property condition report template wa pdf

Residential Tenancy Premises Inspection Protocol

Document Control

• Document ID: TR-WA-PCR-001
• Version: 2.1.0
• Effective Date: [__________]
• Review Cycle: Annual

1. Purpose & Scope

This procedure establishes the standard for conducting and documenting the condition of residential premises in Western Australia. It ensures compliance with the Residential Tenancies Act 1987 (WA) by providing a systematic method for recording the state of repair and cleanliness of a property at the commencement and conclusion of a tenancy.

2. Prerequisites

• Mobile device or tablet with PDF annotation capability.
• High-resolution camera (minimum 12MP).
• Access to the original Entry Condition Report (for exit inspections).
• Measuring tape and moisture meter (optional but recommended).
• Personal Protective Equipment (PPE) as required by site conditions.

3. Roles & Responsibilities (RACI)

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

4. Step-by-Step Procedure

Phase 1: Pre-Inspection Preparation

• Verify the current address: [__________]
• Retrieve the previous inspection file for comparison.
• Ensure all digital devices are fully charged and storage space is cleared.
• Notify [Full Legal Name] of the inspection time and date.

Phase 2: On-Site Execution

• Enter property and proceed room-by-room (starting at the front entry).
• For each room, record the status of:
  • Walls, ceilings, and flooring.
  • Windows, curtains, and locks.
  • Light fixtures, power points, and switches.
• Test all plumbing fixtures (taps, shower pressure, drainage).
• Verify functionality of appliances (oven, stove, rangehood).
• Capture date-stamped photographs of all damage or existing wear.

Phase 3: Documentation and Finalization

• Input all notes into the standardized PDF format.
• Attach all high-resolution imagery to the relevant sections.
• Review the document against the [Company Name] quality checklist.
• Export as a non-editable PDF.
• Send to [Full Legal Name] for signature within the statutory timeframe.

5. Quality Assurance, Pro-Tips, and Pitfalls

• Quality Assurance: All reports must be cross-referenced with the original ingoing report. Discrepancies must be flagged for immediate review.
• Pro-Tip: Use a "wide to narrow" photography technique: one photo of the whole room, followed by close-ups of specific defects.
• Common Pitfall: Failing to test smoke alarms or RCDs. Always document the test result status, not just the presence of the device.

6. FAQs

Q: How many copies of the report are required? A: Under WA law, two copies must be given to the tenant at the start of the tenancy; one signed copy must be returned to the lessor/agent within 7 days.

Q: What if the tenant disagrees with my assessment? A: The tenant has the right to mark their own comments on the report. If a dispute arises, retain all photographic evidence as the primary source of truth for potential bond claims.