What is a condition report?
A condition report is a way for a landlord to record the physical condition and state of repair of a property when a tenant moves in and when they move out.
From 31 October 2014, they will be compulsory with every tenancy agreement.
A condition report documents:
- 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
It’s compulsory for the landlord to complete a condition report within seven days of the tenant agreeing to live in the property.
If a condition report isn't given after seven 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 you need 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, but 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:
- the name and address of the landlord or, if there is one, the managing agent
- the name(s) of the tenant(s)
- the address of the property to which the condition report relates
- the date on which the tenant is entitled to take possession of the property
- the date on which the condition report is recorded
- a 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 a condition report
At or before the beginning of a tenancy, the landlord must:
- complete a condition report within seven days of the tenant agreeing to live in the property
- provide two copies to the tenant within seven days of completing the report
The tenant must then:
- review the condition report
- accept what the landlord has written within seven 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 on the condition report
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, eg when work has been done to improve the condition of the property.
You can record these changes either through a new condition report or by adding to the original, but it must be signed and dated by both the landlord and tenant.
Completing a condition report when renewing or varying your tenancy
If you are 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.
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