Purpose
This procedure contains the instructions for compiling condition reports.

Procedure
Condition Report 
•	Confirm the property is completely vacant.
•	Items needed to complete your Condition Report:
o	All pages of a blank report, if using hard copy report, take 2 copies in case you make a mistake (it is carbonised) 
o	Remember to place a piece of cardboard between the pages when writing
o	PDA, if using computerised reports, with previous report 
o	Camera
o	All keys to the property
o	2 pens
o	Note pad
o	Folder.

General Information Required
•	Complete general tenancy details on the Condition Report
o	Address of rented premises
o	Tenant's name/s
o	Agreement commencement date
o	Details of any work that the Landlord has promised to undertake, but will not be completed prior to the commencement of the Tenancy
o	Agent's signature
o	Date Report completed.
•	Ensure the required information is completed on each page of the Report.

Completing The Condition Report
•	The report must be completed at the property (not at the office).
•	Walk through the property to familiarise yourself with the floor plan.
•	Check keys have been provided to fit ALL locks for the premises.
•	Label the usage of the keys (if applicable).
•	Comments - general information about the item:
o	Colour/condition of paint on walls
o	Number of hooks
o	Describe any damage, such as size, location & colour
o	Brand names and model numbers of any appliances
o	Type of floor covering and colour
o	Type of light shade
o	Type and colour of window coverings
o	Gas or electric cook top
o	Location of Hot Water Service
o	Gas or electric How Water Service, include brand & model number
o	Cracks in glass or mirrors
o	Location & type of parking (especially apartments)
o	Location & type of laundry facility (if share, is the machine provided? Coin operated or own electricity?)
o	Location of store room
o	Is the item common property?
•	Take photos, especially for properties with gardens, ensure the correct digital date appears on the photo.
•	Remove any "how to use" appliance manuals. 
•	If there is insufficient space in the report an additional page may be annexed to the report.
•	Appliance "how to use" manuals are photocopied (unless copies are already held by the      	  Agency/Landlord). The Tenant is to be issued their copy with their Tenancy Agreement.

Tenant Issued The Condition Report
•	Tenant is required to sign the original copy of the Condition Report to say that they have received the duplicated copies, as is required under the Residential Tenancies Act.
•	Agent is to retain this copy on Property File in office for their records.  
•	At commencement of the Agreement, the Tenant is provided with: 
o	2nd and 3rd carbonised copies of the report. 
o	Appliance "How to use" manuals (copies)
•	Explain to the Tenant that this documentation must be completed, signed and returned    	  within 3 days. 
•	The Agency retains either the negatives or digital copies of the photos, copy of the 	  	inventory, manuals. These documents are filled in the property file (soft or hard copy)
•	Place the Agent's copy of the Condition Report in the “Unreturned Condition Reports” file. "Unreturned Condition Reports" ready for follow up
•	If using PDA's (no hard copy), use your electronic task pad to follow up returned Condition Report 7 days after the commencement date of the tenancy 

Tenants Copy Returned Within 3 Days
•	Upon return of the Tenant's copy of the Condition Report, review any discrepancies    	 	  noted.
•	Major discrepancies are discussed with the Tenant; this may involve a property     	 	 inspection with the Tenant to resolve.
•	Resolve discrepancies as early as possible to avoid unpleasant relationships during a   	  	  Tenancy and problems at the end of the Tenancy.
•	If work is required, discuss solutions with the Landlord.
•	Remove the original copy of the Condition Report from the "Unreturned Condition     	 	Reports" file; attach it, along with the Tenant's completed copy to the Tenancy 	Agreement in the file.
•	If using a PDA, mark task on electronic task pad as complete and file the Report, 

Unreturned Condition Reports
•	Once a week, check the "Unreturned Condition Reports" file for any reports that have        	  not be returned and the Agreement commenced more than 3 days previous 
•	If using a PDA, a reminder will come up on your task pad.
•	Follow up the completion and return of the report with the Tenant.
•	File documentation.