ACT Rental Condition Report and Property Inspection Checklist for Landlords

The Condition Report Is Not Optional

Every ACT residential tenancy must start with a condition report. Under the Standard Residential Tenancy Terms (Schedule 1 of the Residential Tenancies Act 1997), the landlord provides the condition report to the tenant before or at the time of signing the tenancy agreement. The tenant completes and returns it, and both parties keep a copy. It documents the baseline state of the property — walls, floors, fixtures, appliances, outdoor areas — room by room.

This isn't just good practice. The condition report is your primary evidence if there's a bond dispute at ACAT. Without one, you'll struggle to prove any damage occurred during the tenancy.

The Prescribed Form and the New Electronic Rules

The ACT Government publishes a prescribed condition report form. Landlords must use this form or one that covers the same content — you can't substitute a casual email or a set of photos.

Since 12 October 2025, condition reports can be provided and returned electronically, provided the tenant consents and the electronic format allows editing and comments. That means a fillable PDF or an editable online form works. A locked image file or a read-only PDF doesn't — the tenant must be able to annotate their own observations.

Practical approach: send the condition report as a fillable PDF or editable document, let the tenant walk through and add notes, then both parties save the completed version. Print a copy for your records if you prefer paper, but the electronic version is legally valid.

What the Condition Report Should Cover

The prescribed form covers every room and area of the property. For each, you're documenting:

• Walls, ceiling, and floor condition (marks, damage, wear)
• Windows and window coverings (operation, locks, blinds/curtains condition)
• Doors and door furniture (handles, locks, hinges)
• Light fittings and switches
• Power points
• Built-in fixtures (wardrobes, shelving, towel rails)
• Appliances (oven, cooktop, rangehood, dishwasher)
• Plumbing fixtures (taps, sinks, shower, toilet)
• Outdoor areas (fencing, garden, paving, clothesline)
• Keys and remote controls provided

Photograph everything. The form captures descriptions, but timestamped photos settle disputes faster than words. Most smartphones embed date and location metadata automatically.

Inspection Caps During the Tenancy

Once the tenant moves in, your access rights are strictly capped under the Standard Terms:

Routine inspections: Maximum two per year. You must give at least 7 days' written notice. Inspections must occur between 8:00 am and 6:00 pm, Monday to Saturday, excluding public holidays (unless the tenant agrees otherwise).

Additional inspections: One within the first month of a new tenancy, and one during the final month. These also require at least one week's written notice.

Maintenance and repairs: At least 24 hours' written notice to enter for necessary repairs.

Emergency entry: No advance notice required if there's an immediate risk of injury or property destruction.

That's it. You cannot conduct random drop-ins, and unlawful entry is a breach of the tenancy agreement. If you're self-managing, calendar these inspection windows at the start of the tenancy so you don't lose track.

Turning Inspections Into a Compliance Check

A routine inspection isn't just about checking for tenant damage. It's your opportunity to verify ongoing compliance with the property standards you're legally required to maintain:

• Smoke alarms tested and within their 10-year lifespan
• Heating system operational (especially before winter)
• Hot water system functioning
• Locks and security hardware intact
• No visible signs of water ingress or structural issues
• Ventilation systems (exhaust fans, rangehoods) working
• Gas appliances showing no signs of malfunction

Document what you find. If you identify a maintenance issue during an inspection, note it, schedule the repair, and keep the trade invoice. Under Section 19C of the Act, all records relating to minimum housing standards must be retained for at least 12 months after the tenancy ends.

Record Retention: 12 Months After Tenancy

The 12-month retention rule applies to condition reports, inspection records, trade invoices, insulation certificates, electrical safety reports, and any other compliance documentation. Failure to keep these records is an offence under the Act.

If a former tenant lodges an ACAT application within that window — claiming the property was non-compliant or disputing a bond deduction — your records are your evidence. Missing records can leave you unable to substantiate your account, and may lead to adverse evidentiary inferences.

The ACT Rental Minimum Standards Compliance Guide includes a 12-Month Record Retention Register and a Pre-Tenancy Documentation Checklist designed to keep every document — condition report, inspection notes, trade certificates — in one auditable file per tenancy.

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