A good entry condition report does not say only that a room is “fair”. It identifies the exact mark, defect, missing item or cleaning issue, then connects that description to dated photographs. That detail can matter months later if the starting condition is disputed.
In this guide 9 sections
Quick answer: check every line of Form 1a against the property, mark each disagreement, add factual detail, attach extra pages if needed, sign it and return it within seven days after the later of moving in or receiving the report. Keep proof of what you returned and when.
General information only: This guide covers ordinary Queensland general tenancies. Moveable dwellings and rooming accommodation use different forms. It is not legal or tenancy advice. Check the current RTA form and obtain advice for your circumstances.
The legal timetable for Form 1a
Section 65 of the Residential Tenancies and Rooming Accommodation Act 2008 requires the lessor or agent to prepare and sign the approved condition report and give it to the tenant on or before the day the tenant occupies the premises.
| Step | Who acts | Deadline |
|---|---|---|
| Prepare, sign and give Form 1a | Property manager or owner | On or before the day the tenant occupies the property |
| Check, mark disagreements, sign and return it | Tenant | Within 7 days after the later of occupation or receiving the report |
| Return a copy of the completed report | Property manager or owner | Within 14 days after the tenant returns it |
| Keep the relevant report | Property manager or owner | Until at least 1 year after the last related agreement ends |
The RTA currently lists Form 1a as version 19, dated 30 September 2024. Download the latest version from the RTA rather than relying on an old saved copy.
Use a room-by-room method, not one rushed walk-through
- Start with wide context. Photograph each room from the doorway so later close-ups can be placed in context.
- Check every surface and inclusion. Look at floors, walls, ceilings, windows, doors, locks, blinds, lights, fans, cupboards, benches, plumbing fixtures and supplied appliances.
- Test ordinary functions safely. Note whether windows open, latches work, taps run, toilets flush, exhaust fans operate and supplied appliances power on. Do not dismantle or test anything unsafe.
- Write what you can observe. Record location, size, colour, extent and function. Avoid guessing the cause.
- Link the words to the image. Use matching numbers in the report and filenames, such as “Kitchen-03, swollen cabinet base below sink”.
- Recheck keys and inclusions. Count keys and remotes, and record missing manuals, shelves, trays or fixtures.
Useful wording: “Bedroom 2, south wall: two grey scuff marks approximately 8 cm long beside the power point, shown in photo B2-04.” This is more useful than “wall damaged”.
What makes photos and video useful evidence?
The RTA says photographs and video can support the written report. They work best when they show both context and detail, are retained in their original form and can be matched to a dated condition note.
- Take a wide image of each room before close-ups.
- Use clear light and avoid filters or heavy editing.
- Capture existing chips, stains, scratches, damp, mould, pests, missing items and poor cleaning.
- Record appliance model or serial details where they are visible and relevant.
- Keep original files with their metadata, plus a backed-up copy.
- Email or upload the completed report and attachments in a way that creates a delivery record.
- Save the sent message, attachment list and acknowledgement together.
A photo does not prove every fact by itself. A close-up without room context may be hard to locate, and a video without narration or a matching written note may be difficult to search later. Use the report as the index to the evidence.
Practical tool: the seven-day condition report sprint
| When | Task | Output to keep |
|---|---|---|
| Move-in day | Save the original Form 1a, record when it arrived, photograph every room before unpacking fully | Original form, wide room photos, delivery date |
| Days 1 to 2 | Test ordinary fixtures and inclusions, record defects and missing items | Room notes and close-up images |
| Days 3 to 4 | Check areas hidden by doors, curtains, appliances and storage | Second-pass notes |
| Day 5 | Match each disagreement to a photo or video reference | Numbered evidence index |
| Day 6 | Review every page, add extra pages, sign and copy the complete pack | Final signed copy |
| By the legal deadline | Return the report with an attachment list and request acknowledgement | Proof of delivery and sent attachments |
The schedule is practical guidance, not a different legal deadline. If less than seven days remain because you started late, complete and return the report as soon as possible.
If the report is missing, late or already inaccurate
If the agent provides Form 1a after occupation, section 65 applies the tenant's seven-day period from receipt. Keep evidence of when it arrived. Complete it promptly and state clearly that it was received after occupation.
If no report has arrived, ask for the current Form 1a in writing and record the condition immediately. Do not wait to photograph a defect that may change. The RTA form page is the safest place to obtain the current approved form, but get tenancy advice if the statutory process has not been followed.
If you discover a serious problem after returning the report, notify the property manager or owner immediately in writing. Explain when and how you discovered it, include supporting evidence and request that the new material be kept with the entry report. This does not automatically amend an already returned form, but it creates a contemporaneous record.
What happens at renewal and at the end of the tenancy?
Unless a new entry condition report is prepared for a renewal agreement, section 65 provides that the original report is treated as the report for the renewal. Keep your copy throughout the tenancy and beyond any renewal.
At the end, use the current Exit condition report, Form 14a, and compare the property with the entry evidence. The entry report is not a promise of a full bond refund. It helps separate pre-existing condition from later damage, cleaning issues and fair wear and tear.
If a bond claim is disputed, your evidence pack may support RTA conciliation or QCAT. See the TenantTools guides to claiming a Queensland rental bond refund and responding to a bond dispute.
Six mistakes that weaken move-in evidence
- Writing only “fair” or “used”. Describe the actual condition and location.
- Photographing only the defect. Include a wider image showing where it is.
- Relying on a cloud link that may expire. Keep local originals and a backup.
- Changing the original files. Preserve metadata and make edited copies separately if needed.
- Returning only selected pages. Keep and send the complete signed report, including attachments.
- Missing the seven-day deadline while waiting for a perfect pack. Return the best complete report you can within time and keep delivery evidence.
Frequently asked questions
How long does a Queensland tenant have to return Form 1a?
A tenant must return the signed and completed entry condition report within seven days after the later of occupying the premises or receiving the report. If the report was provided before occupation, count from occupation.
What if the agent gives the entry condition report late?
The seven-day period applies from receiving the report if it was not provided before occupation. Record when it was received, complete it promptly and return it with evidence of delivery.
Do photos replace the entry condition report?
No. Photos and video can support what is written on Form 1a, but they do not replace the completed and returned report.
Should a tenant sign Form 1a if they disagree with it?
Mark the parts you disagree with, add clear factual comments, sign the report and return it within the required time. Add extra pages if there is not enough room.
How long must the agent keep the entry condition report?
The Act requires the lessor or agent to keep the relevant copy until at least one year after the last tenancy agreement to which the report relates ends.
Does a condition report guarantee a full bond refund?
No. It is evidence of the starting condition. A bond outcome can also depend on the exit condition, fair wear and tear, cleaning, damage, rent and other lawful claims.
The bottom line
Form 1a is most valuable when it is specific, timely and connected to organised evidence. Walk through every room, mark every disagreement, return the complete report within seven days and keep the exact pack you sent.
Planning ahead for the end of the tenancy?
Use the Queensland bond cleaning checklistGeneral information only: This article is not legal, property inspection or tenancy advice. Forms and procedures can change. Check the current RTA form and the Act, and obtain advice for your circumstances. Last reviewed 7 September 2026.