Who should sign the report

Typically the inspector and the occupant or property representative sign the report. If the inspector is a third party, include their company and license number if applicable to strengthen attribution.

Can the report be signed electronically

Yes. Electronic signatures are enforceable under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, provided intent, consent, attribution, and reliable record retention are established.

Is notarization required

Not generally required for routine move-in/move-out reports, but some transactions or jurisdictions may require notarization or witness signatures for highest evidentiary weight; check local rules.

How long should I keep signed reports

Retain reports for the life of the lease or ownership plus at least three years; follow industry-specific rules such as HIPAA six-year retention for health-related records.

What if the occupant refuses to sign

Note the refusal in the report, collect photos and inspector signature, and send a dated copy to the occupant by email or certified mail to create a documented record of delivery.

How to correct errors after signing

Prepare an addendum or corrected report with the new date and signatures from all parties, and retain both original and corrected versions with a clear explanation of the change.

Electronic Signature
Templates
Real estate
Property Condition Report

Property Condition Report

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

PROPERTY CONDITION REPORT

This Property Condition Report documents the physical condition of the premises at the time of inspection. Completion of this report is for record and reference in connection with the Lease and does not modify any Lease terms unless expressly agreed in writing. Report parties must review and initial or sign to acknowledge accuracy.

Inspection and Property Identification

Property Address Parcel / APN Number Legal Description Inspection Type

Move-In Move-Out Routine / Other

Inspection Date Inspector Name / Company

Parties

Landlord / Property Manager Name Landlord Contact Information Tenant Name(s) Tenant Contact Information

Room-by-Room Condition Checklist

Instructions: Mark the box that best describes the condition. Select only one box per line and provide comments where repairs or damage are noted.

Exterior

Walls: Good Fair Poor N/A

Roof/Gutters: Good Fair Poor N/A

Exterior Comments

Living Room

Walls: Good Fair Poor N/A

Floors: Good Fair Poor N/A

Living Room Comments

Kitchen

Cabinets & Countertops: Good Fair Poor N/A

Sink / Plumbing: Good Fair Poor N/A

Kitchen Appliances / Condition

Refrigerator status: Working Needs Repair Not Present Serial / Notes:

Stove / Oven status: Working Needs Repair Not Present Serial / Notes:

Kitchen Comments

Bedrooms & Bathrooms

Number of Bedrooms Inspected Bedrooms General Condition Comments Number of Bathrooms Inspected Bathrooms General Condition Comments

Utilities & Safety Devices

Heating System: Working Needs Repair Not Present

Cooling / AC: Working Needs Repair Not Present

Smoke Detectors Present and Functioning: Yes No N/A

Carbon Monoxide Detectors Present and Functioning: Yes No N/A

Utilities Meter Readings (if applicable)

Keys, Remotes and Access

Number and Type of Keys/Remotes Provided Keys / Remotes Comments

Repairs, Damage, and Items Requiring Attention

Repairs / Damage Noted During Inspection

Are any repair items designated as emergency or health/safety hazards? Yes No

Disclosures

Lead-Based Paint (where applicable): Present Not Present / Unknown

Visible Mold or Water Intrusion Noted: Yes No

Additional Disclosures or Known Prior Damage

Certification and Acknowledgment

By signing below, Landlord/Property Manager and Tenant certify that they have inspected the premises described above and have read and understand this Property Condition Report. The parties acknowledge that the Report is an accurate statement of the condition of the premises as of the date shown above, except for items noted in the comments. Landlord's failure to note a defect on this form does not relieve Landlord of any repair obligations required by the Lease or by applicable law.

Tenant acknowledges receipt of keys, remotes and appliance access as indicated herein and agrees to return the premises in substantially similar condition, subject to ordinary wear and tear and any alterations authorized in writing. Any disagreements as to condition recorded here should be noted in writing at the time of signing and attached as an addendum.

Governing Law: This Report and any dispute arising out of it shall be governed by the substantive laws of the state in which the Property is located. This Report, together with any attached addenda, constitutes the entire written record of the observed condition of the premises and supersedes prior oral statements relating to condition.

Landlord / Property Manager Printed Name:

By:

Date:

Tenant Printed Name:

By:

Date:

What a Property Condition Report Is and when it matters

A Property Condition Report documents the visible physical state of a residential or commercial property at a specific point in time. It records structural elements, interior and exterior systems, major fixtures, and observable defects or safety issues. The report is commonly used at lease move-in/move-out, property inspections, sales due diligence, lender reviews, and insurance assessments. It creates a contemporaneous record to allocate responsibility for repairs, support claims, and reduce disputes. Accurate descriptions, photos, and dates improve evidentiary value and help protect both owners and occupants.

Why a clear Property Condition Report reduces risk

A concise, accurate report provides objective evidence of existing conditions, establishes expectations for maintenance and repairs, and narrows disagreement at lease end or sale closing.

Typical users and when each party completes the form

Each user completes different sections—owners and managers document routine systems, while inspectors and buyers focus on structural and safety items.

Landlords and property managers preparing move-in/move-out inventories and repair logs.
Buyers, sellers, and brokers documenting pre-closing property defects during due diligence.
Insurance adjusters and lenders assessing collateral condition and inspecting damage.

Step-by-step: How to complete a Property Condition Report

Follow a consistent sequence to ensure completeness and defensibility when preparing the report.

01

Prepare: Gather lease, property plans, prior reports, and camera for photos.
02

Inspect: Systematically review interior and exterior areas; note defects.
03

Document: Describe each issue, estimate severity, and add dated photos.
04

Sign: Obtain signatures from inspecting party and occupant with dates.

How to configure a digital inspection workflow

Set workflow fields to automate assignments, reminders, and document storage when using an e-submission tool.

Field	Configuration
Inspector Assignment	Auto-assign by property or team
Photo Required	Mark photo field required for key items
Signature Sequence	Inspector first, occupant second
Storage	Save signed PDF to property folder

Typical end-to-end process for an electronic Property Condition Report

A reliable eSubmission process reduces friction and ensures an audit trail for every inspection.

Create Report: Prepare template and attach relevant property record.
Assign Inspector: Send to assigned inspector or contractor for field completion.
Collect Signatures: Inspector and occupant sign electronically with timestamps.
Archive: Store signed copy with photos and audit log in document repository.

Essential sections to include in a professional report

A complete Property Condition Report includes structured sections to standardize evidence and facilitate review.

Property Details

Basic identifiers, legal description, and occupant contact information to tie the report to the correct asset.

Inspection Summary

High-level notes on overall condition and critical safety issues for quick reviewer understanding.

Room-by-Room Findings

Systematic entries with item descriptions, condition, recommended actions, and photo references.

Utilities and Systems

Status of HVAC, electrical, plumbing, roof, and structural elements with observed defects.

Photographic Evidence

Dated, labeled photos attached inline; reference filenames in each finding for traceability.

Signatures and Certifications

Signatures, printed names, dates, and optional notary/witness fields to authenticate the record.

Data points to capture for traceability and compliance

Inspection Date: Exact date

Inspector: Name and company

Signer Email: Contact for audit trail

Photo Timestamp: Embedded or filename timestamp

GPS Location: If mobile app supports it

Version ID: Document revision identifier

Common preparation mistakes to avoid

Incomplete photos or unlabeled images that make issues hard to verify later.
Vague descriptions such as 'works fine' without observable criteria or tests.
Missing signatures or unsigned pages that weaken enforceability evidence.
Mismatched names or addresses that prevent matching to lease or title records.

Consequences of an inaccurate or incomplete report

Dispute Exposure: Tenants or buyers may contest charges without clear baseline documentation.

Insurance Claim Denial: Lack of pre-loss documentation can reduce recovery or trigger coverage disputes.

Regulatory Risk: Safety issues left undocumented may violate local housing codes.

Financial Loss: Unrecorded defects can increase repair costs and reduce resale value.

Delay to Closing: Unresolved condition items may postpone sale or financing milestones.

Legal Costs: Defending disputes without contemporaneous evidence increases attorney fees.

Timing considerations and common deadlines

Certain actions tied to the report have timing implications for leases, sales, and insurance claims.

Move-in Inspection:

Complete at or before tenant move-in day to establish baseline.

Move-out Inspection:

Complete on tenant vacate date to compare against baseline.

Insurance Pre-loss:

Document pre-existing damage before renewal or claim events.

Escrow/Closing:

Provide report during due diligence period specified in purchase contract.

Repair Timelines:

Record agreed repair deadlines and responsible party in the report.

Key milestones in a typical inspection lifecycle

A milestone view clarifies sequencing from preparation through archival of the signed report.

01

Schedule Inspection

Set date and participants; confirm access and required documents.

02

Conduct Field Inspection

Perform room-by-room review and capture photos.

03

Complete Report Draft

Populate findings, attach evidence, and review for clarity.

04

Sign and Distribute

Obtain signatures and share final signed copy with stakeholders.

Technical considerations when using eSubmission or eSignature

Ensure the chosen service provides an immutable signed PDF, a detailed audit trail, and secure archival to support later review or claims.

File Formats: PDF and DOCX support
Integrations: CRM or property management integrations (e.g., NetSuite, Salesforce)
Authentication: Email, SMS codes, or stronger methods for signer identity

Comparing common eSignature providers for Property Condition Report workflows

This table highlights plan-level differences that matter for high-volume inspection workflows and secure archival. signNow is listed first per comparison conventions.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
Free Trial	7-day free trial	Varies	Varies	Varies	Varies
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
Envelope Cap	No cap	100 envelopes/user/year	Depends on plan	Depends on plan	Depends on plan

Representative use cases showing the report in action

Real examples illustrate how the Property Condition Report resolves common problems.

Property Manager Example

A manager documents unit condition at move-in with photos and signed checklist

Inspector flags water staining behind refrigerator
The report prevented a disputed damage deduction and supported timely repairs under the lease.

Buyer Due Diligence Example

A buyer orders an inspection and receives a detailed condition report

Structural issues and roof wear are documented with photos
The buyer negotiated a price credit and scheduled repairs before closing to avoid post-closing claims.

Frequently asked questions about Property Condition Reports

Answers to common questions about completing, signing, and storing the Property Condition Report.

Need help? Contact support

Who should sign the report
Typically the inspector and the occupant or property representative sign the report. If the inspector is a third party, include their company and license number if applicable to strengthen attribution.
Can the report be signed electronically
Yes. Electronic signatures are enforceable under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, provided intent, consent, attribution, and reliable record retention are established.
Is notarization required
Not generally required for routine move-in/move-out reports, but some transactions or jurisdictions may require notarization or witness signatures for highest evidentiary weight; check local rules.
How long should I keep signed reports
Retain reports for the life of the lease or ownership plus at least three years; follow industry-specific rules such as HIPAA six-year retention for health-related records.
What if the occupant refuses to sign
Note the refusal in the report, collect photos and inspector signature, and send a dated copy to the occupant by email or certified mail to create a documented record of delivery.
How to correct errors after signing
Prepare an addendum or corrected report with the new date and signatures from all parties, and retain both original and corrected versions with a clear explanation of the change.

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