property condition report template wa

Residential Tenancy Premises Condition Report Protocol

Document Control

• Document ID: TR-WA-PCR-001
• Version: 1.0.0
• Effective Date: [Date]
• Review Cycle: Annual

1. Purpose & Scope

This Standard Operating Procedure (SOP) defines the systematic process for documenting the condition of a residential premises at the commencement and termination of a tenancy within Western Australia. This document ensures compliance with the Residential Tenancies Act 1987 (WA) by creating an evidentiary record of the property’s state.

2. Prerequisites

• Access to [Digital Property Management Platform] or physical report forms.
• High-resolution camera/smartphone with timestamp capability.
• Access keys for [Property Address].
• Cleaning/Maintenance checklist for the property.
• [Company Name] interior/exterior inspection schedule.

3. Roles & Responsibilities (RACI)

R = Responsible, A = Accountable, C = Consulted, I = Informed

4. Step-by-Step Procedure

Phase 1: Pre-Inspection Preparation

• Verify the date and time of the inspection with the [Tenant/Owner].
• Review the previous inspection report for [Property Address].
• Charge mobile devices and ensure storage space for high-resolution photos.
• Print or sync the current template to the mobile device.

Phase 2: On-Site Documentation

• Enter each room systematically: [Entry/Hallway, Kitchen, Living, Bedrooms, Bathrooms, Exterior].
• Record the condition of walls, ceilings, floors, windows, and doors for each area.
• Test all fixtures (taps, light switches, power points, smoke alarms).
• Capture photos of every room from multiple angles, including close-ups of existing damage.
• Note cleanliness levels: [Excellent/Good/Fair/Poor].

Phase 3: Reporting and Submission

• Populate the [Report Template Name] with findings from the site visit.
• Attach all date-stamped photographic evidence to the report.
• Submit the draft to [Tenant Name] within 7 days of the tenancy start date.
• Archive the signed copy in [Document Management System].

5. Quality Assurance, Pro-Tips, and Pitfalls

• Quality Assurance: Ensure every item on the template has a corresponding status (Clean, Damaged, Working). If an item is not applicable, mark as "N/A" rather than leaving it blank.
• Pro-Tip: Use a video walkthrough in addition to still photos to capture the "flow" of the property and prove the functionality of appliances.
• Common Pitfall: Failing to document minor scuffs or pre-existing carpet stains often leads to disputes over bond deductions. Be granular.

6. FAQs

Q: How many copies of the report must be provided? A: Under WA law, the lessor or property manager must provide two copies of the report to the tenant at the start of the tenancy. If using a digital platform, ensure the tenant has access to download the finalized version.

Q: What if the tenant disagrees with my assessment? A: The tenant has the right to note their disagreement on the report, sign it, and return it within 7 days. Any disputed items should be documented with additional photos and kept in the property file for future bond reconciliation.