Victoria Rental Condition Report and Minimum Standards: What Landlords Must Document

The Condition Report Is Not a Compliance Document

Victorian landlords often treat the condition report as their proof of minimum standards compliance. It isn't. The condition report is a statutory tenancy document that records the physical state of the property at move-in and move-out — primarily for bond dispute purposes. It describes what's there and what condition it's in, but it does not by itself certify that the property meets the 15 minimum standard categories under Schedule 4 of the Residential Tenancies Regulations 2021.

Since 13 October 2026, Sections 65C through 65F of the Residential Tenancies Act 1997 require landlords to retain documentary proof that the property met all minimum standards before it was advertised and before the tenant moved in. A condition report that says "kitchen — good condition" does not satisfy Section 65F. You need evidence that the kitchen had a functional sink with hot and cold water, a stovetop with at least two working burners, and a functional oven if one was supplied.

What the Condition Report Must Include

Before the tenant moves in, the rental provider or agent must sign the condition report and give the tenant two copies. The tenant should check the report, add comments for anything inaccurate, sign and return one copy within 5 business days of moving in, and keep the other.

The report documents room-by-room conditions: walls, floors, ceilings, fixtures, fittings, appliances, windows, doors, and outdoor areas. Photographs or video attached to the report strengthen your position in any future bond dispute.

Where Condition Reports and Minimum Standards Overlap

While the condition report is not compliance evidence on its own, it becomes part of your compliance documentation when it's detailed enough. A well-prepared report can serve double duty if you approach it strategically:

• Standard 1 (Deadlocks): Photograph every external door lock mechanism and note whether it functions — key operation from outside, keyless exit from inside
• Standard 7 (Structural soundness): Note and photograph any wall cracks, ceiling stains, window seal gaps, or roof damage
• Standard 8 (Mould and damp): Document the absence of structural mould in every room — if you've had remediation done, reference the specialist report date
• Standard 10 (Window coverings): Note and photograph curtains or blinds in every bedroom and living area
• Standard 12 (Window latches): Confirm every openable external window has a functioning latch

For standards that require trade certification — electrical safety (Standard 9), gas safety checks, smoke alarms — the condition report cannot substitute for the licensed trade reports. You need the separate Electrical Safety Check Report, COES, and Gas Safety Check Report regardless of how detailed your condition report is.

Building Your Compliance File

Think of your documentation as two parallel streams:

Stream 1 — Tenancy documents (for bond disputes and tenancy administration):

• Signed condition report with photographs
• Rental agreement (Form 1 or Form 2)
• Mandatory Disclosure Statement
• Renter Information Statement

Stream 2 — Compliance evidence (for CAV inspection demands under Section 65F):

• 15-standard audit record with pass/fail notes and trade references
• Electrical Safety Check Report + Certificate of Electrical Safety (COES)
• Gas Safety Check Report (if the property has gas appliances, fixtures, or fittings)
• Pool barrier Form 23 certificate (if applicable)
• Dated photographs of each standard at the time of advertising
• Trade invoices for any rectification work completed before listing

Both streams must be retained: tenancy documents for the life of the tenancy plus any dispute period, and compliance evidence for a minimum of 7 years under Section 65F.

A Condition Report Template Is Not Enough

Generic downloadable condition report templates — the kind you find on Etsy for $5 — record physical property state. They don't guide you through the 15 minimum standards or the 17-point mandatory disclosure under Section 30A. Using a template that covers condition without covering compliance leaves a gap that costs up to 60 penalty units ($12,546 for individuals in 2026–27) per offence if Consumer Affairs Victoria requests your records and finds them incomplete.

The Victoria Rental Minimum Standards Compliance Guide includes a dedicated 15-category audit worksheet, a pre-agreement disclosure checklist, and a defect rectification log — designed to work alongside your condition report so both documentation streams are covered from day one.

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