A rental property condition report is an essential document that captures the overall state of the property, detailing its condition room by room, including all fixtures and fittings. This report provides a record of how the property looked before the tenant moved in and plays a key role in managing the tenancy.

At the end of the tenancy, this report is useful for assessing normal wear and tear versus any damage that the tenant might need to address before leaving. A thorough condition report, especially one that includes time-stamped photographs, can help prevent disputes at the end of the tenancy.

Here are some important points to know about condition reports:

All types of damage, no matter how minor, should be documented and described in detail within the report.

Any visible risks related to electricity—like loose or damaged outlets, faulty wiring, or sparking connections—should be noted.

Report any faulty electrical components, as they may need urgent repairs.

The report must also state whether smoke alarms are installed (as required by law) and when they were last checked or had their batteries replaced.

Both tenants and landlords must confirm the existence and functionality of safety switches, which should be tested together.

The Tribunal holds the authority to make changes to the condition report as necessary.

 

When Moving InResponsibilities of the Landlord

 

Before a tenant begins their lease, it is the landlord's or agent’s responsibility to:

Complete a condition report.

Provide the tenant with two copies of the report (or one electronic version) before or at the time the lease agreement is signed.

Responsibilities of the Tenant

 

Tenants should:

Fill out their section of the condition report.

Take photos to accompany the report, including time stamps to indicate when they were taken.

Return one signed copy of the completed report to the landlord or agent within seven days of moving in.

Keep the other copy for their personal records.

It’s worth mentioning that a new condition report is not required if the same individuals renew the tenancy or if there is a new co-tenant moving in with the existing tenant.

 

When Moving Out

 

As the tenancy ends, both the tenant and the landlord or agent should have copies of the original condition report from the start of the tenancy.

Tenants will need to redo the condition report upon moving out. This can be done in the presence of the landlord or agent, although if necessary, it can also be completed separately as long as both parties have had a fair opportunity to be present.

Filling out the report requires thoroughness and accuracy. If disputes arise regarding damages or missing items, the condition report can serve as crucial evidence to help resolve these issues.

In summary, condition reports are vital tools in the rental process, helping to clarify the property’s state from the beginning to the end of a tenancy. By ensuring both parties are aware of the property’s condition, these reports can minimize misunderstandings and foster a fair renting experience.