Pre-tenancy condition report in Singapore: what landlords should record

A pre-tenancy condition report gives the landlord and tenant one shared answer to a simple question: what was actually in the unit, and what condition was it in, when the tenancy began? Done well, it reduces arguments about memory. Done badly, it becomes a folder of random photos that neither side can match to a room or item.

The report should support the tenancy agreement, not invent new terms after signing. The Council for Estate Agencies (CEA) publishes current residential tenancy templates and transaction checklists, while making clear that parties are free to negotiate their tenancy terms. Start with the agreement you are actually using.

Agree the reporting process before key handover

Decide who will prepare the first draft, when the tenant receives it, how long corrections may be submitted, who approves changes and how both parties will keep the final version. Put those steps in the tenancy documents or handover instructions before move-in.

CEA's current private-residential tenancy template is a useful example, not a mandatory contract. It includes an inventory, a property condition report and a negotiable "problem-free period". If your signed agreement uses different wording or timing, follow that instead.

Use a record someone else can navigate

Give every room and item a stable ID. A filename such as KITCHEN-SINK-03-close.jpg is more useful than IMG_8472.jpg. Keep the same order in the inventory, photo folder and issue register.

• property address, handover date and report version;
• room or zone, item ID and short description;
• visible condition and agreed functional result;
• overview and detail photo references;
• existing issue, action owner and target follow-up date; and
• landlord and tenant endorsement of the final version.

Keep observations factual. "Two 20 mm chips at lower-right cabinet door" is easier to compare than "cabinet quite old". Do not label a stain as a roof leak or a socket as electrically safe unless the cause or test has actually been established.

Photograph context first, then detail

Begin each room with one or two wide views showing layout and major items. Follow with closer images of floors, walls, ceilings, doors, windows, fittings, appliances and existing marks. Include a scale for a local defect when useful, but do not cover the surrounding surface.

Use even light, keep the original files and avoid filters or edits that change colour and contrast. A short continuous video can show how the room connects, but it should supplement labelled still images rather than replace them. Record meter displays clearly and avoid capturing identity documents, personal mail, Wi-Fi passwords or neighbouring homes unnecessarily.

Separate inventory from condition

The inventory answers what was supplied; the condition report records its state. For each furnished item or appliance, note the description, quantity, brand, model and serial number where accessible. Add remote controls, shelves, trays, cables, manuals and warranty documents that form part of the handover.

Count physical keys, letterbox keys, access cards, transponders and remotes, then identify which lock or facility each operates. Do not put door codes, alarm codes or full identity numbers into a broadly shared photo folder. Transfer secrets through an appropriate private channel.

Record function without turning handover into DIY testing

A basic function check can show that a supplied item operated at handover. It does not certify concealed services or predict how long an appliance will last. Agree which utilities must be active and which items are included before testing.

Stop if there is heat, a burning smell, repeated tripping, damaged electrical fittings, active leakage near electricity, unstable glass or another immediate hazard. EMA says work on an electrical installation, including repair or replacement, must be handled by a Licensed Electrical Worker; see its current electrical-safety guidance. A basic handover check is not an electrical safety inspection.

PUB similarly distinguishes simple tasks from regulated water-service and sanitary plumbing work. Its plumbing-work guidance says regulated work must be carried out by a PUB Licensed Plumber. The report can describe a leak or slow drain; it does not authorise someone to open walls or alter regulated pipework.

Turn problems into a tracked issue register

When something is missing, damaged or not working, create an issue with its item ID, description, photo reference, date raised and next action. Distinguish among an accepted existing condition, a landlord repair, a tenant correction to the draft and an item removed from the inventory.

After a repair, add the invoice or service note and a new photo without deleting the original record. If the tenant moves in before an agreed repair is complete, record access arrangements and the outstanding status in writing. Silence is not a useful workflow.

Give the tenant a real review opportunity

Send the complete draft, not a signature page on its own. Let the tenant check the unit against the report during the period in the agreement and submit corrections with item IDs and photos. Resolve differences in a revision log, then issue one locked final PDF or other agreed format to both parties.

Keep the source photos and signed version securely for the tenancy and any reasonable follow-up period. Limit access to people who need the record. If a managing agent or contractor receives it, share only the pages and images needed for that task.

Use the same structure at move-out

At the end of the tenancy, repeat the same room order, item IDs and photo angles where practical. Record current condition before alteration or disposal, then compare like with like. The report does not automatically decide fair wear and tear, responsibility or deposit deductions; those depend on the agreement and evidence.

Our move-out cleaning checklist covers the final clean. For a purchase handover rather than a rental baseline, use the separate HDB handover inspection guide. They serve different transactions and should not be treated as interchangeable forms.

Prepare the unit before documenting it

Complete agreed repairs and remove previous occupants' belongings before the final record. Clean the unit so dust does not hide a surface or make an appliance appear damaged. SparkFlow's move-in cleaning, plumbing, aircon and electrical teams can be scoped separately where the pre-tenancy checks find work that needs a specialist.

The goal is not a bigger report. It is a record that two people can understand months later: one agreed version, specific observations, traceable photos and no guesswork about what was tested.