Commercial lease condition report app for entry and exit
A commercial lease condition report fixes the state of a tenancy on the day the tenant takes possession, so that at the end of the lease nobody has to argue about whether the carpet was already stained or the ceiling tiles already sagging. The agent or landlord’s representative works room by room, element by element, and photographs everything. At exit the same tenancy is inspected again, and the value of the report depends entirely on how easily the two can be compared.
Built for commercial agents running teams of roughly 3–50 inspectors.
Sample Lease condition report
An illustrative excerpt. The site, readings and findings are fictional; the layout is yours to set.
Lease condition report
Tenancy 3.02 — Boardroom
- Premises
- Level 3, Fictional Chambers, 15 Example Lane
- Inspection
- Lease commencement
- Date
- 1 September 2026
| Element | Condition at entry | Rating |
|---|---|---|
| Carpet tiles | Clean; two tiles lifted at the door threshold | Rating: Fair |
| Ceiling tiles | Water stain on one tile above the east window | Rating: Fair |
| Glazed partition and door | No damage; door closer operating | Rating: Good |
| Light fittings | 1 of 8 LED panels not operating | Rating: Defect |
Fields captured on site
Your firm builds the form in-app, so these are a starting point rather than a fixed schema. Every field is captured on the device, with or without signal, and lands in the lease condition report where your template puts it.
Per room or area
- Room name
- Floor finish and condition
- Wall finish and condition
- Ceiling condition
- Doors and hardware
- Lighting and power
- Photos
Services
- Air-conditioning operating
- Kitchenette appliances
- Keys and access cards issued
At exit
- Condition now
- Change since entry
- Fair wear and tear or damage
How the lease condition report gets built
Capture it once, offline
Your firm builds the commercial entry exit condition form in-app — 25 field types, nesting repeatable groups, compound AND/OR visibility rules, reusable modules and calculated fields. Field capture works with no signal: jobs, forms, photos, notes and audio all queue in an idempotent outbox that only clears once the server confirms receipt.
Link it to your buildings, levels and tenancies
Enter buildings, levels and tenancies once, as a register. Every one of your elements, defects and cost lines then points at a stored row rather than a name somebody typed — and the links survive a disconnected device.
Render your own template
The lease condition report renders into the Word template you already use — your letterhead, your section order, your clause library — with conditionals, loops over repeats, composable sub-templates and photo grids.
Reviewed before it leaves
You write the review framework: a checklist of what a lease condition report must contain, plus the prose standards you would mark a junior against. Link it to a report template and it runs every time that template renders. Each finding comes back graded info, minor or major, quoting the sentence at fault, and a person accepts or dismisses every one.
Because the structured submission behind the report is held too, the review is a comparison rather than a proofread: The narrative calls the roof "fair"; the element register grades it C with a twelve-month cost line against it.
Checks a commercial property framework usually carries
- Every graded defect carries a cost band and a priority
- The make-good schedule and the narrative describe the same condition
- Access and DDA non-compliances cite the clause they fail
- Every photo referenced in the text exists and is captioned
Questions
- Can the exit report compare against the entry report automatically?
- Rooms are stored as rows on the tenancy, so the exit inspection can be built against the same rooms and the report can set entry and exit condition side by side.
- How many photos can we attach per room?
- Photo fields accept multiple images with comments, and your Word template can lay them out as a photo grid under each room.
- Can the tenant sign the report in the app?
- No. There is no signature capture today, so if your process needs the tenant’s signature on the document it has to happen outside SurveyThanks.
What this is not
Worth knowing before you book a demo, so neither of us wastes the half hour.
- Not field-service dispatch. No timesheets, no parts, no inventory. Scheduling exists to get an inspector to a site.
- No signature capture. If your deliverable has to carry a signed sign-off on the artefact itself, this is not the tool yet.
- Field capture is what works offline — jobs, forms, photos, notes and audio. Reports, chat, scheduling and the inbox need a connection.
- No client portal. Reports go out as a file or a password-protected link.
Other commercial property work we cover
- Fit-out compliance inspectionsFit-out compliance report
- Indoor air quality assessmentsIAQ report
- Legionella risk assessmentsLegionella risk report
- Lift registration inspectionsLift inspection report
- NABERS energy auditsEnergy rating evidence pack
- Replacement cost assessmentsInsurance valuation report
- Roof condition surveysRoof survey report
- Signage condition auditsSignage register
Other disciplines
Rebuild your lease condition report in SurveyThanks
Bring the Word template you already send clients. If you are coming off another field-forms tool, a filled report can be uploaded, read field by field, and re-rendered into your template.