The evidence checklist
- Entry condition report — signed by both parties, filed with the bond authority (RTBA/RTA/etc.).
- Entry photos — every room, every wall, every appliance, timestamped.
- Routine inspection reports — every 3–6 months during the tenancy.
- Exit condition report — done within 3 days of the tenant handing back keys.
- Exit photos — same rooms, same angles as entry photos.
- Quotes/invoices — for every dollar claimed, from a licensed provider.
- Written itemised claim — submitted within the state deadline.
State-by-state tribunal
| State | Tribunal | Bond authority |
|---|---|---|
| NSW | NCAT | NSW Rental Bond Board |
| VIC | VCAT | RTBA |
| QLD | QCAT | RTA |
| SA | SACAT | CBS |
| WA | Magistrates Court | Bond Administrator (DMIRS) |
| TAS | Residential Tenancy Commissioner | MyBond |
| NT | NTCAT | Consumer Affairs |
| ACT | ACAT | Office of Rental Bonds |
The mistakes that cost landlords bond
- No entry condition report — instant loss on most claims.
- Photos with no dates.
- DIY cleaning "quotes" — tribunals want a professional quote or actual invoice.
- Claiming for depreciable items at full replacement cost (a 12-year-old carpet is worth ~10% of new).
- Missing the claim deadline.
- Punitive-looking claims — asking for $2,000 for a $50 stain makes the tribunal side with the tenant.
Automating the evidence
PropAlly's BondShield module captures timestamped photos with server-side EXIF verification, keeps entry/exit reports side-by-side, and generates a tribunal-ready PDF package for NCAT/VCAT/QCAT and every other state authority.
Legal costs to recover unpaid rent or pursue a bond claim are deductible against rental income — feed them into the negative gearing calculator alongside interest and depreciation to see the true after-tax cost of the dispute.