Legally,
condition reports need to be written and include the minimum content defined by
the law in each state. You can use videos and photos as well (we’ll get to that
in a second) but you can’t just use them on their own without something written
down and signed. The written reports will have a list of items like flooring,
walls and ceiling etc separated by room with categories next to each one like
"clean” or "undamaged” with a "yes” or a "no” put alongside it and room for
comments too.
I prefer to
type up the report on a spreadsheet as it allows me to use the same report
(with minor adjustments) from one tenancy to another. It’s just important to
have the required minimum information as per the Residential Tenancy Act on the
report. When you're filling them out keeping things simple is best. Just a
"yes” in each column then only some comments where necessary. The more comments
you make on the report the more you leave yourself open for argument. If you
have to put a ‘no’ in any column that’s when it’s important to make a detailed
comment as to what specifically is damaged, dirty or not working. For example,
if you say the range hood is damaged (‘no’ in the undamaged column), it just
might be a button that’s missing - so comment on it. Fan speed button is
missing but still able to adjust speed. (By the way – you should make sure the
property is sparkling clean before you do the report and fix up some things
that need attention. If you can’t fix it before the report, make a note of what
will be fixed and the date - be specific. That way the tenants will need to
leave the property in the same condition when they move out (given fair wear
and tear). So, for example if the range hood was ‘clean’ when the tenant moved
in, the filters on the range hood should not be greasy when they move out.
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Jason Gwerder
Friday, 20 September 2024
