Entry condition reports are one of the most important pieces of documentation at the commencement of every new tenancy. This document serves as a record of the exact condition of your rental property prior to a new tenant moving in and starting a new lease.
It describes, in descriptive detail, the internal and external condition of all areas of your property along with comprehensive notes and corresponding photographs.
Who Completes The Entry Condition Report?
The lessor or Property Manager must complete and sign the Entry Condition Report for the premises and give a copy of the report to the tenant at the commencement of the tenancy, it is an offense not to do so.
What Can I Expect My Entry Condition Report To Contain?
Your Entry Condition Report should contain specific details in written notes, photographs and/or video footage of all internal and external spaces in your property. This is generally done room by room noting everything that can be seen.
It is also an opportunity to check that everything is working properly where practicable. Some properties may not have the power connected so checking appliances may not be possible however taps, showers, toilets, windows, doors, gates, and locks can most certainly be checked.
Reports Should Include, But Not Limited To:
• Colour and condition of floor coverings, walls, doors, and ceilings
• Descriptions of light fittings, fans, air conditioners and window coverings
• Complete listing of all appliances, their condition and working order
• Condition of lawns, gardens, and other outside areas
• Scratches, dents, holes, staining or other damage that is current in the property
• Furnished properties should include an inventory noting the condition of each item
All notes should have corresponding photographic evidence as photos ultimately don't lie and will be the main fall back if a dispute arises.
Why Do I Need A Condition Report?
Above all, a condition report provides you written and photographic evidence of the condition of your property at the start of a lease. It provides a checklist for your Property Manager to run through at ongoing inspections.
At the end of a lease, it provides a base for the exit condition report to ensure the property is in the same condition as at the start of the lease. It protects both the landlord and the tenant.
Thorough entry and condition reported inspections are not only essential for complying with legislative requirements, but they may also prove an invaluable risk management tool for determining disputes which might arise regarding the condition of the property.
What If There Are Discrepancies At The End Of A Lease?
A properly completed exit and condition report should be completed at the end of the tenancy. This will then be compared to the Entry Report to ensure everything is in clean, tidy and working order as at the start of the lease (with allowances made for Fair Wear & Tear).
The Entry Condition Report will act as evidence if there is any discrepancy between the state of the property as shown in the entry and exit reports.
What Are The Tenant's Responsibilities?
Tenants must complete the report, they can agree or disagree with the condition of the items by including their own comments, photographs or videos.
If the tenant disagrees, they should talk to the property manager/lessor. If the tenant does not complete and return the report, it means they agree with the property managers/lessors description of the property. It is an offense for the tenant not to complete and return the report within the legislative timeframe outlined, in QLD it is 3 days.