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 Tribunal or Court to determine who is liable. This is important for determining how the Rental Bond should be paid out, or whether compensation should be paid to the landlord.
In Queensland, the tenant and landlord must complete a Condition Report immediately before and after the tenancy agreement. The tenant and landlord should each retain at least one copy of the Condition Report during the tenancy.
The standard form Condition Reports from the QLD Residential Tenancies Authority are the Entry Condition Report and the Exit Condition Report. The reports 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.
The landlord must complete and sign an Entry Condition Report before the tenant begins to occupy the premises. The landlord should inspect the premises thoroughly while completing the report to ensure it is as accurate as possible. Before the tenant begins to occupy the premises, the landlord must give the tenant at least 1 copy of the Entry Condition Report.
After receiving the copy of the report, the tenant must complete the Condition Report by indicating which parts they do or do not agree with. The tenant should carefully inspect the premises to see whether they agree with the landlord’s assessment.
The tenant must sign the completed Entry Condition Report and return it to the landlord within 3 days of beginning to occupy the premises. If the landlord gave a copy of the Entry Condition Report to the tenant after they began to occupy the premises, then the tenant has 3 days from receiving the report to return it.
After receiving the signed Entry Condition Report, the landlord must then return a copy of the report to the tenant within 14 days. The landlord must keep a copy of the final Entry Condition Report for at least 12 months after the end of the tenancy agreement.
It is in the best interests of both the tenant and landlord that the Entry 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.
In addition to the Entry Condition Report, the tenant and landlord must complete an Exit Condition Report at the end of the tenancy agreement, or as soon as practicable after it ends.
The Exit Condition Report must be completed and signed by the tenant as soon as practicable after the end of the tenancy agreement. The tenant should inspect the premises thoroughly while completing the report to ensure it is as accurate as possible. The tenant should then give the Exit Condition Report to the landlord as soon as possible.
After receiving the Exit Condition Report, within 3 business days the landlord must sign the report, indicate on the report any parts they do not agree with, and return a copy to the tenant. The landlord must keep a copy of the Exit Condition Report signed by both the tenant and landlord for at least 1 months after the end of the tenancy agreement.
Once the Condition Report has been signed by both the tenant and landlord, the Tribunal or Court will assume it is an accurate record of the state of the premises unless other evidence overrides it. If the tenant and landlord disagree with a part of the Exit Condition Report, then the Tribunal or Court will not automatically assume that the report is accurate regarding that part.
In addition to the standard form Condition Reports, 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.
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 Entry 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 Entry Condition 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.
If a tenancy agreement is renewed for the same premises between the tenant and landlord, a new Entry Condition Report must be completed before the second tenancy agreement begins. A new Entry Condition Report will provide a more relevant and recent appraisal of the premises and therefore reduce the likelihood of a dispute arising at a later point.
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.