Australian rental language varies by state, but the core inspection rhythm is familiar: document the property at the start, keep records during the tenancy, document it again at the end, then use the two records to resolve bond questions. Condition reports are not admin for admin's sake. They are the baseline evidence.
Step 1: Read the lease and condition report before unpacking
At the beginning, the landlord, rental provider, property manager, or agent usually provides an entry condition report. In NSW it records the general condition of the property room by room, including fixtures and fittings. In Victoria, it covers the property and everything inside and outside. In Queensland, it records the condition of the property, dwelling, site, room, and inclusions at the start of the tenancy.
Before unpacking, compare the report with the actual property. If the report says "good" but you can see a cracked tile, stained carpet, loose handle, missing blind chain, water mark, or dirty appliance, add that detail.
Step 2: Photograph and annotate the entry condition
Use a simple pattern: wide room photo, close-up photo, short note. Repeat it for every room and inclusion. The goal is to create a record that a future you, agent, tribunal member, or support service could understand without guessing.
Attach, send, or store the photos with the condition report where your state process allows. Victoria recommends dating and labelling photos and attaching them to the condition report. Queensland says photos or video can be used as evidence by QCAT if there is a dispute. WA recommends date-stamped photos as evidence.
Step 3: Return the entry report on time
Do not let the entry report sit in a moving box. The deadline can be short. NSW, Queensland, and WA commonly use seven-day timeframes around entry reports. Victoria requires the renter to return the report within five business days of moving in. Check your own state or territory authority if you are outside these examples.
Keep a copy of whatever you return. If you email it, save the sent email. If you use a portal, export or screenshot confirmation where possible.
Step 4: Keep records during the tenancy
Not every inspection is an entry or exit inspection. During the tenancy, you may have routine inspections, repairs, maintenance visits, water leaks, mould concerns, appliance faults, storm damage, or agreed changes. Keep these records separate from daily life photos.
A useful maintenance record includes the room, issue, date noticed, date reported, photos, response, and any completed repair. If a problem existed during the tenancy and was reported, that context can matter later.
Step 5: Prepare before moving out
Before your final week, open the entry report and make a punch list. Look for items that could become bond conversations: cleaning, carpet marks, wall damage, garden condition, missing keys, replaced remotes, appliance interiors, broken fittings, and personal items left behind.
This is also the time to gather receipts for work you organise, such as cleaning, carpet cleaning, pest control, gardening, rubbish removal, or repairs. Only do what your agreement and state rules actually require, but keep proof for anything you do.
Step 6: Create the exit record while the property is empty
At exit, repeat the entry process. Photograph each room empty and cleaned. Capture the same angles where possible, then add close-ups of repaired, worn, or disputed areas. Photograph meters, keys, remotes, bins, outdoor areas, and supplied items.
Queensland's RTA says the exit condition report is compared to the entry condition report to decide whether the property is in the same condition apart from fair wear and tear. NSW says the condition report can be used as evidence if there is disagreement about missing items or damage. WA says the final property condition report will be used as evidence if there is a dispute.
Step 7: Respond to bond claims with evidence, not vibes
If everyone agrees, bond refund can be straightforward. If there is a claim, the discussion usually becomes specific: which item, what condition at entry, what condition at exit, what cleaning or repair is being claimed, and what evidence supports it.
Keep your response calm and organised. Refer to the room, date, and document. For example: "The mark on the bedroom wall was noted in the entry condition report and appears in the attached date-stamped move-in photo." That is much stronger than a general complaint that the claim feels unfair.
Step 8: Check the official local process
Residential tenancy rules are state and territory based. Names also differ: tenant, renter, rental provider, landlord, property manager, entry condition report, property condition report, and exit condition report can all appear depending on where you rent. Before relying on a deadline or form, check the authority for your state or territory.
Sources checked
Reviewed 26 June 2026 against official Australian tenancy authority guidance. This article is general information, not legal advice.