Rental Condition Report: How to Document Your Property's State
A rental condition report is a formal record of the property's state at a specific point in time. It protects both tenants and landlords by creating an agreed baseline. This guide explains what to include, how to structure it, and how to make it count.
Start your free report ↓What is a rental condition report?
A rental condition report (also called a property condition report or check-in report) documents the state of a rental property at a specific date — usually at move-in or move-out. It lists each room, describes the condition of walls, floors, fixtures, and appliances, notes any existing damage, and is ideally signed by both tenant and landlord.
It is the most important document in any tenancy for resolving deposit disputes fairly. Without it, any disagreement about the state of the property becomes the tenant's word against the landlord's.
What a good condition report must include
- Property address — full address including flat number
- Inspection date — exact date the inspection took place
- Tenant and landlord names
- Report type — move-in or move-out
- Each room listed separately — kitchen, bathroom, each bedroom, hallway, etc.
- Condition rating per room — excellent, good, fair, or poor
- Detailed notes per room — describe specific marks, wear, or issues
- Damage log — each item with description and severity
- Photos — referenced or attached as appendix
- Signature section — both parties sign to confirm agreement
- Date of signing
Tip: A condition report is only useful if it is specific. "Kitchen — good" is not enough. "Kitchen — good, small chip on left rear corner of countertop, extractor fan casing slightly yellowed" gives you something concrete to reference later.
How to write and share your condition report
Walk through the property room by room. For each room, note the overall condition, then list any specific issues. Take photos to support each note. Once complete, convert to PDF and email to your landlord on the same day.
Ask for written acknowledgement. If your landlord disputes any item, respond in writing before the agreed deadline. Do not let disputes go unaddressed — silence can be interpreted as agreement.
Move-in vs move-out condition reports
A move-in report establishes the baseline before your tenancy begins. A move-out report documents the state when you leave. When compared side by side, these two reports show clearly what changed during the tenancy — and who is responsible.
If you have both reports, a damage dispute becomes a factual comparison rather than a disagreement. Adjudicators and deposit protection schemes rely on this evidence to make fair decisions.
Frequently asked questions
In many jurisdictions it is recommended but not strictly required by law. However, without one, landlords may find it much harder to make deductions, and tenants may find it harder to dispute them. Check your local tenancy law for requirements in your area.
Send it by email anyway, noting that you asked for their signature and they declined. The email timestamp and the report itself are still evidence. Their refusal to engage does not invalidate your documentation.
Photos help but a written report with specific notes is more useful in a dispute. Photos can be ambiguous — "is that mark new or old?" A written report with a date and room-by-room descriptions makes the evidence harder to challenge.
Yes. Store the PDF and all photos in cloud storage for the duration of the tenancy plus at least 12 months after you leave. Deposit disputes can arise months after move-out in some jurisdictions.