Entry condition report app for property managers
The entry condition report is the document every bond dispute is decided on, months or years later. It has to describe every room, fixture and fitting at the start of the tenancy, with enough photographs that nobody can argue about whether the scratch on the benchtop was already there. Each state prescribes its own form and deadline. SurveyThanks captures it room by room on a phone or iPad and lays it out in the format your state and your agency use.
Built for property managers running teams of roughly 3–50 inspectors.
Sample Entry condition report
An illustrative excerpt. The site, readings and findings are fictional; the layout is yours to set.
Entry condition report
Entry condition report — Unit 4, 18 Placeholder Street
- Tenancy start
- 1 June 2026
- Inspected by
- Property manager (fictional)
- Photos taken
- 146
| Room / item | Condition | Clean · Undamaged · Working |
|---|---|---|
| Kitchen — benchtop | Two fine scratches left of the sink | Clean · Undamaged · Working: Y · N · Y |
| Kitchen — oven | Clean; all elements working | Clean · Undamaged · Working: Y · Y · Y |
| Bedroom 1 — carpet | Light wear at doorway | Clean · Undamaged · Working: Y · N · – |
| Bathroom — exhaust fan | Not operating | Clean · Undamaged · Working: Y · Y · N |
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 entry condition report where your template puts it.
Per room
- Room name
- Photos with comment
- Overall comment
Per item in the room
- Item (walls, floor, blinds, power points …)
- Clean (Y / N)
- Undamaged (Y / N)
- Working (Y / N)
- Condition note
Property
- Keys and remotes issued
- Smoke alarm check result
- Meter readings
- Pool / spa compliance noted (where applicable)
Standards the report works to
- Residential Tenancies and Rooming Accommodation Act 2008 (Qld)Entry condition report requirements
- Requires an entry condition report (RTA Form 1a) to be given to the tenant at the start of the tenancy.
- Residential Tenancies Act 2010 (NSW)Condition reports
- Requires a condition report completed by the landlord or agent before the tenant moves in.
- Residential Tenancies Act 1997 (Vic)Condition reports
- Requires the rental provider to give the renter a condition report before the renter moves in.
Load the standards you hold into your reference library and the drafted prose is written against them rather than against a general model.
How the entry condition report gets built
Capture it once, offline
Your firm builds the rental entry condition report 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 rooms and external areas
Enter rooms and external areas once, as a register. Every one of your defects, photos and timber pest findings then points at a stored row rather than a name somebody typed — and the links survive a disconnected device.
Render your own template
The entry 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 entry 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 summary says no major defects were found; the form carries a major structural defect on the rear wall.
Checks a residential property framework usually carries
- The standard’s required wording, limitations and exclusions are all present
- Every area is either reported on or listed as not accessed, with a reason
- Each defect in the summary appears in the body at the same severity
- Timber pest findings carry the risk statement the standard requires
Questions
- Can the tenant sign the report in the app?
- No — there is no signature capture. You send the report as a file or password-protected link, and the tenant returns their signed copy and any comments the way your state requires.
- Does it keep the photos tied to the right room?
- Yes. Photos are taken inside each room’s section, so they render under that room in the report, captioned with the inspector’s comment.
- Can the exit report compare against this one?
- The entry report is stored as structured data against the property, so the exit inspection can be built on the same room and item list and the comparison drafted from the two sets of answers.
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 residential property work we cover
- Blind cord safety auditsCord safety report
- Boundary tree dispute reportsArborist boundary report
- Building and pest inspectionsCombined building pest report
- Dividing fence condition reportsFence condition report
- Granny flat approval inspectionsSecondary dwelling report
- Meth residue testingContamination test report
- Mould inspectionsMould assessment report
- New-build handover inspectionsPCI defect report
Other disciplines
Rebuild your entry 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.