Rental condition report: working template

Original organizational aid by Tenacove. Use any required landlord or local form first. This template is not official, a legal compliance form, a technical inspection or authenticated evidence. Blank fields are placeholders, not observations. Print and fill in your own actual information.

Property and unit: [complete privately]

Prepared by: [name]

Stage: [move-in / during lease / move-out]

Observation session date(s): [actual date(s)]

Report prepared on: [actual preparation date]

Version: [version and revision note, if any]

Required form reference, if any: [form/line]

Inspection limits: [blocked / inaccessible / other]

1. Condition observations

Use one item ID per spot or issue. Describe only what you observed. State “not inspected” or a specific unknown rather than leaving an ambiguous blank. Do not guess cause, age, cost or responsibility. Add pages with the same property, session and version identifiers as needed.

Item-level observations
Item ID	Room and exact spot	Visible observation and limits	Observed on	Photo IDs
[item ID]	[room → exact spot]	[what is visible; limits or unknowns]	[actual observation date]	[photo IDs or none]
[item ID]	[room → exact spot]	[what is visible; limits or unknowns]	[actual observation date]	[photo IDs or none]
[item ID]	[room → exact spot]	[what is visible; limits or unknowns]	[actual observation date]	[photo IDs or none]
[item ID]	[room → exact spot]	[what is visible; limits or unknowns]	[actual observation date]	[photo IDs or none]
[item ID]	[room → exact spot]	[what is visible; limits or unknowns]	[actual observation date]	[photo IDs or none]
[item ID]	[room → exact spot]	[what is visible; limits or unknowns]	[actual observation date]	[photo IDs or none]
[item ID]	[room → exact spot]	[what is visible; limits or unknowns]	[actual observation date]	[photo IDs or none]
[item ID]	[room → exact spot]	[what is visible; limits or unknowns]	[actual observation date]	[photo IDs or none]

2. Photo index

Keep originals independently. IDs are cross-references only. Identify edited, resized or annotated copies separately. A file date or report date does not authenticate capture time.

Photo references and original-file mapping
Photo ID	Original filename	Photo date and certainty	View / copy mapping / limit
[photo ID]	[original filename]	[actual photo date, or uncertain]	[view; attachment-copy filename if used]
[photo ID]	[original filename]	[actual photo date, or uncertain]	[view; attachment-copy filename if used]
[photo ID]	[original filename]	[actual photo date, or uncertain]	[view; attachment-copy filename if used]
[photo ID]	[original filename]	[actual photo date, or uncertain]	[view; attachment-copy filename if used]
[photo ID]	[original filename]	[actual photo date, or uncertain]	[view; attachment-copy filename if used]
[photo ID]	[original filename]	[actual photo date, or uncertain]	[view; attachment-copy filename if used]

3. Actual submission record — complete only after sending

Sent on: [actual date/time; timezone if needed]

Channel and recipient: [actual channel/recipient]

Exact report filename/version sent: [filename]

Attachment list filename or photo IDs sent: [actual list]

Source sent message / portal receipt saved at: [private location]

Acknowledgment: [exact wording / none saved as of date]

Keep the actual sent package and original correspondence outside this template. A planned send date is not a completed submission. Receipt and agreement are different; do not invent either. This form does not send a maintenance request or set a reporting deadline.

4. Revisions or later observations

[Actual date] — [item/version referenced] — [correction or later observation, its source and limits]. Keep the earlier report and do not backdate later photos.