Entry Condition Report Best Practices

Besides the lease (General Tenancy Agreement) your ingoing report or Entry Condition Report is the single most important document you will complete and rely on when it comes to the condition of the property before and after the tenancy. This single document reports the condition of the property at the time your new tenants are given possession of the property. It is the report that you reference when the tenant vacates, to ensure they return the property to the same standard it was provided to them at the start of the tenancy, fair wear and tear excepted. 

What you should and shouldn't note down

It is always important to note what IS at the property and what condition it is in etc. What some agents may not realise is that its important to also note what IS NOT at the property too!

For example, if the property has screens on all windows but one is missing - it's vital to note this. Similarly, if there are no doorstops / door catches on the doors then this needs to be noted as well.

How should you inspect each room?

As silly as it may sound, have a plan on how you approach each room and keep your process consistent throughout the property. Here are some tips you could use to ensure you capture all the room features, fittings and issues (if any) that need to be noted down.

• Stand at the doorway and make a general assessment of the room.
• Turn on lights and open curtains/blinds to let as much natural light in as possible.
• Walk the perimeter of the room and assess each wall.
• Start from the ceiling down when you want to make notes on what the room may or may not have by way of inclusions, wear and tear and fittings.
• Note down everything including the colour of the walls, floors, ceiling, light fittings, doorstops etc.
• Note the general condition of each item
  • e.g. Professionally cleaned charcoal coloured carpet. No obvious stains, marks or damage however some light wearing in traffic area from doorway to ensuite.
  • e.g. Small patch on wall near light switch approximately 5cm diameter - paint is a slightly darker shade than rest of wall
• Your notes and comments should allow anyone to read them and understand what you are trying to explain. 
• Be as thorough as possible
• Take as many photos as possible but don't rely solely on photos. Photos support your comments and notes, they don't replace them.

Remember, these notes and photos are what you will need to refer to at the end of the tenancy should the tenant not have returned the property to the condition it was given to them at the start.