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Property Condition Report & Inventory

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PROPERTY CONDITION REPORT & INVENTORY

Property Identification

Parties and Contact Information

Inspection Details

Inspection Date:    Time:    Inspector:

Purpose of Inspection:

Summary Condition Statement

The undersigned attest that the following report is a contemporaneous, visual inspection of accessible areas of the property. This report documents the condition of listed rooms, fixtures and inventory at the time of inspection. It is not a warranty, guarantee, or substitute for specialized inspection (structural, pest, mechanical, etc.). The parties understand that normal wear and tear is expected and items noted as damaged or deficient may be repaired or deducted by the Landlord in accordance with the lease and applicable law.

Room-by-Room Condition & Inventory

Condition:
Condition:
Condition:

Appliances, Systems & Utilities

Appliances present (check and note condition):

HVAC Condition:

Smoke/CO Detectors Present:

Meters & Keys

Disclosures

Lead-based paint or hazards:

Known mold or moisture problems:

Prior structural or hazard repairs disclosed:

Damage & Repair Agreement

Items and existing damage noted in this report will be used as the baseline for move-out comparisons. Tenant acknowledges receipt of a copy of this completed report. Landlord may withhold amounts from the security deposit for damage beyond normal wear and tear, subject to the lease and applicable law. Repairs required for safety or code compliance at the time of inspection are noted and shall be corrected by Landlord within a reasonable period, unless otherwise agreed in writing.

Limitations, Certification & Governing Law

This report is limited to a non-invasive, visual inspection of accessible, visible areas and does not cover items concealed, inaccessible or requiring specialist testing. Neither party may rely on this Report as a warranty of future condition. This document constitutes the full and final written record of condition at the time of inspection and, together with the Lease, constitutes the entire agreement between the parties with respect to the matters described herein. This agreement shall be governed by the laws of the state in which the property is located.

Landlord / Manager:

By:

Date:

Tenant:

By:

Date:

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What a Property Condition Report & Inventory Is

A Property Condition Report & Inventory documents the physical state of a rental unit or property at a defined point — typically move-in and move-out. It lists fixtures, appliances, finishes, and notes damage or wear per room, with attached photos and dates. The report is signed by the inspecting party and the tenant or responsible agent to create a contemporaneous record. When retained with a lease or management file, it provides objective evidence for security deposit settlements, repair responsibility, and insurance or legal disputes.

Why you should create a Property Condition Report & Inventory

A clear inventory reduces disputes, speeds security deposit reconciliation, and documents maintenance needs. It creates a baseline for condition that benefits landlords, tenants, insurers, and contractors.

Why you should create a Property Condition Report & Inventory

Who commonly completes and relies on these reports

Primary users range across property management and tenancy roles; each party benefits from objective condition records.

  • Landlords and property managers who need consistent move-in/move-out documentation for deposit accounting and repair planning.
  • Tenants who want a signed record to protect deposit refunds and document preexisting damage.
  • Inspectors, contractors, and real estate agents who rely on condition detail for estimates and handover checklists.

Well-documented reports serve as admissible contemporaneous evidence and reduce bilateral disagreement when preserved with signatures and timestamps.

Essential parts of a professional Property Condition Report & Inventory

A thorough report uses consistent sections and evidence types so all reviewers can locate key details quickly.

Property ID

Unique property and unit identifiers plus lease reference to tie the report to the tenancy record.

Room-by-room Checklist

Standardized entries for each room, fixture, and appliance with selectable condition codes and space for comments.

Photos & Attachments

Embedded time-stamped images and optional video links to illustrate condition and support written notes.

Condition Codes

Consistent shorthand (e.g., Good, Fair, Poor, Damaged) to speed inspections and enable data filtering.

Signatures & Dates

Signed acknowledgement lines for tenant and inspector with date and contact information to confirm acceptance.

Repair / Work Log

Section to record required repairs, estimated costs, and completion dates for ongoing tracking.

Step-by-step: completing a property condition inspection

Work in a consistent order to capture all rooms, document evidence, and obtain signatures efficiently.

  • 01
    Prepare: Review lease, gather camera and checklist, confirm tenant presence.
  • 02
    Inspect: Move room-to-room, note condition codes and observable damage.
  • 03
    Photograph: Take dated images of each issue and corresponding normal-condition shots.
  • 04
    Sign & Store: Obtain signatures, save a PDF copy, and attach to tenant file.

Typical routing: from inspection to final record

A repeatable routing pattern ensures responsible parties receive copies and the record is preserved for later reference.

  • Upload Report: Place the completed report into property management software or cloud storage.
  • Add Fields: Insert signature, initials, and photo fields where required for signer interaction.
  • Send to Signer: Distribute to tenant and manager for electronic or in-person signature.
  • Archive: Store the signed record with the lease and maintenance logs.

Configuring a digital inspection workflow

Map form fields and authentication to match your risk tolerance and operational needs.

Field Configuration
Signature Type eSignature or in-person
Authentication Email link or SMS code
Photo Fields JPEG/PNG required, minimum resolution
Conditional Repairs Show repair fields when 'Damaged' selected

Digital signing and file format considerations

Choose a platform that supports secure e-signing, image attachments, and retention controls.

  • Integrations: Salesforce, NetSuite, property CRMs
  • File Formats: PDF, DOCX, JPEG supported
  • Security: TLS, AES-256 encryption

Confirm platform compliance for your industry and ensure signed PDFs include an audit trail and tamper-evident properties.

Security and technical data elements to capture

Encryption in Transit: TLS 1.2/1.3
Encryption at Rest: AES-256
Audit Trail: IP, timestamp, event log
Access Controls: Role-based permissions
HIPAA Support: BAA available
Standards: SOC 2 Type II, ISO 27001

Primary risks if reports are incomplete or incorrect

Deposit Disputes: Higher litigation risk
Incorrect Dates: Weakened evidentiary value
Missing Signature: Potential unenforceability
Poor Photos: Claims hard to prove
Retention Failures: Regulatory noncompliance
Weak Authentication: Identity challenges

Common mistakes to avoid when preparing condition reports

  • Using vague descriptions that lack measurable detail, making it difficult to determine preexisting versus new damage.
  • Taking low-resolution or undated photos that lack context for dispute resolution or insurance claims.
  • Failing to apply standardized condition codes, which makes portfolio-level analysis and comparisons inconsistent.
  • Not preserving a signed, tamper-evident PDF copy in tenant files, which weakens legal standing in disputes.

Typical eSignature pricing and capability comparison for signing condition reports

The table compares common eSignature considerations relevant to Property Condition Report & Inventory workflows; signNow appears first per standard vendor ordering.

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 Yes Yes Yes Yes
Bulk Send Yes Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No
Envelope Cap No cap 100 envelopes/user/year Plan limits vary Plan limits vary Plan limits vary

Frequently asked questions and troubleshooting

Answered questions focus on evidence strength, eSignature legality, retention, and common operational issues.


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