Entry Condition Reports - Best Practices & Sending Report to Tenants

TABLE OF CONTENTS

• Importance of the Entry Condition Report
• What you should and shouldn't note down
• What should be included in the report?
• Sending the Ingoing Inspection to the Tenant for review

Importance of the Entry Condition Report

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.

What should be included in the report?

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.
• Test all keys at the property. It is recommended to also label them with their purpose with a sticky dot for easy reference (e.g. 'FD' = Front Door)

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.

IMPORTANT: Always take a photo of the water meter reading at the commencement of the tenancy to allow for water usage to be charged in the first billing period of the tenancy.

Sending the Ingoing Inspection to the Tenant for review

You are required to send a signed & completed Ingoing Inspection Report (Entry Condition Report) to the tenant on their move in day. The tenant must be allowed the opportunity to review the report, provide any comments/photos, sign it & return it. The amount of time given for a tenant to return the condition report varies state by state. The time period commences from the day the tenant receives the report.

• New South Wales (NSW): Tenants have 7 days to complete and return the condition report after moving in.

• Victoria (VIC): Tenants have 5 business days to return the condition report.

• Queensland (QLD): Tenants have 7 days to return the signed condition report to the property manager/owner.

• South Australia (SA): The tenant must return one copy within 2 weeks of receiving it and taking possession.

• Western Australia (WA): Tenants must complete and return the property condition report within 7 days of receiving it.

• Tasmania (TAS): The condition report must be filled out and returned within 2 days (excluding weekends and public holidays) of moving in.

• Northern Territory (NT): Tenants are encouraged to return the condition report within 5 business days of moving in.

• Australian Capital Territory (ACT): Tenants must return the report within 2 weeks of receiving it.

The process of sending the report to the tenant for their review is completed within Inspection Manager. Please refer to the below link for further information on Paperless Ingoing Reports:

How to Send a Paperless Ingoing from the App

How to Schedule a Paperless Ingoing Inspection on CMS