How to write an end-of-tenancy condition report (and protect your bond claim)

Your tenant’s moving out, the keys are coming back, and now there’s one job that quietly decides how the whole tenancy ends: the exit condition report. It sounds like dry paperwork, but it’s the single most important document at this stage — the one that determines whether you can fairly claim from the bond for genuine damage, or end up wearing the cost yourself.

The good news is it’s completely doable, even on your first time managing your own rental. Get it right and a bond dispute either never happens or you win it easily, because you’ve got the evidence. Here’s exactly how to do it — including the one thing landlords most often get wrong.

What an exit condition report is (and why it’s the document that matters)

A condition report is a written, photographed record of the state of your property, room by room. There are two that bookend a tenancy: the entry report (completed when the tenant moves in) and the exit report (completed when they move out). The exit report records what the property looks like as it’s handed back.

Its power comes from the comparison: the exit report is measured against the entry report to see whether the property’s come back in the same condition it went out — allowing for fair wear and tear (more on that shortly). If something’s been damaged beyond normal use, that comparison is your proof. And if it ever goes to a tribunal over the bond, the condition reports and photos are exactly the evidence the decision rests on. No solid report, no proof; no proof, no successful claim.

It’s not only about the bond, either. As our senior agent Chenelle Moothedom — who spent years as a property manager — points out, a thorough, photographed condition report is also valuable evidence if you ever need to make a landlord insurance claim. It’s worth doing properly for that reason alone.

The golden rule: it’s only as good as your entry report

Here’s the thing to understand before you write a single word of the exit report: you can only claim for what you can prove changed. That means your exit report is only as useful as the entry report you’ve got to compare it against. If you documented the property thoroughly when the tenant moved in — every room, with dated photos — you can show exactly what’s different now. If you didn’t, it’s your word against theirs, and tribunals tend to side with the tenant when the landlord can’t prove the original condition.

So if you’re reading this at the start of a tenancy: do a meticulous entry report. And if you’re at the end with a thin entry report, be realistic about what you can fairly claim.

How to complete a great exit condition report, step by step

1. Start from the entry report. Work through it side by side with the property, room by room, so you’re comparing like with like.
2. Go room by room, item by item. Walls, ceilings, floors, windows, doors, blinds, light fittings, power points, and every fixture and appliance — plus outdoors, the garage and any inclusions. Don’t skip anything.
3. Be specific and objective. “Dirty” or “damaged” won’t help you later. Write what you actually see: “10cm scuff on the west wall”, “burn mark on laundry benchtop”, “flyscreen torn on rear bedroom window.”
4. Photograph (or video) everything, dated. Photos are king in a bond dispute — so capture every room from several angles, inside and out, plus a close-up of any issue, with the date visible or recorded. More is always better. And note the cleaning standard the place was left in; if you have to pay for cleaning and want to claim it, keep the receipt.
5. Note the condition of each item — clean, undamaged and working, or a clear description of the problem. Tick the easy ones off honestly too; a fair report carries more weight than a nitpicky one.
6. Do it promptly, once the tenant has vacated and cleaned. Don’t leave a gap where new damage could occur and muddy who’s responsible.
7. Involve the tenant where you can. In some states the tenant completes the exit report and you review and add comments; in others you complete it. Either way, giving the tenant the chance to see and sign it heads off most disputes before they start.
8. Give the tenant a copy within your state’s required timeframe (often within a few business days of the inspection).

Fair wear and tear vs damage: the bit landlords get wrong

This is the make-or-break distinction, because you can claim for damage, but not for fair wear and tear. Get it wrong and you’ll either lose a bond dispute or sour a tenancy chasing money you were never entitled to.

Fair wear and tear is the natural deterioration that happens through normal living and the simple passage of time. It’s your cost as the owner, not the tenant’s. For example:

• Minor scuffs and small marks on walls
• Carpet worn or faded in high-traffic areas
• Paint or curtains faded by the sun
• A tap washer worn out through normal use
• Minor scratches on floors or benchtops

Damage is harm beyond normal use — and notably, dirt, grime and a generally unclean property aren’t “wear and tear” either. This is what you can claim for:

• Holes in walls, or large gouges and dents
• Stains or burns on carpet, walls or benchtops
• Broken fixtures, fittings or appliances
• Damage caused by a pet (even an approved one)
• The property left dirty, or with rubbish or belongings to remove

The honest test is simple: would this happen just from living in the place normally? If yes, it’s wear and tear. If it’s the result of carelessness, accident, neglect or a mess left behind, it’s damage.

What our team sees “The biggest misconception is landlords thinking the bond is there to renovate or refresh the place after a tenant leaves — it isn’t. You can’t claim for the wear and tear that’s simply your cost as the owner. And even for genuine damage, you usually can’t claim a brand-new replacement: depending on the state, the item’s age and expected lifespan are taken into account (in Queensland, for example, the RTA works to replacement lifespans). Damage a carpet that was already most of the way through its life, and you’re owed its remaining value — not a whole new carpet.” — Chenelle Moothedom, Senior Agent, PropertyNow

Using your report for a bond claim

If there’s genuine damage and you want to claim from the bond, your condition report is the centrepiece of the case:

• Compare the entry and exit reports and photos to pinpoint exactly what changed.
• Get quotes, invoices or receipts for the repairs or cleaning you’re claiming — a claim with costs attached is far stronger than a number you’ve guessed.
• Give the tenant a copy of the end-of-tenancy condition report and those quotes/receipts — most states require this for a claim the tenant hasn’t agreed to.
• If the tenant disputes it, the matter goes to your state’s bond authority or tribunal — and your report, side-by-side comparison and dated photos are precisely the evidence they’ll weigh.

Played straight, most bond returns are sorted amicably. A clear, fair, well-photographed report is what keeps it that way.

A few hard-won tips from our team on the bond return itself. If you can, explain the process to the tenant and get them to agree to any deductions before you lodge a claim — agreement up front heads off a contest later. But if the tenant isn’t amicable or you can’t reach them, lodge your claim promptly rather than waiting — drag your feet and the matter can stall in tribunal proceedings. And keep every interaction professional and in writing: a good habit is to write each message as though it might one day be read out in a tribunal — because it just might.

Make it easy on yourself

Doing all this on paper is fine, but fiddly — especially the photos. PropertyNow’s digital condition reports walk you through it room by room and attach timestamped photos as you go, so your entry and exit records line up neatly and your evidence is all in one place if you ever need it. It’s part of managing your own rental without handing a percentage to a property manager.

The bottom line

The exit condition report isn’t busywork — it’s the protection that lets you fairly recover the cost of genuine damage and settle a bond cleanly. Compare it carefully against a thorough entry report, document every room with dated photos, be specific and fair, and know the line between fair wear and tear (yours to absorb) and damage (fair to claim). Do that and the end of a tenancy is just another part of self-managing you’ve quietly got the measure of.

Frequently asked questions

What is an exit condition report? It’s a written, photographed record of your property’s condition when a tenant moves out, completed at the end of the tenancy. It’s compared against the entry report to determine whether the property’s been returned in the same condition, apart from fair wear and tear — and it’s the key evidence in any bond claim.

What’s the difference between fair wear and tear and damage? Fair wear and tear is the natural deterioration from normal living and ageing — minor scuffs, worn carpet, sun-faded curtains — and you can’t claim for it. Damage is harm beyond normal use, like holes in walls, stains, broken fixtures or pet damage, plus a property left dirty — and you can claim for that.

Can I claim from the bond without a condition report? It’s very difficult. Without a condition report and photos showing the property’s original and final condition, you usually can’t prove damage occurred during the tenancy — and tribunals tend to favour the tenant when the landlord can’t prove it. A thorough entry and exit report is what makes a claim stick.

Who completes the exit condition report — me or the tenant? It varies by state. In some, the tenant completes it and you review, comment and sign; in others the landlord or agent completes it. Either way, give the tenant the chance to see and sign it, and provide them a copy within your state’s required timeframe.

Do I need photos in a condition report? Yes — dated photos (or video) are the strongest evidence in a bond dispute. Photograph every room and a close-up of any issue, at both entry and exit, so you can show exactly what changed.

How soon do I have to give the tenant the exit report? Timeframes vary by state, but it’s commonly within a few business days of the final inspection. Check your state or territory’s tenancy authority and your lease for the exact requirement.

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Written by the PropertyNow team. PropertyNow helps Australians rent out and manage their own property privately, with licensed agent support seven days a week.

This article is general information only. Condition-report requirements, timeframes and bond-claim processes vary by state and territory and change over time — confirm the rules for your situation with your state or territory’s tenancy/bond authority.