Getting Started
Condition Reports in TurboTenant are digital versions of the reports that you or a tenant fill out at move-in, move-out, or during any periodic inspections.
Condition Reports are used to establish the condition of a property at different points during a rental cycle. They are important when determining if any maintenance is required at move-in or move-out and help landlords appropriately document conditions to determine security deposit deductions at move-out.
Why Use TurboTenant for Condition Reports?
Easy to Create & Use - Landlords tailor their condition report to their property, and renters fill it out, all without using paper.
Stored Forever & Easy to Find - You can always find and view past condition reports in the same place, for easy reference when you determine security deposit returns.
Avoid "he said, she said" conflicts - Condition reports that are accessible and easy to reference by all parties ensure that disputes will always have an answer.
How do I use Condition Reports?
Follow our guide below to build and send out your first condition report!
Finding Condition Reports
You can find Condition Reports on lease profiles. Using the navigation bar on the left, find "Leases." Then, select the lease profile for which you'd like to start a condition report.
Once you're in the lease profile, click the Condition Reports tab.
Creating a Condition Report
You will begin setting up after you click 'Create Report' on the Lease Profile.
During the set-up process, you will:
Name the condition report template. We recommend naming it after the property.
Customize the spaces in your rental. A 2-bed, 2-bath apartment needs a different condition report template than your 3-bed, 1-bath single family home.
Pick the items that should be reported on. These include things like floors, walls, and doors. You can add features like baseboards, cabinets and more.
Review and Save. Your condition report template is complete, and ready to use!
💡 Setting up your first condition report creates a template you can modify at any point.
Manage Template
To manage your condition report template, click the ellipsis (three vertical dots) next to it. Your template will be located under Condition Reports in each lease profile.
Upon clicking the ellipsis to manage your condition report, you'll be able to:
Edit Spaces
Download
Preview
Sending a Condition Report
After your report is configured, you'll want to click on Add and select Digital Report. Clicking the digital report will use the template you initially created. If you prefer to upload your condition report, follow these steps by clicking here.
If you click Add, choose the Report Type and decide on a due date. Then, decide whether you or your tenants will complete the report.
If you select Tenants, you can choose which of your renters to send the report to. They will receive an email with a custom message highlighting the report's due date.
💡 How it works when you select the tenants to fill out the condition report:
We'll send an email requesting they complete and sign the report.
You'll receive one Condition Report back from the first tenant who submits it.
Review the report and reach out to your tenant with questions, or simply approve and sign it.
If you select Me, you will have the opportunity to download the blank report to print and fill out, or you can fill out the report digitally by clicking Fill Out Now. Selecting "Me" is best if you're doing a pre-move-in walkthrough.
💡 What you can do when you select, "Me" to fill out the screening report:
You can fill out and sign the report, download a blank copy, or choose to fill it out later.
If you choose to fill out the report, mark the condition of all spaces and items.
Once you sign, you’ll be able to download a copy of the completed report.
Filling Out a Condition Report
After you send the condition report, the recipient will receive an email prompting them to complete and sign the report.
They can select "Poor," "Fair," or "Good" for each of the rooms and features of the report that you defined above.
Whenever "Poor" or "Fair" is selected, they will be asked to provide notes. They can also take and upload any photos so that you are able to address any potential issues.
Photos will be appended for easy reference – see the example below.
Signing & Approving Condition Reports
Once you receive the report via email to review and sign, you'll want to click the ellipsis (three vertical dots) to the right of the report; when you click on the ellipsis, you'll have a few options to select, those are:
Review - allows you to review and sign the report by clicking on 'Approve' on the upper right.
Preview - this allows you to review the report before approving it.
Download - this allows you to download the report.
Create Request - this allows you to create a maintenance request.
Clicking 'Approve' will take you to the Approve condition report, where you'll check 'Agree and Sign' and finalize it by selecting 'Sign & Approve.'
If the Condition Report is not approved within two or five days, you will receive an email reminder.
Auto Approve Condition Report
If no issues were found when your tenant completed the Condition Report and marked every section as "Good," you can auto-approve it by selecting the check box that says, "If no issues are reported by the tenant, I consent to sign & approve this report." If you select the box, you and the tenant will receive a confirmation email when the report is submitted.
Finding Completed Condition Reports
Condition reports will live on your lease profile, and will be accessible at any time for download or preview.
We recommend at minimum using condition reports for move-in and move-out to avoid security deposit disputes. Some landlords may want to use condition reports in the middle of a lease, too, to catch any issues in the middle of a tenancy.
Uploading Your Own Condition Reports
If you'd like to store your own condition reports, you can upload and store them in TurboTenant for easy reference and organization.
It's easy - click the Add button, then select the file. It will live in your lease profile under the Condition Report tab.
