Property Condition Report PDF: Create, Download, and Send Your Documentation
A properly formatted PDF condition report is more than just documentation — it is professional evidence that both parties can reference, store, and present in a dispute. This page explains exactly what a condition report PDF should contain, and how to create and send yours in minutes.
Start your free report ↓Why the PDF format matters for deposit disputes
A PDF is harder to alter than a Word document or an email. It captures a fixed layout with your name, the property address, and the inspection date embedded in the document. It is easy to email, cannot be accidentally reformatted, and can be printed for physical sign-off.
When submitting evidence to a deposit protection scheme's adjudication service, a clean, clearly structured PDF is far more persuasive than a collection of photos or notes scattered across several emails.
What your condition report PDF should include
Header information
- Report type — move-in, move-out, or inventory
- Tenant full name
- Landlord or property manager name
- Full property address (including flat or unit number)
- Exact inspection date
- Report generation date
Room-by-room condition section
- Each room listed by name
- Condition rating (excellent, good, fair, or poor)
- Written notes per room — specific observations, not just "good"
- Damage items — description and severity per room
Supporting sections (full pack)
- Photo evidence appendix — photos referenced by room
- Landlord email template — ready to send message
- Cleaning checklist — if applicable for move-out
- Signature section — tenant and landlord sign-off with date
Footer
- Legal disclaimer — confirms the report is for organisational purposes, not legal advice
- Page numbers
- Generation date and time
PDF tip: After downloading, immediately back up to cloud storage (Google Drive, Dropbox, iCloud). A PDF lost from your downloads folder is of no use in a dispute 12 months later.
How to send the PDF to your landlord
Email is the best delivery method — it provides a timestamped delivery record. Use a clear subject line: "[Property address] — Move-In Condition Report — [Date]"
Attach the PDF directly. If photos are also relevant, you can upload them to a shared Google Drive folder and include the link in the body of the email. Ask for written acknowledgement of receipt.
Free vs paid PDF: what is the difference?
The free PDF from this tool includes:
- Full header with property details
- Up to 1 room with condition notes and damage items
- "FREE PREVIEW" watermark across the document
- Disclaimer footer
The full Deposit Protection Pack PDF includes:
- Unlimited rooms
- No watermark
- Photo evidence appendix section
- Landlord email template
- Tenant and landlord signature section
Frequently asked questions
The PDF is generated as a fixed document. If you need to make changes, go back to the tool, update your report, and regenerate. Do not alter a PDF with external software after it has been sent to your landlord — this could undermine its credibility as evidence.
The PDF includes the generation date. The email you send it with also creates a timestamped record. Together, these establish when the report was created relative to the inspection date.
Yes. The report is formatted for A4 paper, standard in most countries. It is clean and easy to print for physical sign-off at the end of a joint walkthrough.
The photo evidence appendix section is part of the paid Deposit Protection Pack. In the free version, you can reference photos in your damage notes (e.g. "see photo: kitchen-sink-chip.jpg") and attach them separately to the email.