QLD Entry & Exit Condition Report Guide: Forms 1a & 14a

This guide is for QLD residential tenancy Entry condition reports (Form 1a) and Exit condition reports (Form 14a). It does not cover building condition surveys, pre-purchase inspections, commercial dilapidation reports, or condition reports under tenancy laws in other Australian states.

If you’re a self-managing landlord in Queensland, the condition report is one of the most important documents you will produce during a tenancy — and one of the easiest to get wrong. A thorough, properly completed condition report protects you when it comes time to claim against the bond. A vague, incomplete, or late report weakens your position and can cost you thousands of dollars in a bond dispute you should have won.

Queensland law requires two condition reports for every tenancy: an Entry Condition Report (Form 1a) at the start, and an Exit Condition Report (Form 14a) at the end. Each has specific legal deadlines, prescribed forms, and procedural steps that must be followed. Penalties apply for non-compliance, and failure to provide a proper entry condition report can undermine your ability to make any bond claim at all.

This guide covers the complete condition report process from start to finish — what the law requires, when each report must be completed, how to fill them in properly, what fair wear and tear means, how these reports are used in bond disputes, and how Landlord Wise helps generate clear written descriptions from your inspection photos.

QLD condition reports are available in Landlord Wise now. Self-managing landlords can register free, capture room-by-room photos, generate AI-assisted written descriptions, and keep the written report and supporting photo evidence together in one workflow.

If you’re setting up a new tenancy, read this alongside our QLD lease agreement guide and QLD rental bond guide. For the broader Queensland framework around tenancy compliance, see our QLD rental laws guide.

A Note on Terminology

Queensland legislation refers to landlords as “lessors” and uses the terms “entry condition report” and “exit condition report” rather than the generic “property condition report” used in some other states. Throughout this guide, we use plain English — “landlord” instead of “lessor” — but reference the legislative terms where they matter for your paperwork. When you’re filling in forms or dealing with QCAT, the legislative terminology is what counts.

The Entry Condition Report (Form 1a)

The entry condition report is your baseline. It records the condition of the property and every inclusion — appliances, fixtures, fittings — at the start of the tenancy. At the end of the tenancy, the exit condition report will be compared against it to determine whether the tenant has left the property in an acceptable condition, fair wear and tear excepted. Without a thorough entry report, you have no benchmark to measure against.

Your Legal Obligation

Section 65 of the Residential Tenancies and Rooming Accommodation Act 2008 (the RTRA Act) sets out the landlord’s obligations. You must prepare the entry condition report in the approved form (Form 1a), sign it, and give a copy to the tenant on or before the day the tenant occupies the premises. The maximum penalty for failing to do this is 20 penalty units.

This is not a guideline — it is a statutory obligation with a penalty attached. If you hand the keys over on Saturday, the tenant must have a signed copy of the entry condition report by Saturday at the latest. Giving it to them the following week is a breach of Section 65(2).

What the Form Covers

Form 1a is an 8-page document that works through the property room by room. For each item, you mark whether it is clean, working, and undamaged, and add comments where needed. The form covers the entry/hallway, lounge room, family room, kitchen and meals area, dining room, bedrooms (up to four, plus ensuite), bathrooms, separate toilet, laundry, and general items including smoke alarms, security devices, electrical safety switches, hot water system, keys and locks, pool equipment, external areas, gardens, fencing, garage, paths, and driveway.

Each page must be initialled by both the landlord (or agent) and the tenant.

Water Meter Reading

Form 1a includes a section for recording the water meter reading at the start of the tenancy. This matters because tenants can only be charged for water consumption if the premises are individually metered (or water is delivered by vehicle), the tenancy agreement states the tenant must pay for water, and the premises are water efficient — meaning certain fixtures have a WELS rating of 3 stars or higher.

If you intend to charge for water, recording the meter reading on the entry condition report is essential. The RTA strongly advises recording the meter reading in both the entry and exit reports to prevent disputes.

The Tenant’s 7-Day Response Period

Once the tenant receives the entry condition report, they have 7 days to inspect the premises, mark any items they disagree with, sign the report, and return it to you. This 7-day period runs from the later of the day the tenant occupies the premises or the day the tenant receives the report (Section 65(3)–(4)).

If the tenant disagrees with your assessment of any item, they should mark the report accordingly. The form includes space for tenant comments alongside each item. If there isn’t enough room, additional comments can be recorded in the additional comments section on page 8 or on a separate attached page.

There is a penalty of up to 20 penalty units if the tenant fails to sign and return the report (Section 65(3)).

What If the Tenant Doesn’t Return the Report?

If the tenant doesn’t return the signed report within the 7-day period, you should still keep a copy of the report you prepared and gave to the tenant. Section 65(6) specifically requires you to keep either the signed copy returned by the tenant, or — if the tenant does not return a signed copy — another copy of the report. This copy must be retained for at least 1 year after the last tenancy agreement to which the condition report relates ends.

Finalising the Report

After the tenant returns their signed and marked copy to you, you must make a copy of the condition report and return it to the tenant within 14 days (Section 65(5)). This ensures both parties have a finalised version showing both sets of comments and any disagreements. The maximum penalty for failing to do this is 20 penalty units.

Renewals: No New Report Required

If the tenancy agreement is renewed with the same tenant — for example, a new fixed-term agreement or a rollover to periodic — you are not required to prepare a new entry condition report. Section 65(7) provides that if you complied with Section 65(2) for the original agreement, subsections (2) to (5) do not apply to a renewal agreement that continues the tenant’s right to occupy the same premises.

Unless a new condition report is prepared for the renewal, the original entry condition report is taken to be the condition report for the renewed agreement (Section 65(8)). This means the original report remains the baseline for any future bond dispute, even if the renewal runs for several more years.

This is worth knowing because it can work both ways. If the property’s condition has changed since the original report — for example, you have made upgrades or the tenant has caused damage that was repaired — you and the tenant can agree to prepare a new report. But neither party can unilaterally require one.

If the tenancy continues and the rent changes later, see our QLD rent increase guide.

Filling In the Entry Condition Report: Practical Guidance

The legal requirements tell you when and what form to use. The following guidance covers how to do it well — because a compliant report is not necessarily an effective one. A report that says “clean” and “undamaged” for every item will satisfy the statute, but it will be almost useless in a bond dispute if the tenant returns the property with a cracked benchtop and you can’t demonstrate what the benchtop looked like at the start.

Be Specific, Not Generic

For every item, ask yourself: if this item is damaged at the end of the tenancy, will my entry condition report comments be enough to prove it was undamaged at the start?

Instead of just marking an item as “undamaged,” note the actual condition. For example, instead of “undamaged” for kitchen bench tops, write “minor scratch near stove, otherwise undamaged.” Instead of “clean” for oven, write “clean, slight discolouration on bottom element — working condition.” These details are what win bond disputes. They show the item was inspected closely and the pre-existing condition was documented.

Take Photographs and Video

The Act requires the approved form. It does not prohibit supporting documentation. Form 1a includes a checkbox asking whether supporting documentation has been attached. You should always answer “Yes” and attach dated photographs of every room and every item of note.

Photographs are particularly important for items that are expensive to repair or replace — flooring, bench tops, bathroom fixtures, blinds, walls, and external areas. A photo of a clean oven taken on the day the tenant moves in is powerful evidence in a bond dispute 12 months later.

Video walkthroughs are also useful, especially for capturing the overall condition of each room. Ensure photographs and video are date-stamped.

Landlord Wise helps with the part most landlords put off: writing detailed comments for every item. Upload or take photos as you inspect, add any quick notes, then let the AI draft specific written descriptions that you can review, edit, and keep with the supporting photos.

Don’t Skip External Areas

The entry condition report covers external areas including balconies, awnings, gutters, paving, pergolas, garage, garden sheds, fencing, gates, gardens, external taps, clotheslines, solar panels, paths, and driveways. These are easy to overlook, especially if you’re focused on getting the interior documented. External areas are a common source of bond disputes — overgrown gardens, stained driveways, and damaged fencing can all lead to claims.

Record Smoke Alarms and Safety Devices

Form 1a includes entries for smoke alarms, security devices, and electrical safety switches. These are not just condition report items — they relate to your compliance obligations under the Act. Recording their presence and working condition at the start of the tenancy creates a dated record that may be relevant if there is ever a compliance dispute.

Pool Safety Certificate

If the property has a pool, Form 1a includes a line for recording whether there is a current pool safety certificate. This connects to your obligations under the Building Act 1975 and the pool safety standard. Note the certificate status on the entry condition report.

The Exit Condition Report (Form 14a)

The exit condition report records the condition of the property at the end of the tenancy. It is compared against the entry condition report to identify any changes in condition beyond fair wear and tear.

Who Prepares It

Unlike the entry report — which the landlord prepares — the tenant is responsible for preparing the exit condition report. Section 66(2) of the RTRA Act requires the tenant to prepare the report in the approved form (Form 14a), sign it, and give a copy to the landlord or agent as soon as practicable after the agreement ends.

The tenant must prepare the report on or before the day the agreement ends. In practice, the tenant typically completes the exit report on the day they vacate and hand back the keys.

Your 3-Business-Day Response

Once you receive the tenant’s signed exit condition report, you have 3 business days to sign the copy, mark any items you disagree with, and — if the tenant has provided a forwarding address — make a copy and return it to the tenant at that address (Section 66(3)).

This is a short window. If the tenant hands over the keys and their exit report on a Friday afternoon, your 3 business days start from the next business day (Monday), and you must have your response completed by Wednesday. You should plan to inspect the property promptly after receiving the keys — ideally the same day or the next business day.

Record Keeping

You must keep a copy of the condition report signed by both parties for at least 1 year after the agreement ends (Section 66(4)).

Conducting the Exit Inspection

The RTA recommends conducting the exit inspection with the tenant present and completing the report together. This is good practical advice for several reasons. If there are disagreements about the condition of an item, you can discuss them on the spot. If the tenant acknowledges damage, that acknowledgment is recorded then and there. If there is a genuine dispute, you can both note your positions on the form and attempt to resolve it before it escalates to a bond dispute.

If the tenant is not available for a joint inspection — which is common, especially when they have already moved interstate or are under time pressure — you still complete your response within the 3-business-day window using the form they provided. Photograph everything thoroughly during your inspection.

Water Meter Reading

Form 14a includes a field for the water meter reading at the end of the tenancy. If the tenant was being charged for water consumption, this reading — compared to the entry reading on Form 1a — determines the final water bill. Record it accurately.

Fair Wear and Tear

The tenant’s obligation is to leave the property in a condition that is, as far as possible, the same as recorded in the entry condition report, fair wear and tear excepted. This phrase — “fair wear and tear” — appears throughout Queensland tenancy law and is one of the most common sources of dispute between landlords and tenants.

What It Means

The Regulation 2025 provides examples of fair wear and tear: wear that happens during normal use, and changes that happen with ageing. These are deliberately broad because what constitutes fair wear and tear depends on the circumstances — the age of the item, the length of the tenancy, the number of occupants, and how the item would reasonably be expected to deteriorate under normal use.

Carpet in a high-traffic hallway will show wear over a 3-year tenancy. Paint on walls will fade. Grout in bathrooms will discolour. Seals on oven doors will degrade. These are normal consequences of someone living in the property and are not the tenant’s responsibility.

What It Doesn’t Cover

Fair wear and tear does not include damage caused by negligence, misuse, or deliberate action. A stain on carpet from a spilled drink that was not cleaned up is not fair wear and tear. A hole in a wall is not fair wear and tear. Burns on a bench top are not fair wear and tear. A garden that has died because the tenant stopped watering it is not fair wear and tear — it is a failure to maintain the premises.

The line between the two is not always obvious, and this is precisely where a detailed entry condition report with photographs becomes critical. If you recorded “carpet in good condition, no stains” with a supporting photograph at the start of the tenancy, and the carpet has a large stain at the end, you have strong evidence that the stain is tenant damage rather than fair wear and tear.

This is where AI-assisted descriptions are useful. Landlord Wise can analyse your room and item photos, identify visible materials and condition details, and suggest written comments in consistent language. Photos still support the written report; they do not replace it.

Domestic Violence Exception

The Regulation 2025 (Schedule 1, clause 41(2)) includes a specific provision: the tenant’s obligation to return the premises in the same condition does not apply to the extent that it would require the tenant to repair, or compensate the landlord for, damage caused by an act of domestic violence experienced by the tenant.

How Condition Reports Affect Bond Disputes

The entry and exit condition reports are the primary evidence in bond disputes. When a tenancy ends and the landlord claims part or all of the bond for damage, cleaning, or other costs, the RTA and — if it escalates — QCAT will look at three things: what the entry report said, what the exit report said, and whether the difference exceeds fair wear and tear.

The Evidence Requirement for Bond Claims

From 30 September 2024, when a landlord claims or disputes a bond refund, they must provide supporting evidence to the tenant within 14 days of making the claim or dispute. Failing to provide this evidence is an offence under the Act. The condition reports — both entry and exit — are the foundation of that evidence. Photographs, quotes for repairs, and invoices build on top of them.

If you did not prepare a proper entry condition report, or if the report is so generic that it doesn’t meaningfully describe the condition of any item, your position in a bond dispute is significantly weaker. You will be asking the RTA or QCAT to accept your claim that an item was in better condition at the start of the tenancy than it is now, without documentary evidence to support that claim. The tenant can simply say the item was already in that condition when they moved in, and you will have no report to contradict them.

The Dispute Process

If the landlord and tenant disagree on the bond refund, either party can lodge a Refund of Rental Bond (Form 4) with the RTA. The RTA will release any undisputed amount and send a Notice of Claim to the other party, who has 14 days to dispute. If disputed, the RTA’s free dispute resolution service will attempt to mediate. If mediation fails, either party can apply to QCAT.

At every stage of this process, condition reports are the primary documentary evidence. A well-documented entry report with photographs, combined with a thorough exit inspection, puts you in a strong position. A vague entry report with no photographs puts you in a weak one — regardless of whether your claim is legitimate.

Where the tenancy ends because of a notice or early departure, pair this with our QLD eviction notice guide and QLD break lease guide.

Common Mistakes Landlords Make

Not Preparing the Entry Report on Time

The entry condition report must be given to the tenant on or before the day they move in. Not “within the first week” — on or before the day they occupy the premises. If you hand over the keys on Saturday and plan to do the condition report on Monday, you have already breached Section 65(2).

If the report is not given to the tenant within the required timeframe, the form itself notes that the tenant should obtain, complete, and sign their own report and submit it to the landlord. This puts you on the back foot from day one — you have lost control of the baseline document.

Being Too Vague

Marking every item as “clean, working, undamaged” without any comments is technically compliant but practically worthless. When you need to claim against the bond 12 months later, a report that says “undamaged” for the kitchen bench tells you nothing about what the bench actually looked like. A report that says “minor chip on front edge near dishwasher, otherwise undamaged” gives you a clear benchmark.

Not Taking Photographs

The condition report form has a checkbox for supporting documentation. If your answer is “No” and there is a dispute, you are relying entirely on written descriptions. Photographs are the most powerful supporting evidence in bond disputes. Take them, date-stamp them, and keep them with the report.

Forgetting the Water Meter

If the tenant is being charged for water, the water meter reading must be recorded on both the entry and exit reports. Forgetting to record the entry reading makes it very difficult to calculate the tenant’s water consumption and can lead to disputes about the final water bill.

Missing the 14-Day Finalisation Deadline

After the tenant returns their signed and marked entry report, you have 14 days to return a finalised copy to them. This is a separate obligation from giving them the initial report, and it carries its own penalty of up to 20 penalty units. Set a reminder — 14 days goes quickly, especially when you have just started a new tenancy and are managing other tasks.

Missing the 3-Business-Day Exit Response

At the end of the tenancy, once the tenant gives you their exit report, you have only 3 business days to inspect, mark your disagreements, sign, and return your response. This is a much tighter deadline than the 14 days for the entry report. If you are managing the property yourself and the tenant vacates at an inconvenient time, you still need to inspect and respond within 3 business days.

Not Keeping Records

You must keep the condition reports for at least 1 year after the agreement ends. This is a legal requirement under both Section 65(6) and Section 66(4). If you dispose of the reports and a dispute arises within that year, you will have no evidence.

Frequently Asked Questions About Condition Reports in QLD

What form do I use for the entry condition report? The approved form is the Entry Condition Report – General Tenancies (Form 1a). It is available from the RTA website. You must use this form — a generic template or a report from another state does not satisfy the requirement for the “approved form” under Section 65(2)(a).

What form do I use for the exit condition report? The approved form is the Exit Condition Report – General Tenancies (Form 14a), also available from the RTA website.

When must I give the entry condition report to the tenant? On or before the day the tenant occupies the premises under the tenancy agreement. Not after — on or before.

How long does the tenant have to return the entry condition report? The tenant has 7 days from the later of occupying the premises or receiving the report to sign it, mark any disagreements, and return it to you.

Do I need a new entry condition report when renewing a lease with the same tenant? No. If you complied with Section 65(2) for the original agreement, a renewal with the same tenant does not require a new entry report. The original report carries forward as the baseline unless both parties agree to prepare a new one.

Who prepares the exit condition report? The tenant. Under Section 66(2), the tenant must prepare the exit report in the approved form (Form 14a), sign it, and give a copy to the landlord as soon as practicable after the agreement ends.

How long do I have to respond to the exit condition report? 3 business days from receiving the tenant’s signed exit report. You must sign it, mark any disagreements, and return a copy to the tenant at their forwarding address if provided.

What happens if I disagree with the tenant’s exit condition report? Mark the items you disagree with on the form and note your comments. If you cannot resolve the disagreement directly with the tenant, it will be addressed through the bond dispute process — either through RTA dispute resolution or QCAT.

What is fair wear and tear? Fair wear and tear is wear that happens during normal use of the property and changes that happen with ageing. It is not damage caused by negligence, misuse, or deliberate action. The distinction is assessed on a case-by-case basis, considering factors like the age of the item, the length of the tenancy, and how the item would reasonably be expected to deteriorate under normal use.

Can I claim against the bond without a condition report? Technically, you can lodge a bond claim. Practically, your claim will be significantly weaker without a proper entry condition report to establish the baseline condition. The entry and exit reports are the primary evidence in any bond dispute.

Can I use AI-generated descriptions on a QLD condition report? Yes. QLD requires the approved condition report forms and accurate written comments where needed; it does not require every description to be handwritten from scratch. Landlord Wise uses AI to draft descriptions from your inspection photos, and you review the wording before relying on it.

How long must I keep condition reports? At least 1 year after the last tenancy agreement to which the report relates ends. This applies to both the entry and exit reports.

Do I send condition reports to the RTA? No. Condition reports are exchanged directly between the landlord and tenant. Do not send them to the RTA. Keep copies for your own records.

What is the penalty for not providing an entry condition report? Up to 20 penalty units for each obligation you breach under Section 65. There are separate penalties for failing to prepare the report, failing to give it to the tenant on time, failing to return the finalised report within 14 days, and failing to keep a copy for at least 1 year.

Summary

Condition reports are the documentary foundation of your tenancy. The entry condition report (Form 1a) establishes what the property looked like at the start. The exit condition report (Form 14a) records what it looks like at the end. The comparison between the two — allowing for fair wear and tear — determines whether you have grounds to claim against the bond.

The process has specific deadlines at every stage: the entry report must be given to the tenant on or before the day they move in, the tenant has 7 days to return it, you have 14 days to finalise it, the tenant must prepare the exit report on or before the day the agreement ends and give it to you as soon as practicable after the agreement ends, and you have 3 business days to respond. Each entry report obligation under Section 65 carries a penalty of up to 20 penalty units for non-compliance. The exit report obligations under Section 66, while legally required, do not carry the same statutory penalties — but failing to comply with them will weaken your position in any bond dispute.

For self-managing landlords, the most important practical advice is straightforward: be thorough, be specific, take photographs, and meet your deadlines. A detailed condition report with photographic evidence is your strongest asset in a bond dispute. A vague one is your greatest liability.

Related guides for QLD landlords

If you’re connecting condition reports to the rest of the Queensland tenancy workflow, these are the most relevant next reads.

Same-state guides

• QLD lease agreement guide
• QLD rental bond guide
• QLD eviction notice guide
• QLD break lease guide
• QLD rental laws guide

Compare condition report guides in other states

• WA property condition report guide
• NSW condition report guide
• VIC condition report guide