Northern Territory Condition Reports

NT Law requires a Condition Report to be completed by the tenant and landlord at the beginning and end of the tenancy.

This guide covers landlords (or head-tenants) and tenants (or sub-tenants) in a Residential Tenancy. This applies to the majority of share accommodation and residential property rental situations. To confirm it covers your situation visit What is my share accommodation situation?

Condition Reports record the general state of repair and condition of the rental premises at the beginning and end of the tenancy. If an issue arises about damage or disrepair to the premises, the Condition Reports are used as evidence by the Commissioner or Court to determine who is liable. This is important for determining how the Bond should be paid out, or whether compensation should be paid to the landlord.

In the Northern Territory, the tenant and landlord must complete a Condition Report at the beginning and end of the tenancy. Flatmates.com.au has created a standard form Condition Report which can be used at the beginning and end of the tenancy. The tenant and landlord should each retain at least one copy of the Condition Report during the tenancy.

The standard form Condition Report by Flatmates.com.au can be Downloaded for Free. It should be completed and signed by the tenant and landlord at the beginning and end of the tenancy.

Although a Condition Report is required by law, a tenancy agreement is still valid even if a report has not been completed.

What is an Ingoing Condition Report?

The landlord must conduct an inspection of the premises and complete an Ingoing Condition Report within 3 business days of the tenant moving in. The landlord should inspect the premises thoroughly while completing the report to ensure it is as accurate as possible. A copy of the report must be signed by the landlord and given to the tenant within 3 business days of the tenant moving in.

The landlord should complete the Condition Report in the presence of the tenant, unless it is not practical to do so or the tenant does not attend the premises at the agreed time. It is the landlord’s responsibility to take positive steps to arrange a mutually convenient time with the tenant to conduct the Condition Report. The landlord must give the tenant a reasonable opportunity to attend. The Commissioner or Court is less likely to take a Condition Report as an accurate description of the property if the landlord has not taken reasonable steps to allow the tenant to be present while the report was completed.

It is in the best interests of both the tenant and landlord that the Ingoing Condition Report is completed as close as possible to the beginning of the tenancy. The Tribunal or Court will not value as highly a Condition Report completed too long after the tenancy begins.

What should be in the Ingoing Condition Report?
Flatmates.com.au recommends using our standard form Condition Report. Alternatively, you can create your own report. If you choose to make your own report, it must include at least the following information:

  • The condition in each room of the:
    • Walls,
    • Floors, and
    • Ceilings,
  • A list, and the condition, of any fixtures or goods let with the premises,
  • Any additional relevant information, and
  • Have space for the landlord and tenant to sign.

What happens after the landlord gives the Ingoing Condition Report to the tenant?
Once the tenant receives the Ingoing Condition Report from the landlord, they should carefully inspect the premises to see whether they agree with the landlord’s assessment. The tenant then has 3 options:

  1. The tenant can accept the report by signing it and returning it to the landlord within 5 business days, or
  2. The tenant can make modifications to the report, initial them, and return it to the landlord with 5 business days, or
  3. The tenant can take no action. In this case, the tenant is considered to have agreed with the Condition Report.

If the landlord receives the Ingoing Condition Report back from the tenant with modifications, they have 4 options:

  1. The landlord can accept any modifications by initialling them, and return a copy of the final report to the tenant within 5 business days, or
  2. The landlord can negotiate further with the tenant on any modifications. If the landlord and tenant come to an agreement, then both parties should initial the modifications made, or
  3. The landlord can take no action. In this case, the landlord is considered to have agreed with the tenant’s modifications, or
  4. If the tenant and landlord do not agree about any modifications, the landlord or tenant can apply to the Commissioner of Tenancies for a neutral Condition Report to be conducted by the Commissioner on the property. If the landlord is making the application, it must be made within 5 business days of receiving any modifications from the tenant.

What is an Outgoing Condition Report?

The landlord must conduct an inspection of the premises and complete an Outgoing Condition Report within 3 business days of the tenant moving out. The landlord should inspect the premises thoroughly while completing the report to ensure it is as accurate as possible. A copy of the report must be signed by the landlord and given to the tenant within 3 business days of the tenant moving out.

The landlord should complete the Condition Report in the presence of the tenant, unless it is not practical to do so or the tenant does not attend the premises at the agreed time. It is the landlord’s responsibility to take positive steps to arrange a mutually convenient time with the tenant to conduct the Condition Report. The landlord must give the tenant a reasonable opportunity to attend. The Commissioner or Court is less likely to take a Condition Report as an accurate description of the property if the landlord has not taken reasonable steps to allow the tenant to be present while the report was completed.

Alternatively, if the landlord believes that the tenant has abandoned the premises, within 3 business days the landlord can complete a Condition Report alone and post it to the last known residential, business, or postal address of the tenant.

It is in the best interests of both the tenant and landlord that the Ingoing Condition Report is completed as close as possible to the beginning of the tenancy. The Tribunal or Court will not value as highly a Condition Report completed too long after the tenancy begins.

What should be in the Outgoing Condition Report?
Flatmates.com.au recommends using our standard form Condition Report. Alternatively, you can create your own report. If you choose to make your own report, it must include at least the following information:

  • The condition in each room of the:
    • Walls,
    • Floors, and
    • Ceilings,
  • A list, and the condition, of any fixtures or goods let with the premises,
  • Any additional relevant information, and
  • Have space for the landlord and tenant to sign.

What happens after the landlord gives the Outgoing Condition Report to the tenant?
After receiving the Outgoing Condition Report from the landlord, the tenant should inspect the premises (if possible) to see whether they agree with the landlord’s assessment. The tenant then has 2 options:

  1. The tenant can accept the Outgoing Condition Report by signing it and returning it to the landlord, or
  2. If the tenant does not agree with the Outgoing Condition Report, and after further discussions the tenant and landlord cannot agree, then the tenant can refuse to accept the report.

If the tenant and landlord cannot agree on the Outgoing Condition Report, then either can apply within 7 business days to the Commissioner of Tenancies for a neutral report that will be considered an accurate account of the premises.

How can I improve the stand form Condition Report?

In addition to the standard form Condition Report, tenants and landlords can attach additional information to provide a more comprehensive account of the general condition of the premises.

For example, if a part of the premises is not included in the standard form Condition Report, then either party may add an additional document recording the state of that part. Further, it is common and good practice for tenants and landlords to take pictures of the premises at either the beginning or end of the tenancy to provide a visual record in addition to the written report.

If additional information is attached by the tenant or landlord, the other party should indicate whether they agree that it is an accurate record of the condition of the premises.

How do Condition Reports work in co-tenancies?

Condition Reports are particularly important in co-tenancy arrangements as they help in attributing liability to individual co-tenants for any damage caused to the premises. Every time a co-tenant is removed from or added to a tenancy agreement, a new condition report should be completed by the landlord, the continuing co-tenant(s), and the incoming or outgoing co-tenant(s).

By completing a new report each time there is a change in co-tenants, liability can be more accurately attributed to the responsible co-tenant, especially if the damage is only recognised a long time after a former co-tenant has left the premises.

Is a new Condition Report needed if the tenancy is renewed?

If a tenancy agreement is renewed for the same property, and at least one of the tenants is continuing onto the renewed agreement, then it is not necessary to complete a new Condition Report. The Ingoing Condition Report from the original tenancy agreement is transferred to the new agreement. An Outgoing Condition Report will still be required at the end of the second tenancy agreement if it not renewed again.

You might also be interested in

NT Bonds
NT Tenancy Agreements
NT Rental Payments
NT Holding Deposits


These legal guides provide a brief summary and introduction of the laws and regulations affecting share accommodation. They do not cover all cases in all legal jurisdictions and might not apply in your specific share accommodation situation. It is important that you use this information as a guide only and seek independent Legal Advice or consult the Relevant Acts. We do not accept any liability that may arise from the use of this information.