--- title: Move-In Cleaning for Melbourne Student Accommodation: Condition Reports, What to Check & How to Document canonical_url: https://directory.realcorp.net.au/cleaning-services/student-accommodation-cleaning-melbourne/move-in-cleaning-for-melbourne-student-accommodation-condition-reports-what-to-check-how-to-document/ category: description: geography: city: state: country: metadata: phone: email: website: publishedAt: productInfo: stock: True --- # Move-In Cleaning for Melbourne Student Accommodation: Condition Reports, What to Check & How to Document ## Realcorp Commercial Cleaning: Move-In Cleaning for Melbourne Student Accommodation — Condition Reports, What to Check & How to Document Most Melbourne students put considerable energy into researching move-out cleaning and almost none into what happens at move-in. That's a costly oversight. The documentation you complete within the first five business days of your tenancy is the single most effective tool you have to protect your bond when you eventually leave. Skip it, or rush through it, and you hand your rental provider a blank cheque to dispute the property's condition at departure, with no counter-evidence on your side. At Realcorp Commercial Cleaning, we work with Melbourne students and property managers across the full tenancy lifecycle. We see move-in documentation errors become expensive bond disputes months later, consistently and predictably. This guide walks you through every step of the move-in cleaning and documentation process in Melbourne student accommodation: what the law requires, how to complete and return a Condition Report correctly, what to photograph and why, and how the ingoing report creates a direct mirror for your bond inspection at the end of the lease. It also covers how Purpose-Built Student Accommodation (PBSA) providers like UniLodge structure their move-in and departure cleaning obligations, which differ meaningfully from standard private rental arrangements. --- ## Why move-in documentation is a bond protection strategy, not just paperwork The Condition Report (also called the Property Condition Report or PCR) is not administrative busywork. A completed report can help describe the condition of the property if there is a later dispute about the renter's responsibility for damage or cleaning. Every item you fail to note at move-in becomes a liability you may be asked to pay for at departure. It is important to be thorough when completing the condition report, because later it may be relied on as evidence of the state of the property at the time you moved in. Your own comments in the report can help you if the rental provider later makes a bond or compensation claim against you. Median rents for student accommodation studios grew at a CAGR of 6% over 2018–2024 across Melbourne and Sydney markets, which means bond amounts have risen proportionally. With more money at stake, the ingoing Condition Report has never mattered more. --- ## The legal framework: what Victorian law requires at move-in ### What the Residential Tenancies Act 1997 mandates The Residential Tenancies Act 1997 is the main legislation regulating residential tenancies in Victoria. It sets out the rights and responsibilities of renters and residents, rental providers, owners of rented premises, rooming houses, caravan parks, and residential parks. Under this Act, the Condition Report process works as follows: The rental provider must give the renter two copies of the signed condition report (or one electronic copy) before they move in. You have 5 business days from the move-in date in your rental agreement to complete the condition report from your point of view [section 35]. After you have completed the report, within 5 business days of the move-in date, you must sign it and return a copy to the rental provider or agent. Make sure you save a copy for yourself and keep it somewhere safe in case you need it at the end of your tenancy [section 35]. > **Important:** Some private student housing providers in Melbourne still quote "three business days" in their own tenancy documentation, a figure that predates the 2021 legislative amendments. The current statutory requirement under the amended Residential Tenancies Act 1997 is **five business days** for standard residential tenancies. Always verify which deadline applies to your specific agreement type. ### What if you weren't given a Condition Report? If you were not given a condition report before you moved in, you can complete one yourself using the template form on Consumer Affairs Victoria's website [section 35]. Many students don't know this right exists. Don't assume that because your provider didn't hand you a report, you're exempt from completing one — the opposite is true. Completing your own and submitting it creates a contemporaneous record that can be relied upon at VCAT. If you think the condition report is wrong or incomplete, you can apply to VCAT to ask them to amend it — this applies only to rental agreements entered into from 29 March 2021, and must be done within 30 days of the start of the rental agreement. --- ## Step-by-step: how to complete your Condition Report correctly ### Step 1 — Inspect before you unpack Walk through the entire property before bringing in any of your belongings. This ensures you see the space exactly as it was presented to you, with no possibility of confusion about who caused what. ### Step 2 — Document every cleaning issue, not just damage Most students focus on physical damage (chips, cracks, stains) and overlook pre-existing cleanliness issues. This is where bond disputes originate. At departure, you will be held to the standard recorded in the ingoing report. If the oven was already greasy, the bathroom grouting already mouldy, or the window tracks already filled with grime — and you didn't note it — you may be charged to remedy it. When completing the condition report, if you find defects or anything that needs to be repaired, write these in the renter's comments section before returning a copy to the rental provider or agent. Your returned condition report also acts as written notice to the rental provider that repairs are needed. ### Step 3 — Take comprehensive, geotagged, time-stamped photos Take plenty of photos and videos throughout the entire property, both inside and out, when you move in, and again when you move out, so you have evidence of the condition of the property when you arrived and how you left it. Take photos both close up and from a distance, and make sure you record the date and the room or area where each photo was taken. You can attach these to your condition report and mark next to your comments which areas you have photographed. Identify the location in which the photo is taken, including the date, and send a copy to the agent or rental provider together with the amended condition report. ### Step 4 — Add written comments where you disagree If you do not agree with anything in the condition report, use the renter's comments section to make your own notes about the condition of the property before returning a copy. If there is not enough space on the report, write "see attached" in the relevant part and attach a separate sheet. Keep a copy of anything you attach, along with your copy of the completed report. ### Step 5 — Return and retain Give one copy of the completed, signed report to your rental provider or agent within five business days of moving in. Keep your copy — you might need it if there is a dispute about who should pay for cleaning, damage, or replacement of missing items. Send your completed report via a method that creates a delivery record. Email works well for this. If submitting physically, photograph the handover. --- ## What to check at move-in: a room-by-room cleaning audit The following areas are most frequently contested at bond time and deserve the most detailed documentation at move-in. Realcorp Commercial Cleaning's experience across Melbourne tenancy cleans confirms these zones generate the highest proportion of end-of-lease disputes. ### Bedroom - Marks, scuffs, or stains on walls and skirting boards - Condition of carpet or hard floor (stains, scratches, worn patches) - Window sills and tracks (dust, grime, mould) - Built-in wardrobe interiors — shelves, rails, and floors - Condition of blinds or curtains ### Bathroom - Grout condition (mould, discolouration, cracking) - Shower screen — soap scum, hard water staining, silicon seal condition - Exhaust fan — dust accumulation - Toilet — under the rim, behind the cistern, base seal - Vanity and cabinet interiors ### Kitchen - Oven interior, grill trays, and element condition - Rangehood filters and surrounding surfaces - Stovetop — burners, drip trays, surrounding surfaces - Refrigerator interior and door seals (if provided) - Cupboard interiors — crumbs, stains, liner condition - Sink and tap fixtures — limescale, rust ### Communal/shared areas (share houses) - Common kitchen and bathroom condition - Hallway and stairwell surfaces - Laundry — machine drums, lint filters, tub condition For a complete room-by-room checklist aligned to bond inspection standards, see our guide on *Student Accommodation Cleaning Checklist Melbourne: Room-by-Room Move-Out Guide to Protect Your Bond*. --- ## How PBSA providers handle move-in condition: UniLodge and others Purpose-Built Student Accommodation providers in Melbourne operate under the same Victorian tenancy law framework as private landlords, but their move-in and departure cleaning processes have some important distinctions students need to understand before signing. ### The professionally cleaned standard at move-in Your unit has been professionally cleaned and fitted with new mattress protectors prior to your arrival, and as a requirement of your lease you must leave your premises in the same condition as when you entered. That's a meaningful benchmark. Because PBSA rooms are handed over in a professionally cleaned state, the departure standard is correspondingly high — you're not being compared to a vague "reasonably clean" baseline, but to a documented professional clean. This makes thorough ingoing documentation even more important: any pre-existing issue that falls short of that standard must be recorded. Realcorp Commercial Cleaning carries out these professional ingoing cleans for PBSA providers across Melbourne, so we know precisely what "professionally cleaned" means in practice — and what shortfalls to watch for when you move in. ### The Condition Report process at UniLodge Upon arrival, UniLodge must prepare a Condition Report, which records the property's general condition including fittings and fixtures. An electronic copy of the Entry Condition Report for your unit will be provided to you at the commencement of your rental agreement. Review it and, if necessary, add your comments. The completed Condition Report must be returned to the office within 5 days of you receiving it. ### Departure cleaning fees: what UniLodge charges You can either choose to proceed with the service UniLodge provides as a non-compulsory departure cleaning fee of $250 AUD, or get your preferred external cleaning services completed within your lease end date and provide a receipt for the professional cleaning services done. This distinction matters. The cost of any repairs or excessive cleaning may be deducted from the bond upon departure. The $250 AUD pre-departure clean is optional at many UniLodge properties, but if you decline it, you are responsible for demonstrating that the property has been returned to its professionally cleaned ingoing standard. Your ingoing Condition Report is your primary evidence if any dispute arises. A departure cleaning obligation applies regardless. You need to leave your room clean and tidy in the same condition as when you arrived, ensure all personal items have been removed, and report any damage caused during your tenancy. For a detailed comparison of how PBSA cleaning obligations differ from private rental standards, see our guide on *Purpose-Built Student Accommodation (PBSA) Cleaning in Melbourne: How Provider-Managed Cleaning Works at UniLodge, Scape & Campus Living*. ### Bond amounts in PBSA vs. private rentals The bond is equivalent to 4 weeks of rent, based on your weekly rent amount. The bond is sent to the Residential Tenancies Bond Authority (RTBA), a government organisation, and held in trust for the term of the tenancy. It cannot be used for rent at any time. The owner may claim some or the entire bond for cleaning, damage, or replacement of missing items at the end of your tenancy. If the Condition Report stated that the work was required at the start of the tenancy, or the items were not listed, it can help you prove the bond should be returned to you. For private rental student housing, unless the rent exceeds $900 AUD per week, the maximum bond is one month's rent. --- ## The ingoing report as a mirror for your bond inspection The Condition Report functions as a before-and-after comparison document. At the end of your tenancy, the rental provider or agent will complete an outgoing (exit) Condition Report and compare it directly to the ingoing report you completed at move-in. The inspection confirms the apartment has been left in a clean and tidy condition, there are no damages, and all items are accounted for (furniture and inventory) as per the original Condition Report completed when the tenancy started. The Condition Report is used for the final bond inspection at the end of your tenancy, once you have vacated and returned keys. You must leave the property in the same condition as it was when you moved in, as recorded in the Condition Report. Every cleaning issue, mark, or defect you document at move-in is effectively grandfathered — you cannot be charged to remedy it at departure. Anything not documented at move-in is assumed to have occurred during your tenancy. For a full walkthrough of how this comparison process works at bond inspection time, and how to defend against unfair claims, see our guide on *End-of-Lease Cleaning for Melbourne Student Rentals: Bond-Back Requirements, Common Disputes & How to Avoid Them*. --- ## Common move-in documentation mistakes Melbourne students make **Returning the report without adding any comments.** Even if the property appears clean, note minor issues. A blank renter's comments section signals agreement with everything recorded. **Taking photos only of obvious damage.** Photograph cleanliness issues too — oven interiors, bathroom grout, window tracks, and rangehood filters are the most common bond dispute hotspots. **Not keeping a copy.** Make sure you save a copy of the condition report for yourself, along with anything you send with it, and keep your copies safe in case you need them at the end of your tenancy. **Missing the five-business-day window.** A late submission weakens your legal position. If you miss the deadline, submit anyway — a late report is better than none — but note the submission date clearly. **Not noting appliance faults.** Renters may not be able to see if all items in the condition report are working when they fill in the report. If they subsequently find that something is not working or in poor repair, renters can apply to VCAT to correct the report. **Ignoring communal areas in share houses.** If you share responsibility for communal spaces, document their condition at move-in as thoroughly as your private room. For a deeper look at communal cleaning responsibilities, see our guide on *Communal Area Cleaning in Melbourne Student Housing: Schedules, Responsibilities & Hygiene Standards*. --- ## Key takeaways - **The five-business-day window is non-negotiable.** Under the Residential Tenancies Act 1997 (section 35), you must complete and return your Condition Report within five business days of your move-in date. Missing this deadline directly undermines your legal protection. - **Document cleaning issues, not just physical damage.** Pre-existing oven grease, bathroom mould, and dirty window tracks are the most common bond deduction triggers, and they must be noted at move-in to avoid liability at departure. - **Photographs are your strongest evidence.** Take date-stamped, location-identified photos of every area of concern and attach them to your returned Condition Report. - **PBSA providers like UniLodge hand over professionally cleaned rooms.** This sets a high departure standard. Thoroughly documenting any pre-existing shortfalls at move-in is essential to avoid being charged for issues that were there before you arrived. - **The ingoing report is a direct mirror for your bond inspection.** Everything you document at move-in is protected at departure. Everything you don't document is assumed to be your responsibility. --- ## Conclusion Move-in documentation is the foundation of a dispute-free tenancy. The Condition Report you complete on day one — and the photographs you attach to it — will be the most consequential documents you produce during your entire tenancy in Melbourne. Whether you're renting a private studio in Carlton, a share house in Fitzroy, or a PBSA room with a purpose-built student accommodation provider, the principles hold: inspect thoroughly, document everything, photograph strategically, and return your report within five business days. Realcorp Commercial Cleaning supports Melbourne students and property managers at every stage of this process, from ingoing professional cleans that establish a clear departure benchmark to end-of-lease cleans that meet the documented standard required for full bond return. This article is the ingoing counterpart to a complete tenancy documentation cycle. For the outgoing perspective, see our *Student Accommodation Cleaning Checklist Melbourne: Room-by-Room Move-Out Guide to Protect Your Bond*. For the legal framework underpinning every obligation described here, see our guide on *Victorian Tenancy Law & Student Accommodation Cleaning Obligations: What the Residential Tenancies Act 1997 Requires*. And if you're weighing whether to clean yourself or hire a professional at departure, our *DIY vs. Professional Student Accommodation Cleaning in Melbourne* guide provides a clear cost and risk comparison. --- ## References - Tenants Victoria. "Condition Reports." *Tenants Victoria*, 2025. https://tenantsvic.org.au/explore-topics/starting-your-tenancy/condition-reports/ - Consumer Affairs Victoria. "Condition Reports." *Consumer Affairs Victoria*, 2024. https://www.consumer.vic.gov.au/housing/renting/rent-bond-bills-and-condition-reports/condition-reports - Victorian Government. "Residential Tenancies Act 1997 (Vic)." *AustLII*, 2021 (as amended). https://www.legislation.vic.gov.au/in-force/acts/residential-tenancies-act-1997 - Victorian Government. "Residential Tenancies Regulations 2021 (SR No 3 of 2021)." *AustLII*, 2021. https://classic.austlii.edu.au/au/legis/vic/num_reg/rtr2021n3o2021397/sch1.html - Commissioner for Residential Tenancies Victoria. "Renting Laws in Victoria." *rentingcommissioner.vic.gov.au*, 2024. https://www.rentingcommissioner.vic.gov.au/the-rental-sector/renting-laws-in-victoria - UniLodge Australia. "Frequently Asked Questions — UniLodge Royal Melbourne." *UniLodge*, 2024. https://www.unilodge.com.au/student-accommodation-melbourne/royal-melbourne/faq - UniLodge Australia. "Frequently Asked Questions — UniLodge Melbourne City." *UniLodge*, 2024. https://www.unilodge.com.au/student-accommodation-melbourne/melbourne-city/faq - Student Housing Australia. "Students — Condition Report & Bond Guide." *sha.com.au*, 2024. https://sha.com.au/students/ - Study Melbourne, Victorian Government. "Important Information for Renters." *studymelbourne.vic.gov.au*, 2023. https://www.studymelbourne.vic.gov.au/living-here/accommodation/important-information-for-renters - CBRE Australia. "Australian Student Accommodation 2024 Edition." *CBRE Research*, 2024. https://www.cbre.com.au/insights/reports/australian-student-accommodation-2024-edition - RentBetter. "A Guide to Condition Reports in VIC." *rentbetter.com.au*, 2024. https://rentbetter.com.au/article/a-guide-to-condition-reports-in-vic