Melbourne Rental Condition Report: A Complete Move-In Checklist ?
A careful condition report takes an afternoon and can save you a lot of stress and money. Inspect thoroughly, write clear notes, take plenty of photos and send it back on time. Your future self, and your bond, will thank you. If this guide helped, share it with someone about to move into a rental, and read our other Victoria renting guides on bonds, rental scams, utilities and furniture.
Melbourne Sphere editors · Editorial team
6 min read
In this article
Here's a small piece of paperwork that can be worth hundreds of dollars: the condition report. You get it in the middle of moving day, when you're surrounded by boxes and just want to find the kettle. It's tempting to sign it without a second look.
Don't. That report is the official record of what the property looked like when you moved in, and it's evidence that may matter when you try to get your bond back. A few hours of careful checking now can save you a lot of arguing later.
This is general information based on Consumer Affairs Victoria guidance, not legal advice. Rules can change, so check the official site and, if you're unsure, contact Consumer Affairs Victoria or Tenants Victoria.
What is a condition report?
It's a document that records the general condition of the rental property at the start of the agreement. In Victoria, it must be created using the official template published by Consumer Affairs Victoria, which applies to properties rented out from 29 March 2021. A completed report helps describe the property's state if there's a later disagreement about who's responsible for damage or cleaning.
Who does what, and when
The key rules from Consumer Affairs Victoria:
Who | What | When |
|---|---|---|
Rental provider or agent | Complete and sign the report, and give you two copies or one electronic copy | Before you move in |
You | Check the property, add your own notes, sign and return a copy | Within 5 business days of moving in |
Both | Keep a copy | Until the end of the rental agreement |
Rental provider or agent | Complete the exit section of the report | Within 10 days of the agreement ending |
Business days don't include weekends or public holidays, so the real calendar time can be longer. Tenants Victoria counts the five business days from the move-in date listed in your agreement.
What if you weren't given a report?
It happens. If you didn't get a condition report before moving in, you can fill in the template yourself, available from Consumer Affairs Victoria. Complete it, sign it, and give a copy to the rental provider or agent within five business days of moving in. Keep proof that you sent it, such as an email or a receipt.
How to complete it properly
1. Don't rush. Set aside a couple of hours, ideally before your furniture goes in, so you can see everything clearly.
2. Go room by room. The form lists areas such as walls, floors, windows, fixtures and appliances. Check each one against what you see.
3. Add comments. If you disagree with something, or something is missing, write it down. The more specific your comments, the easier it is to explain the property's original condition later.
4. Take photos. Use dated photos or short videos for every issue, and for each room as a whole. The official form includes a place for photos. Back them up off your phone.
5. Sign and return it. Send a copy within five business days, and keep one for yourself. If you think there are substantial differences between the rental provider's statements and your own, you can also send your photos.
The move-in checklist, room by room
Use this as a guide while you inspect. Add anything that matters at your property.
Entry and general
Front door, locks and keys — do they all work, and how many were you given?
Doorbell and letterbox.
Walls and ceilings — marks, cracks, holes or mould.
Floors and carpets — stains, scratches or worn patches.
Light fittings, power points and switches.
Windows and window locks, blinds and curtains, flyscreens.
Smoke alarms and anything else safety-related.
Kitchen
Oven, stovetop, rangehood and any dishwasher: do they work, and are they clean?
Benchtops, cupboards, drawers and handles.
Sink, taps and drainage.
Fridge, if provided.
Splashback and tiles.
Bathroom and laundry
Shower, bath, tiles and grout — mould, cracks or leaks.
Taps, toilet and cistern.
Exhaust fan.
Mirror and storage.
Laundry tub and taps.
Bedrooms and living areas
Wardrobes and doors.
Carpet or floorboards.
Heating and cooling: Victorian rental minimum standards require a fixed heater in good working order in the main living area, so check yours.
Window coverings.
Outside
Garden and lawn condition.
Fences, gates and sheds.
Letterbox and bins.
Balcony, decking and clotheslines.
Meters and keys
Take photos of the electricity, gas and water meter readings on the day you move in.
Record how many keys, remotes and access fobs you receive.
Keep the photos with your condition report and other rental documents.
Tips that make your report stronger
Be specific. "Scratch about 10 centimetres long on the bedroom door, lower left" is better than "door damaged."
Photograph everything, even minor marks. It's easier to document existing issues at move-in than to prove them later.
Include close-ups and wide shots. A close-up shows the damage, and a wide shot shows where it is.
Note cleanliness. If the oven, carpets or bathroom weren't clean, say so.
Report safety hazards. Tell the rental provider or agent about any defect that could be a safety threat.
Keep proof. Save the email or receipt showing you returned the report on time.
Keep everything together. Store your lease, bond receipt, condition report and photos in one folder.
Why it matters when you move out
At the end of the tenancy, the rental provider can only claim bond money for valid reasons, and fair wear and tear isn't one of them. Your entry condition report and photos help show what was already there when you arrived, so you don't pay for old damage.
Your entry report is particularly useful when comparing the property's condition at the beginning and end of your tenancy. You can also read our guide to getting your rental bond back for more information about the bond claim process.
Common mistakes
Signing without checking. Once it's signed, it can be harder to demonstrate that something was already damaged.
Missing the deadline. You have five business days, so put it in your calendar.
Vague notes. "Fine" or "OK" doesn't help if something later turns out to be broken.
Skipping photos. Words alone may be less persuasive than dated photos.
Forgetting to keep a copy. Don't rely on the agent keeping the only record.
Not asking questions. If something is unclear, ask the agent and keep the reply in writing.
Quick answers
How long do I have to return my condition report in Victoria?
Within five business days of moving in, excluding weekends and public holidays.
What if my landlord didn't give me one?
You can complete the Consumer Affairs Victoria template yourself and give it to the rental provider or agent within five business days.
Do I need to take photos?
They're strongly recommended, and the official form has space for them.
Who completes the exit report?
The rental provider or agent, within 10 days of the agreement ending.
Does the same rule apply to rooming houses?
Rooming houses have different rules. Check the guidance from Tenants Victoria or Consumer Affairs Victoria for your specific situation.
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