Condition Report South Australia Rental: Regulation 4 Inspection Sheets

If your rental bond claim fails at SACAT, the most likely reason is a weak or missing condition report. Under Regulation 4 of the Residential Tenancies Regulations 2025, every South Australian landlord must complete a prescribed Inspection Sheet at the start of the tenancy — and the document becomes the single most important piece of evidence when the bond is disputed at the end.

The Move-In Procedure

The process follows a mandatory sequence:

1. Inspect and complete — walk through the property and fill in the prescribed Inspection Sheet, recording the condition of every fixture, surface, fitting, and appliance. Sign and date it.
2. Provide one signed copy to each tenant — when they commence occupation.
3. Tenant review — the tenant can note any discrepancies or pre-existing defects on the sheet. Regulation 4 sets no return deadline; ask for the completed sheet promptly and make sure both parties keep a copy.
4. Keep the completed record — the jointly completed document is your baseline for end-of-tenancy claims.

If the tenant does not return their copy, your original record serves as the baseline. But an unreturned report does not automatically prove the property was in perfect condition — if the tenant later produces photographic evidence contradicting your sheet, SACAT will consider it.

Photographic Evidence Beyond the Sheet

The Inspection Sheet provides the legal framework, but photographs carry the weight. Recommended supporting evidence includes:

• High-resolution, time-stamped photos of every room, appliance, and outdoor area taken before the tenant moves in
• Professional cleaning receipts (if you had the property cleaned before handover)
• Final utility meter readings at the start of the tenancy

Privacy note: under Regulation 21, photos or videos capturing a tenant's personal belongings cannot be produced during specified entries unless the tenant receives at least 7 days' written notice and gives written consent.

The Exit Inspection

At the end of the tenancy, you perform the same walkthrough using the original Inspection Sheet, recording the current condition against the move-in baseline. An initial sheet showing clean, undamaged conditions contrasted with an exit sheet documenting specific unrepaired damage is exactly the evidence CBS and SACAT need to process a bond claim.

The Penalty for Skipping It

Failing to complete and provide signed inspection sheets at the start of the tenancy is a regulatory offence carrying a $5,000 maximum fine under Regulation 4. More practically, without the document, you have no formal baseline to support a damage claim — and SACAT routinely dismisses claims where the landlord cannot produce a completed condition report.

The SA Rental Bond Guide includes a Condition Report Evidence Index that structures the photo catalogue, interim maintenance records, and exit inspection comparison so your documentation holds up under scrutiny.

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