WA Form 1 Condition Report Guide for Rental Landlords

This guide is for WA residential tenancy Form 1 property condition reports. It does not cover building condition surveys, pre-purchase inspections, or commercial dilapidation reports.

If you’re a self-managing landlord in Western Australia, you know how painful property condition reports are. Walking through every room, describing every wall, every floor, every fitting, trying to write descriptions accurate enough to hold up in a bond dispute. It takes hours.

Under the Residential Tenancies Act 1987, every WA landlord must complete a Form 1 Property Condition Report before a new tenant moves in and again when they move out. Getting it right matters. This guide explains what the Form 1 requires, when you need one, and how Landlord Wise uses AI to write the descriptions for you.

If you’re setting up a new tenancy, read this alongside our WA lease agreement guide and WA rental bond guide. For the broader tenancy law framework behind the paperwork, see our WA residential tenancies act guide.

What Is a Form 1 Property Condition Report?

The Form 1 is the official property condition report prescribed under Section 27C of the Residential Tenancies Act 1987. It records the condition of a rental property at a specific point in time — typically when a tenant moves in (entry report) or moves out (exit report).

The form requires landlords to assess each room item by item, marking whether it is clean, undamaged, and working. Written comments describing the condition must also be included. The completed report is a legal document that can be used as evidence in disputes about the security bond, particularly regarding damage to the property.

When Do You Need a Form 1?

There are two situations where a property condition report is legally required in WA.

An ingoing (entry) report must be completed when a new tenant moves in. Two signed copies must be provided to the tenant within 7 days of the tenant entering into occupation, and the tenant must return one signed copy within 7 days of receiving it. This is the most critical report — it establishes the baseline against which the property’s condition will be compared at the end of the tenancy.

An outgoing (exit) report must be completed within 14 days of the tenancy ending (Section 27C(4)). The tenant must be given a reasonable opportunity to be present at the final inspection (Section 27C(5)). Under Section 27C(4A), a landlord can also satisfy this obligation by conducting the inspection before termination under Section 46(6B), provided a report is prepared and a copy provided to the tenant. If the tenancy ended due to non-payment of rent, see the WA eviction notice guide for the Form 21 and Form 1A process.

While not a legal requirement under Section 27C, many landlords also use the Form 1 format during routine inspections to maintain a consistent record of the property’s condition throughout the tenancy. A maximum of four routine inspections per year are permitted, with 7–14 days written notice required before each inspection.

Why the Entry Report Is the Most Important

Every new tenancy legally requires a fresh entry report — you cannot carry one over from a previous tenant. The entry report establishes the documented baseline that protects your bond at the end of the tenancy. Without an accurate, detailed entry report, it becomes very difficult to demonstrate tenant-caused damage at Magistrates Court. This is why getting it right from day one matters more than any other document in the tenancy.

What WA Law Requires for Property Condition Reports

The property condition report obligations are set out in Section 27C of the Residential Tenancies Act 1987. Here is exactly what the law requires at each stage of a tenancy.

Before the tenant moves in (Section 27C(1)): The landlord or property manager must, within 7 days after the tenant enters into occupation, prepare a report describing the condition of the premises and provide two copies to the tenant. Failing to do this carries a penalty of a fine.

Tenant’s response window (Section 27C(2)): The tenant has 7 days after receiving the report to mark up a copy showing anything they disagree with and return it to the landlord. This is why accuracy matters — a tenant who receives a vague or incomplete report has every reason to mark it up and dispute your descriptions.

Deemed acceptance (Section 27C(3)): If the tenant does not return the marked-up copy within 7 days, they are taken to accept the report as a true and accurate description of the property’s condition. This is a powerful legal protection for landlords — but only if the report was accurate and detailed in the first place. A sloppy report that gets “deemed accepted” still won’t help you in court if the descriptions don’t match reality.

Final report after tenancy ends (Section 27C(4)): The landlord must conduct a final inspection and prepare a final report as soon as practicable, and within 14 days of the tenancy ending. A copy must be provided to the tenant.

Tenant’s right to attend (Section 27C(5)): The tenant must be given a reasonable opportunity to be present at the final inspection. The Landlord’s Guide recommends a joint inspection where both parties walk through the property together, comparing each item against the original entry report. This is good practice — it avoids surprises and makes bond negotiations smoother.

Must be completed regardless of bond (Form 1 Important Notes): A property condition report must be filled out whether or not a security bond is paid. Some landlords skip the report when there is no bond — this is a breach of the Act.

Photo and Recording Requirements

The Form 1 includes an explicit note on photos and recordings: photographs and video recordings are recommended, but they are not a substitute for accurate written descriptions. This is stated directly on the official form.

In practice, this means you need both. Photos provide visual evidence that supports your written descriptions, but the written description is what the court relies on. A photo of a carpet stain without a written description noting “dark brown stain approximately 15cm diameter near bedroom door, not present at commencement of tenancy” is significantly weaker evidence than the two combined.

The Form 1 recommends that all photographs or video recordings be signed and dated by all parties. This creates a clear chain of evidence linking the photos to the report.

Landlord Wise generates both automatically. The AI analyses your photos and writes detailed condition descriptions, then the completed PDF includes a photo appendix with every image organised by room and item — descriptions and photos together in one legally structured document.

What Does the Form 1 Cover?

The official Form 1 includes item-level checklists for every area of the property. Each room type has specific items that must be assessed individually:

Entry/hallway — front door, screen door, walls/picture hooks, windows/screens, ceiling, light fittings, blinds/curtains, power points, floorcoverings.

Lounge and dining rooms — doors/doorway frames, walls/picture hooks, windows/screens, ceiling, light fittings, blinds/curtains, power points, floorcoverings.

Kitchen — all standard room items plus cupboards/drawers, bench tops/tiling, sink/taps, stove top/hot plates, oven/griller, exhaust fan/range hood.

Bedrooms — doors/doorway frames, walls/picture hooks, windows/screens, ceiling, light fittings, blinds/curtains, power points, floorcoverings.

Bathrooms — doors/doorway frames, walls/tiles, windows/screens, ceiling, light fittings, power points, floorcoverings, bath/taps, shower/screen/taps, wash basin/taps, mirror/cabinet/vanity, towel rails, toilet/cistern/seat, toilet roll holder, heating/exhaust fan/vent.

Laundry — doors/doorway frames, walls/tiles, windows/screens, ceiling, light fittings, power points, floorcoverings, washing machine taps, exhaust fan/vent, washing tub.

Security/safety — smoke alarms, electrical safety switch, keys/other opening devices.

General/outdoors — garden, lawn/edges, letter box/street number, water tanks/septic tanks, garbage bins, paving/driveways, clothesline, garage/carport/storeroom, garden shed, hot water system, gutters/downpipes.

For each item, the landlord marks whether it is clean, undamaged, and working by placing Y (yes) or N (no) in the appropriate column, and adds written comments where necessary.

The Form 1 also includes fields for approximate dates when work was last done on the property — specifically external painting, internal painting, floor coverings laid, and floor coverings professionally cleaned. These fields help establish the age and expected condition of surfaces, which is relevant when determining fair wear and tear at the end of the tenancy.

The Problem with Completing the Form 1 by Hand

A typical three-bedroom property has over 80 individual items to assess across all rooms. For each one, you need to inspect the item, mark the condition checkboxes, and write an accurate description — all while walking through the property with a clipboard or phone.

Most landlords either rush through the descriptions, risking inadequate documentation if there’s a dispute later, or put off the report entirely. No more handwriting. No more clipboards. No more trying to describe carpet conditions at 10 o’clock at night.

How to Complete a Form 1 Using Landlord Wise

Landlord Wise automates the most time-consuming part — writing the condition descriptions. Here’s how it works.

Create a new report. Select your property, choose the report type (entry, routine, or exit), and you’re in. Landlord Wise automatically creates the room structure with every item pre-populated based on the official Form 1. You can add or remove items to match your specific property.

Assess items and attach photos. Walk through the property room by room, item by item. Each room displays the exact checklist from the official Form 1 — walls, doors, windows, floor coverings, fixtures, the lot. Mark each item as clean, undamaged, and working. On your phone, snap photos straight from the camera. On desktop, drag and drop or upload from your gallery. If you spot an issue, flag it and add a quick note — the AI will use your notes when writing the description.

Generate AI descriptions. Tap Generate AI Descriptions. The AI analyses each photo and writes a professional condition description in real time. It identifies specific materials, notes the condition of every fixture and fitting, and flags anything that needs attention. What would normally take hours of writing is done while you grab a coffee.

Review and edit. You can review and edit every AI-generated description directly in the app. The AI does the heavy lifting, but you always have the final say before the report is signed.

Sign and send. Tap Sign and Send. Landlord Wise generates your complete Form 1 Property Condition Report as a professional PDF. It includes the full legal preamble required under the Residential Tenancies Act, item-by-item condition assessments for every room with the clean/undamaged/working columns filled in, your AI-written descriptions in the comments column, and a photo appendix with every photo organised by room and item. Your name is pre-filled — just tap Sign and the PDF regenerates with your signature applied. Then hit Send to Tenant to email the signed report directly. Under WA law, the tenant has seven days to review and return their signed copy.

If the tenancy continues and the rent changes later, see our WA rent increase guide. Where the tenancy ends because of a notice or early departure, pair this page with our WA eviction notice guide and WA break lease guide.

Common Mistakes Landlords Make with Condition Reports

Delivering the report late. The law gives you 7 days from when the tenant moves in. Miss this deadline and you have technically breached Section 27C(1). More practically, a late report is weaker evidence in a bond dispute because the tenant can argue the damage occurred before they moved in but after the report was prepared.

Writing vague descriptions. “Good condition” or “OK” tells a court nothing. If the carpet had a small stain near the door at the start of the tenancy, the description should say that. At the end of the tenancy, you need the original description to prove the large stain near the window is new. Specific, detailed descriptions are your evidence — vague ones are not.

Relying on photos alone. Many landlords take photos and skip the written descriptions, assuming the photos speak for themselves. They do not. The Form 1 explicitly states that photographs are not a substitute for written descriptions. A court will look at the written report first. Photos support the written record — they do not replace it.

Not doing a final (exit) report. Some landlords inspect informally when the tenant leaves but never prepare a formal exit report. Under Section 27C(4), you must prepare a final report within 14 days of the tenancy ending. Without it, you have no documented comparison point for a bond claim.

Not giving the tenant a chance to attend the final inspection. Section 27C(5) requires that the tenant be given a reasonable opportunity to be present. If you inspect without notifying the tenant, the report’s weight in a dispute can be challenged.

Forgetting external areas. The Form 1 includes garden, lawn, letterbox, paving, driveways, clothesline, garage, shed, hot water system, and gutters. Many landlords focus on the interior and rush through or skip the outdoor items entirely. Damage to fences, gardens, and external fixtures is one of the most common bond disputes — and one of the easiest to lose if the entry report didn’t document the original condition.

Skipping the report when no bond is paid. The Form 1 explicitly states that a property condition report must be completed whether or not a security bond is paid. Some landlords assume no bond means no report. This is incorrect — it is a legal requirement regardless.

Using an outdated version of the form. The official Form 1 has been updated over time. If you downloaded a blank form years ago, check that you are using the current version from Consumer Protection WA. Landlord Wise uses the latest recorded prescribed format in the app.

What About Fair Wear and Tear?

Under the Act, a tenant is not responsible for fair wear and tear — defined as anything that occurs through ordinary use. But in practice, the line between fair wear and tear and tenant-caused damage is one of the most common disputes in WA tenancies. The Landlord’s Guide provides specific examples to help distinguish between the two:

Fair wear and tear (landlord’s responsibility): carpet wear in corridors or frequently used areas; a lock that broke because it was old and worn out; paint flaking because it is old or was not applied properly; curtains faded from years of sunlight exposure; mould or mildew caused by inadequate ventilation that the property’s design does not allow (such as no openable windows or exhaust fans).

Neglectful or wilful damage (tenant’s responsibility): stains or burns on carpet from things dropped or placed on it; a lock broken because the tenant forgot their key; curtains torn by a pet; mould or mildew that formed because the tenant did not adequately air the property when ventilation was available.

The condition report is the document that makes these distinctions provable. A detailed entry report showing “carpet in good condition, no stains, light wear consistent with age” compared against an exit report showing “large dark stain approximately 30cm diameter near dining table” gives you a clear, evidence-based claim. Without that baseline, the tenant can argue the stain was already there.

If the damage can be reasonably repaired, only the repair costs may be charged — not full replacement. Where replacement is necessary (such as severely damaged carpet), the landlord must account for depreciation. You cannot charge “new for old.”

The Landlord’s Guide recommends compiling a detailed statement listing all charges against the bond, supported by receipts and the property condition reports. Keeping both the entry and exit reports together with photos and repair invoices creates a complete evidence package for any bond dispute.

How the Condition Report Protects You in a Bond Dispute

The property condition report is the single most important piece of evidence in any bond dispute at Magistrates Court. Here is how the process works in practice.

At the start of the tenancy, you prepare the entry report documenting the condition of every item in the property. At the end, you prepare the exit report. The court compares the two reports item by item to determine whether any damage occurred during the tenancy and whether it exceeds fair wear and tear.

The quality of your descriptions directly determines the strength of your claim. A report that says “walls — good condition” for every room gives the court nothing to compare against. A report that says “walls — cream paint, good condition, small scuff mark (approx 5cm) near light switch on eastern wall” gives the court a precise baseline.

If the parties cannot agree on bond deductions, either party can apply to the Magistrates Court. The court will look at the entry report, the exit report, any photographs, repair invoices, and other evidence. In practice, the landlord will generally need to demonstrate that the damage was caused by the tenant and goes beyond fair wear and tear.

This is why AI-generated descriptions from Landlord Wise are particularly useful. The AI identifies specific materials, notes the exact condition of fixtures and fittings, and describes any existing damage in precise, professional language. These descriptions hold up under scrutiny because they are specific and consistent — exactly what a court needs to make a determination.

Once your condition report is completed and sent, your tenancy documentation is in order. For a full overview of bond lodgement, maximum amounts, and the dispute process, see the WA rental bond guide. If you haven’t yet generated your Form 1AA residential tenancy agreement, that guide walks through the full process. If your tenant has stopped paying rent, the WA eviction notice guide covers the Form 21 and Form 1A process.

Related guides for WA landlords

If you are building out the full landlord workflow for this state, these guides connect this page to the rest of the tenancy process.

Same-state guides

• WA lease agreement guide
• WA rental bond guide
• WA eviction notice guide
• WA break lease guide
• WA residential tenancies act guide

Compare condition report guides in other states

• NSW condition report guide
• QLD condition report guide
• VIC condition report guide

Frequently Asked Questions About the Form 1 in WA

Do I need to complete a Form 1 Property Condition Report in WA?

Yes. Under the Residential Tenancies Act 1987 (Section 27C), every WA landlord must complete a Form 1 Property Condition Report before a new tenant moves in and within 14 days of the tenancy ending. This applies whether or not a security bond is paid.

When must the Form 1 be provided to the tenant?

Two signed copies must be provided to the tenant within 7 days of the tenant entering into occupation (Section 27C(1)). The tenant must then return one signed copy to the landlord within 7 days of receiving it (Section 27C(2)). If the tenant does not return the report within seven days, they are taken to accept it as a true and accurate description of the property’s condition (Section 27C(3)).

Can I use photos instead of written descriptions on a Form 1?

No. The Form 1 itself explicitly states that photographs and video recordings are not a substitute for accurate written descriptions. Photos are recommended as supporting evidence, but the written condition descriptions are mandatory. Landlord Wise generates both — AI-written descriptions plus an organised photo appendix in the same PDF.

What is the difference between an entry and exit condition report?

An entry (ingoing) report records the property’s condition before a new tenant moves in. An exit (outgoing) report records the condition after the tenant moves out. The exit report is compared directly against the entry report to determine whether the tenant caused any damage beyond fair wear and tear.

How many routine inspections can I do per year in WA?

A maximum of four routine inspections per year are permitted under the Residential Tenancies Act 1987. The landlord must provide the tenant with 7 to 14 days written notice before each routine inspection.

What happens if I don’t complete a Form 1?

Failing to comply with Section 27C carries a penalty of a fine. Beyond the legal consequences, not completing a Form 1 significantly weakens your position in any bond dispute. Without a documented baseline of the property’s condition at the start of the tenancy, it becomes very difficult to demonstrate tenant-caused damage at Magistrates Court.

What if the tenant disagrees with the condition report?

The tenant has 7 days to mark up a copy of the report showing anything they disagree with and return it to the landlord. If there are disagreements, the Landlord’s Guide recommends meeting at the property to view the items jointly and try to resolve the differences. If the disagreement cannot be resolved and a dispute arises at the end of the tenancy, a court may look at the tenant’s marked-up copy alongside other evidence.

Can the tenant refuse to sign or return the Form 1?

A tenant is not penalised for failing to sign or return the report. However, Section 27C(2) uses mandatory language — the tenant “must” mark up and return a copy if they disagree. If they do not return a marked-up copy within 7 days, they are deemed under Section 27C(3) to have accepted the report as accurate. This is a strong default position for the landlord — provided the report was genuinely accurate and detailed in the first place.

Does the tenant have a right to attend the final inspection?

Yes. Under Section 27C(5), the tenant must be given a reasonable opportunity to be present at the final inspection. The Landlord’s Guide recommends a joint inspection where both parties walk through together, comparing each item against the original entry report and arranging for the return of keys and access devices.

Can I carry over a condition report from a previous tenant?

No. Every new tenancy requires a fresh entry report. The report must describe the condition of the property at the time the new tenant moves in, not at some earlier point. Reusing a previous report is not legally valid and will not protect you in a dispute.

Can I use AI-generated descriptions on a Form 1?

Yes. The law requires accurate written descriptions of the property’s condition — it does not prescribe how those descriptions must be written. AI-generated descriptions that accurately describe the condition of each item satisfy the legal requirement. Landlord Wise’s AI analyses your photos and writes professional descriptions identifying specific materials, conditions, and any issues. You review and approve every description before the report is finalised.

Where can I download the official Form 1?

The official Form 1 Property Condition Report is available free from Consumer Protection WA. Landlord Wise generates the report in the prescribed format automatically, so you do not need to download or fill in the blank form manually.

Watch the Full Walkthrough

The video above walks through the entire process — from creating a new report to signing and sending the completed PDF to your tenant.