Signing example
Sign an entry condition report online
An entry condition report is only worth signing if the tenant can disagree with it in the same file. This six page report for 12B Rosslyn Terrace gives the tenant a typed box in the Renter disagrees column of every room table, and eight of them came back marked before she signed.
The document, with its fields
The pages as a signer sees them, with the signature, name, title and date fields placed where each party has to complete them.
Entry Condition Report
1. The tenancy this report belongs to
| Premises | 12B Rosslyn Terrace, Ashgrove QLD 4060, two bedroom unit with one car space |
|---|---|
| Lessor | Kestrel Holdings Pty Ltd, ABN 22 908 114 663 |
| Agent | Brightmore Property Pty Ltd, 88 Waterworks Road, Ashgrove QLD 4060 |
| Tenant | Sienna Marchetti |
| Agreement start | 1 October 2026, 12 months fixed |
| Rent | $595 a week |
| Bond | $2,380, lodged with the state bond authority |
| Inspected by | Owen Brightmore, property manager, 25 September 2026 |
2. How this report works
The agent has filled in the Clean, Undamaged and Working columns for every item and added a note where something is worth recording. The tenant reads the report at the premises, marks the Renter disagrees column against anything they see differently, writes their comments on the last page, and signs. The agent then signs.
3. Legend
| Column | What a Y means | What an N means |
|---|---|---|
| Clean | Cleaned to a standard a reasonable person would accept at handover | Needs cleaning, and the agent's note says what |
| Undamaged | No chips, holes, tears, stains or cracks beyond fair wear | Damage present, described in the note |
| Working | Operates as intended on the day of the inspection | Does not work, or works intermittently |
| Renter disagrees | Marked by the tenant where their view of the item differs from the agent's. A mark is not a repair request; urgent repairs go through the agent's usual line. | |
4. Photographs
Forty one photographs were taken on 25 September 2026 and are attached to this report as a separate file. Each is named for the room and item it shows. The photographs form part of this report, and where a photograph and a written note disagree, the photograph is the better record.
5. Entry, hallway and living room
| Item | Clean | Undamaged | Working | Agent's note | Renter disagrees |
|---|---|---|---|---|---|
| Front door and frame | Y | Y | Y | Deadlock and snib both operate | |
| Entry light and switch | Y | Y | Y | Globe new | |
| Hallway walls | Y | Y | N/A | Two small picture hook holes filled, not repainted | |
| Hallway floor, timber | Y | Y | N/A | Light scuffing near the front door, consistent with age | |
| Living room walls | Y | Y | N/A | Repainted August 2026 | |
| Living room ceiling | Y | Y | N/A | No staining | |
| Living room carpet | Y | Y | N/A | Professionally cleaned 22 September, receipt attached | |
| Windows and tracks | Y | Y | Y | All four open and lock | |
| Blinds | Y | Y | Y | Living room blind cord shortened for child safety | |
| Air conditioner, split system | Y | Y | Y | Filter cleaned 20 September, remote and two batteries supplied | |
| Power points and switches | Y | Y | Y | Six double points, all tested | |
| Smoke alarm, hallway | Y | Y | Y | Photoelectric, interconnected, tested 25 September | |
| Skirting and architraves | Y | Y | N/A | Paint intact, no chips at the corners | |
| Cornices | Y | Y | N/A | No cracking at the join above the television point | |
| Television and data points | Y | Y | Y | One aerial point, one data point, both tested | |
| Curtain rods and brackets | Y | Y | Y | Two rods, all brackets tight | |
| Intercom handset | Y | Y | Y | Door release tested from the handset | |
| Balcony door and screen | Y | Y | Y | Slides freely, lock engages, screen undamaged |
6. Kitchen
| Item | Clean | Undamaged | Working | Agent's note | Renter disagrees |
|---|---|---|---|---|---|
| Benchtop | Y | Y | N/A | Laminate, one shallow knife mark left of the sink | |
| Sink and taps | Y | Y | Y | Mixer tap, no drip, plug and strainer present | |
| Cupboards and drawers | Y | Y | Y | All doors align, one drawer runner slightly stiff | |
| Oven | Y | Y | Y | Cleaned commercially 23 September, both racks present | |
| Cooktop, four burner gas | Y | Y | Y | All burners light, trivets clean | |
| Rangehood | N | Y | Y | Filter greasy, cleaning booked for 29 September | |
| Dishwasher | Y | Y | Y | Cycle run on inspection, no leaks, manual in the drawer | |
| Splashback | Y | Y | N/A | Tiled, grout intact | |
| Kitchen floor, vinyl | Y | Y | N/A | Small lifted edge at the pantry door, measured 30 mm | |
| Kitchen window | Y | Y | Y | Flyscreen present and undamaged | |
| Lighting | Y | Y | Y | Four downlights, all working | |
| Pantry shelving | Y | Y | N/A | Five shelves, all fixed and level | |
| Refrigerator space | Y | Y | N/A | Cleared and cleaned, power point behind tested | |
| Waste and recycling drawer | Y | Y | Y | Two bins supplied, runner smooth | |
| Gas isolation valve | Y | Y | Y | Behind the cooktop drawer, turns freely | |
| Under sink cupboard | Y | Y | N/A | Dry, no sign of past leaks, trap sound | |
| Kitchen door hardware | Y | Y | Y | All handles present and tight |
7. Bathroom and laundry
| Item | Clean | Undamaged | Working | Agent's note | Renter disagrees |
|---|---|---|---|---|---|
| Shower screen | Y | Y | Y | Seal replaced July 2026 | |
| Shower base and grout | Y | Y | N/A | Some discolouration in the grout, cleaned but not new | |
| Bath | Y | Y | Y | Enamel sound, plug present | |
| Basin and vanity | Y | Y | Y | No chips, drawer runs freely | |
| Mirror and cabinet | Y | Y | Y | No desilvering | |
| Toilet | Y | Y | Y | Dual flush, seat firm, no movement at the pan | |
| Exhaust fan | Y | Y | N | Runs but noisy, replacement ordered, due 8 October | |
| Bathroom walls and ceiling | Y | Y | N/A | No mould at the cornice | |
| Laundry tub and taps | Y | Y | Y | Both taps close without dripping | |
| Washing machine taps and outlet | Y | Y | Y | Hoses not supplied, standpipe clear | |
| Laundry door to the yard | Y | Y | Y | Keyed alike with the front door | |
| Towel rails and hooks | Y | Y | Y | Two rails, one robe hook, all fixed | |
| Bathroom floor tiles | Y | Y | N/A | No drummy tiles found on tapping | |
| Laundry cupboard | Y | Y | Y | Two shelves, door closes flush | |
| Hot water service | Y | Y | Y | Electric, 125 litre, installed 2021, relief valve clear | |
| Bathroom lighting and switch | Y | Y | Y | Two globes, both new | |
| Toilet roll holder and shelf | Y | Y | Y | Both fixed, no movement |
8. Bedrooms
| Item | Clean | Undamaged | Working | Agent's note | Renter disagrees |
|---|---|---|---|---|---|
| Bedroom 1 walls | Y | Y | N/A | Repainted August 2026 | |
| Bedroom 1 carpet | Y | N | N/A | Faint mark under the window, 80 mm, not removed by cleaning | |
| Bedroom 1 built in robe | Y | Y | Y | Both mirror doors run on the track | |
| Bedroom 1 window and screen | Y | Y | Y | Lock present, screen intact | |
| Bedroom 1 ceiling fan | Y | Y | Y | Three speeds, no wobble | |
| Bedroom 2 walls | Y | Y | N/A | One filled hole beside the door, touched up | |
| Bedroom 2 carpet | Y | Y | N/A | Professionally cleaned 22 September | |
| Bedroom 2 robe | Y | Y | N | Right hand door off its bottom guide, repair booked 8 October | |
| Bedroom 2 window and screen | Y | Y | Y | Opens fully | |
| Bedroom doors and handles | Y | Y | Y | Both close without catching | |
| Smoke alarm, hallway outside bedrooms | Y | Y | Y | Interconnected with the living area alarm | |
| Bedroom 1 power points | Y | Y | Y | Three double points, all tested | |
| Bedroom 2 power points | Y | Y | Y | Two double points, all tested | |
| Bedroom 2 ceiling light | Y | Y | Y | Globe replaced 24 September | |
| Bedroom blinds | Y | Y | Y | Both raise and lower, cords cleated | |
| Bedroom skirting | Y | Y | N/A | Intact in both rooms | |
| Robe shelving | Y | Y | N/A | One shelf and one rail in each robe |
9. Outside, meters and keys
| Item | Condition at entry | Note |
|---|---|---|
| Car space 12B | Clean, line marking visible | No oil staining |
| Courtyard | Swept, plants watered | Tap at the rear wall works |
| Clothesline | Four lines, all tensioned | Winder operates |
| Bins | One general, one recycling, both empty | Collection Tuesday |
| Electricity meter | Reading 41,208 kWh | Photographed 25 September |
| Water meter | Reading 1,884 kL | Photographed 25 September |
| Gas meter | Reading 2,109 MJ | Photographed 25 September |
| Keys issued | Two front door, two mail, one remote | Remote battery replaced |
10. Tenant comments
The tenant types anything they want recorded that the table columns do not cover. Comments here are part of the report and are read against the exit report at the end of the tenancy.
11. Signatures
Signed in order: the tenant first, then the property manager. The tenant's signature means they have read the report and marked anything they disagree with, not that they agree with every line of it.
Who signs what
- Sienna Marchetti, the tenant, first
- Eight typed boxes in the Renter disagrees column, pages 2 to 5 · Typed comment on page 6 · Signature and stamped date on page 6 · Email link, no code
- Owen Brightmore, for Brightmore Property Pty Ltd, second
- Signature block on page 6: Name, Date · Countersigns the report as the tenant returned it
The signing journey
Step 1
Twelve fields, eleven of them the tenant's
Eight disagree boxes spread across the four room pages, a comments box on page 6, and a signature and a date under it. The agent takes a block beside them.
Step 2
Sign in order goes on
The tenant is invited alone. The agent's link does not exist until every mark and the comment are stamped into the file.
Step 3
Marks are typed, not ticked
A checkbox field is a small input. Anything typed into it prints as a capital X, which is why the column is headed and explained rather than left to speak for itself.
Step 4
The comment is the tenant's own wording
A text field on page 6 takes whatever the tenant wants recorded that the columns do not cover, typed in her own session.
Step 5
The agent countersigns what came back
Stamping runs before the next invitation, so the agent opens a copy already carrying the eight marks and the comment, and signs that rather than the blank version.
Every field, and who fills it
Twelve fields. Eight small boxes sit in the Renter disagrees column, two on each of the four room pages, against the rows most likely to be argued about: the hallway walls, the living room carpet, the kitchen benchtop, the rangehood, the shower grout, the exhaust fan, the bedroom 1 carpet and the bedroom 2 robe. A wide comment box sits on page 6, then a signature over the rule and a stamped date. The agent's block carries a role heading and the product default of Name and Date. Everything in the clean, undamaged, working and note columns is the agent's, filled in before sending, which is what the tenant is being asked to respond to.
How to adapt this envelope
A report with a disagree box on every row rather than eight is the same envelope with more fields, and a single drawing still covers the signature. A property with a pool or a shed adds a page and its own rows. And where the agency wants a photographic acknowledgement as well, the photographs stay a separate attachment named in the report, because the envelope carries one PDF and the report says the photographs form part of it.
What makes this valid in Australia
The Electronic Transactions Act 1999 allows a signature to be given electronically where the method identifies the person, shows their intention and is as reliable as the circumstances require. State tenancy law decides the form of the condition report, how many days the tenant has to return it and who keeps a copy, and signing it online changes none of that. What the certificate adds is the part a paper report never had: the exact time the tenant opened it, the time she signed, the address the signature came from and the hash of the document at that moment.
What makes this signing flow work
Disagreement is a field, not an email
The report says an item the tenant does not mark is taken to have been as the agent described it. Putting the disagree column inside the signed file means the eight marks and the blank rows are the same piece of evidence, read together at the exit inspection.
The comment catches what a column cannot
Some things do not fit a clean, undamaged or working answer. The typed comment on page 6 gives the tenant one place to say that the robe door and the exhaust fan are already booked for repair, in her own words, inside the document rather than in a message thread.
The tenant signs before the agent
With the order switch on, the agent countersigns the report as it came back. That removes any question about whether a mark was added after the agency had already signed, because the agent's own copy shows all eight of them.
Questions people ask
Is an entry condition report valid when it is signed electronically?
Electronic signing is accepted under the Electronic Transactions Act 1999 where the method identifies the signer and shows intention. The state authority still sets the form of the report and the number of days a tenant has to return it, so check the local rules before relying on a version that differs from the prescribed form.
Why does the disagree column print an X rather than a tick?
The field is a small text input rather than a tick control, and the stamper prints a capital X whenever anything at all is typed into it. That is why the column is headed Renter disagrees and explained in the legend: the character carries no meaning without the column around it.
What happens to the rows the tenant does not mark?
They stand as the agent described them, which the report says in the box under the introduction. That is the point of returning the report rather than ignoring it, and it is why the marks and the blanks are worth having in one signed file rather than spread across messages.
Can the tenant add something the columns do not cover?
Yes, in the comment box on page 6. It is a text field assigned to her, typed in her own signing session, and it prints under a caption saying so. The report treats the comment as part of itself and reads it against the exit report at the end of the tenancy.
Can the agent change a row after the tenant marks it?
No. Once the envelope is sent nothing in the PDF can be edited, and the tenant's marks are stamped before the agent is even invited. If the agency accepts that the living room carpet was already worn, the tenant's mark beside the agent's description is the record, read together at the exit inspection. A corrected report would be a new envelope with its own certificate, and this one stays on file.
What happens if the tenant declines to sign?
The envelope moves to declined, the agent is never invited, and the sender is emailed with the reason typed into the decline box. The report itself still exists as the agent prepared it, and the disagreement then has to be raised through the usual tenancy process.
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