What a condition report is
A condition report is a way for a landlord to record the physical condition and state of repair of a property when tenants move in and out.
This must be done and is required with every tenancy agreement.
The condition report includes:
- all the fixed parts of a property
- the condition of walls, ceilings and floors in each room
- any fixtures, fittings and furniture which belong to the landlord and come as part of the tenancy
The landlord must complete a condition report within 7 days of the tenant agreeing to live in the property.
If a condition report isn't given after 7 days, the report is taken as accepted to the extent that it's completed.
If a condition report isn't completed at all, the landlord could be fined up to £10,000.
Information to include in a condition report
You can use a template that has space for all the necessary information you need to include.
You can add extra sheets if necessary. However, you must make sure it's signed and dated by both the landlord and the tenant.
Condition report template
Creating your own condition report
You can create your own condition report as long as it includes:
- name and address of the landlord or, if there is one, the managing agent
- names of the tenants
- address of the property to which the condition report relates
- date on which the tenant is entitled to take possession of the property
- date on which the condition report is recorded
- description of the condition of the walls, ceilings and floors in each room
- any fixtures, fittings and furniture included in the tenancy agreement
How to complete the report
At the beginning of a tenancy or before, the landlord must:
- complete a condition report within 7 days of the tenant agreeing to live in the property
- provide 2 copies to the tenant within 7 days of completing the report
The tenant must then:
- review the condition report
- accept what the landlord has written within 7 days by signing the report and returning a copy to the landlord
At the end of the tenancy, the landlord and tenant may agree that the property has been returned in either the same or better condition as it was let. The landlord should confirm this to the tenant in writing.
If the property has been returned in any other condition, you should complete a condition report in the same way as at the beginning of the tenancy.
Use of photographs
Photographs and any other type of visual images can help support comments made on a condition report, but should not replace the report.
Any photographs should be signed and dated by the landlord and tenant.
If you don't agree with comments
The tenant can mark anything they don't agree with by marking their initials next to the comments and returning a copy of the report to the landlord.
The landlord can choose to accept the objections, initial what they agree with and return it to the tenant.
If the landlord or tenant doesn’t agree with a statement in the report, or this disagreement is subject to action through the court or an adjudicator. You must provide evidence against the report or the modifications.
Updating an existing condition report
There may be times when you may want to update your existing report or complete a new one. For example, when work has been done to improve the condition of the property.
You can record these changes with a new condition report or by adding to the original. However, it must be signed and dated by both the landlord and tenant.
Completing a report when renewing or varying your tenancy
If you're renewing or varying your tenancy, you can choose to complete a new condition report.
If not, the report completed at the beginning of your tenancy will have effect.