RoomproofQuick answer: Your state's entry condition report is the official record of a rental's condition at the start of the lease, and photos are the best way to back it up. Fill in the official form from your agent, then use Roomproof to photograph each room, note anything that differs from the form, and download a dated photo addendum PDF. Return both before your state's deadline and keep copies.
How condition reports work in Australia
Each state and territory has its own form and rules, but the process is similar. The agent or landlord fills in the report and gives it to you at the start of the tenancy. You check every room, add your comments where you disagree, sign and return it within a short window, for example 7 days in NSW and 3 days in Queensland. At the end of the lease the same report is used to decide bond claims, and unresolved disputes go to the state tribunal.
| State | Form (common name) | Bond disputes heard by |
|---|---|---|
| NSW | Condition report | NCAT |
| Victoria | Condition report | VCAT |
| Queensland | Entry condition report (Form 1a) | QCAT, after RTA dispute resolution |
Other states and territories have their own versions. Roomproof doesn't reproduce government forms: it makes a photo addendum that sits alongside the official report. Check the current rules with your state's tenancy authority.
What to photograph
| Area | Photograph |
|---|---|
| Entrance and hall | Door and screen door, walls, ceiling, floor coverings, light fittings, power points |
| Lounge and bedrooms | Each wall, ceiling, carpet or floorboards, windows and screens, blinds, built-in wardrobes |
| Kitchen | Benchtops, cupboards and drawers, sink and taps, stove and oven, rangehood, dishwasher |
| Bathroom | Shower and screen, bath, basin and taps, toilet, tiles and grout, exhaust fan, mirror |
| Laundry | Tub, taps, floor |
| Outside | Garden, garage or carport, smoke alarms, keys and remotes |
Matching the official form
Most forms ask whether each item is clean, undamaged and working. In Roomproof, rate the overall condition (Good, Fair or Damaged) and say which part fails in the notes, for example “Not clean: grease on rangehood filter” or “Working, but tap drips”. Put the condition report's date or reference in the reference field so the addendum points to the form, and write “See attached photo addendum” on the form itself.
- Get the agent's report and read it room by room.
- Photograph every room with the Camera button. The date and time are printed on each photo.
- Note every difference between what you see and what the form says.
- Sign the addendum on screen, and create the PDF.
- Return the form and the PDF to the agent by email before the deadline, and keep the project file for the end of the lease.
At the end of the lease
Choose Start a follow-up from a saved project and open your entry file. Roomproof makes an exit report with Entry and Exit photos side by side for each item, which makes it easy to show that a mark was already there.
FAQ
Can I add photos to my condition report?
Yes. Most agents accept attachments. Label the PDF clearly as a photo addendum, note on the form that it's attached, and keep proof that you sent it.
What if I disagree with the agent's report?
Write your comments on the form and back them up with photos in your addendum. Return it on time and keep copies of everything.
What's the deadline to return the report?
It depends on your state, for example 7 days in NSW and 3 days in Queensland. Check your state's tenancy authority for the current rule.
Do I need to sign the photo addendum?
Signing and dating it helps show when it was made. Ask the agent to confirm by email that they received it.
Can agents and landlords use it?
Yes. Agents can use the same template to photograph a property before a tenancy starts and attach the PDF to their report.
Other photo report templates
Last updated · Written by the MiniTools team. General information for Australia, not legal advice. Roomproof isn't affiliated with any state tenancy authority or tribunal.