of the issue. Still, a direct repair request is easier for an agent to action and track.
Attach evidence in a readable way
If you attach photos, keep them labelled. If the agent uses an online portal, upload files in a logical order. If the portal does not allow many files, send a PDF report or a link to a shared folder and keep proof that you sent it.
The aim is to make the agent's job easier, not harder. A neat, labelled record is less likely to be dismissed than a loose batch of unlabeled images.
Keep the tone short and steady
A good message can be simple: "Hi, I have completed the condition report and attached labelled photos for the items I amended. Please let me know if you need anything else." That tone creates a record without escalating the relationship.
If a disagreement remains, the written report, photos, and sent message matter more than the emotional tone of the first week.
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Article written 2026-06-26