Exit Inspections & Damage Management
Published: October 1, 2024
Exit inspections protect both landlords and tenants by documenting property condition and determining fair bond deductions. Climber Property's thorough process ensures accountability while maintaining positive relationships.
Key Takeaways
- • Detailed documentation prevents disputes
- • Fair wear and tear vs damage distinction is crucial
- • Professional cleaning is typically required
- • Bond claims must be justified with evidence
The Importance of Exit Inspections
Exit inspections are the final step in a tenancy and one of the most critical. They determine whether the tenant receives their full bond back and identify any damage requiring repair before the next tenant moves in.
According to Tenancy Services, bond disputes are among the most common issues at the Tenancy Tribunal. Proper documentation and fair assessment prevent these disputes.
The Climber Exit Inspection Process
Pre-Exit Communication
2-3 weeks before move-out, we provide tenants with a detailed checklist of expectations for cleaning, repairs, and property condition. This gives them time to address issues.
Scheduling the Inspection
We schedule the final inspection for the last day of tenancy or the day after keys are returned. Tenants are welcome to attend to discuss any concerns.
Comprehensive Inspection
We inspect every room, comparing current condition to the entry inspection report. We take extensive photos and notes, documenting any damage, excessive wear, or cleaning issues.
Fair Assessment
We distinguish between fair wear and tear (expected aging) and damage (tenant-caused issues). Only damage beyond normal wear can be claimed against the bond.
Landlord Consultation
We provide landlords with the inspection report, photos, and recommended bond deductions with cost estimates. Landlords make the final decision on any claims.
Bond Refund Process
We submit the bond refund form to Tenancy Services with agreed deductions. If the tenant disputes, we provide comprehensive evidence to support the claim.
Fair Wear and Tear vs Damage
Understanding this distinction is crucial for fair bond assessments:
✓ Fair Wear and Tear
Normal deterioration from regular use over time:
- • Faded paint or wallpaper
- • Minor carpet wear in traffic areas
- • Small scuff marks on walls
- • Worn door handles or light switches
- • Faded curtains from sun exposure
- • Minor scratches on wooden floors
- • Loose screws or minor hardware wear
✗ Tenant Damage
Damage beyond normal use or neglect:
- • Holes in walls (beyond picture hooks)
- • Stains on carpets or furniture
- • Broken windows or fixtures
- • Burns or deep scratches
- • Pet damage (if pets not allowed)
- • Mold from poor ventilation habits
- • Missing or broken appliances
Legal Standard: The Residential Tenancies Act requires tenants to leave the property in a "reasonably clean and tidy" condition, allowing for fair wear and tear. Tenancy Services provides detailed guidance on what constitutes each category.
Common Bond Deduction Items
Professional Cleaning
Most common deduction when property not left clean
Carpet Cleaning
Steam cleaning for stains or odors
Wall Repairs & Painting
Filling holes, repainting damaged areas
Garden Maintenance
Overgrown lawns, weeds, or neglected gardens
Rubbish Removal
Items left behind or excessive waste
Note: Costs vary based on property size and extent of work required. All deductions must be supported by invoices and evidence.
Documentation Standards
Strong documentation is essential for defending bond claims at the Tenancy Tribunal:
Photo Evidence
- • Timestamped photos of all damage
- • Wide shots showing context
- • Close-ups of specific issues
- • Comparison to entry inspection
Cost Documentation
- • Detailed quotes or invoices
- • Itemized breakdown of costs
- • Market rate justification
- • Before and after photos
Handling Bond Disputes
If a tenant disputes bond deductions, the matter goes to the Tenancy Tribunal. Our comprehensive documentation and professional approach result in successful outcomes for landlords in over 90% of disputed cases.
Our Tribunal Support Includes:
- • Complete evidence package preparation
- • Professional representation at hearings
- • Witness testimony from inspection team
- • Expert reports when needed
- • Follow-up on tribunal orders
Learn more at Tenancy Services - Getting Your Bond Back.
Pre-Exit Inspection Checklist
Providing tenants with a comprehensive checklist 2-3 weeks before move-out helps ensure they understand expectations and can address issues proactively:
Interior Cleaning Requirements
- • All surfaces wiped down and dust-free
- • Kitchen: Oven, stovetop, and range hood deep cleaned
- • Bathroom: Tiles, grout, and fixtures scrubbed
- • Floors vacuumed/mopped throughout
- • Windows and sills cleaned inside and out
- • Light fixtures and ceiling fans dusted
- • Carpets professionally cleaned (if required)
- • All personal belongings removed
Exterior & Garden Requirements
- • Lawns mowed and edges trimmed
- • Weeds removed from garden beds
- • Rubbish bins emptied and cleaned
- • Outdoor furniture cleaned or removed
- • Gutters clear of debris (if accessible)
- • Paths and driveways swept
- • Any tenant-installed items removed
- • Gates and fences in good repair
Professional Cleaning Standards
Most lease agreements require the property to be returned in the same condition as received, allowing for fair wear and tear. This typically means:
- • Property should be as clean as when tenancy began
- • Professional cleaning may be required for carpets and ovens
- • All fixtures and fittings should be in working order
- • Any damage beyond fair wear and tear should be reported or repaired
Technology and Digital Documentation
Modern property management relies heavily on digital tools to ensure thorough and defensible documentation:
Digital Inspection Apps
Professional property management software allows for:
- • Timestamped and GPS-tagged photos
- • Standardized inspection templates
- • Automatic report generation
- • Cloud storage for easy access
- • Integration with accounting systems
Comprehensive Reporting
Digital reports provide detailed documentation including:
- • Room-by-room condition assessments
- • Photographic evidence with annotations
- • Comparison to entry inspection data
- • Recommended actions and cost estimates
- • Tenant communication records
Secure Data Management
Professional systems ensure data integrity and accessibility:
- • Encrypted cloud storage with backups
- • Audit trails for all changes
- • Multi-user access with permission controls
- • Integration with legal and accounting systems
- • Compliance with privacy regulations
Seasonal Considerations and Timing
The timing of exit inspections can significantly impact both the assessment process and the condition of the property:
Winter Considerations (June-August)
- • Higher risk of condensation and mould issues
- • Heating systems may show more wear
- • Garden maintenance may be limited
- • Longer drying times for cleaning
- • Weather-related access challenges
- • Increased demand for rental properties
Summer Considerations (Dec-Feb)
- • Better conditions for thorough cleaning
- • Garden and exterior areas more accessible
- • Faster turnaround for repairs and maintenance
- • Peak moving season - higher tenant demand
- • UV damage to furnishings more apparent
- • Pest activity may be more evident
Optimal Timing Strategies
- • Schedule inspections during daylight hours for better visibility
- • Allow 2-3 hours for thorough documentation
- • Consider weather conditions for exterior assessments
- • Plan for potential re-inspections if issues are found
- • Coordinate with cleaning and maintenance schedules
- • Factor in holiday periods and contractor availability
Legal Framework and Tenant Rights
Understanding the legal framework surrounding exit inspections protects both landlords and tenants while ensuring fair outcomes:
Residential Tenancies Act Requirements
- • Landlords must give reasonable notice for final inspections
- • Tenants have the right to be present during inspections
- • Property must be returned in "reasonably clean and tidy" condition
- • Fair wear and tear cannot be charged to tenants
- • Bond claims must be supported by evidence
- • Disputes are resolved through the Tenancy Tribunal
Tenant Rights During Exit Inspections
- • Right to attend the final inspection
- • Right to receive a copy of the inspection report
- • Right to dispute unreasonable bond claims
- • Right to seek compensation for unlawful deductions
- • Right to privacy during the inspection process
- • Right to reasonable time to address identified issues
Common Legal Pitfalls to Avoid
- • Charging for fair wear and tear items
- • Making deductions without proper evidence
- • Failing to provide detailed invoices for claimed costs
- • Not allowing tenant participation in the inspection
- • Delaying bond refunds without justification
- • Using outdated or inappropriate comparison standards
Best Practices for Landlords
Maintain detailed entry inspection reports with extensive photos to establish baseline condition
Conduct regular inspections during tenancy to identify and address issues early
Communicate expectations clearly about cleaning and property care standards
Be fair and reasonable in assessments—good relationships lead to better outcomes
Use professional property management software for consistent documentation and reporting
Provide pre-exit checklists to help tenants understand expectations and avoid disputes
Keep detailed records of all communications, repairs, and maintenance throughout the tenancy
Stay updated on legal requirements and industry best practices through ongoing education
Professional Exit Inspection Management
Our thorough documentation and fair assessment process protects your interests while maintaining positive tenant relationships and avoiding costly disputes.
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