Tenant Improvement Condition Report
Baseline condition documentation for commercial tenant move-in and move-out. Protect lease interests with independent, photographic condition reports.
Reviewed by: Brookstone Team
What is a Tenant Condition Report?
A Tenant Improvement Condition Report documents the physical condition of a commercial lease space at move-in or move-out. It establishes an independent, photographic record that protects both landlords and tenants from disputes over damage, wear, and maintenance responsibilities during the lease term.
Key Takeaways
- Prevents costly disputes over security deposits and damage claims
- Timestamped photos create defensible evidence
- Establishes clear baseline for lease-end comparison
- Protects both landlord and tenant interests equally
- Quick turnaround to align with lease timelines
Who Needs a Tenant Condition Report?
- Commercial tenants at move-in
- Landlords at tenant turnover
- Property management companies
- Corporate lease administrators
- Retail chain operators
- Restaurant & hospitality operators
Inspection Scope
- Interior finishes: walls, floors, ceilings
- Fixtures & built-in improvements
- Plumbing fixtures & condition
- Electrical outlets, switches, lighting
- HVAC unit condition in suite
- Windows, doors, hardware
- Signage & exterior elements
- Existing damage documentation
Deliverables
- Detailed condition report with room-by-room documentation
- Timestamped photographic evidence
- Condition ratings for each element
- Pre-existing damage inventory
- Comparison report (for move-out assessments)
- Executive summary for lease files
Tenant Condition Report Process
Our streamlined approach ensures thorough assessment with minimal disruption.
Coordinate Access
Schedule inspection aligned with lease commencement or termination.
Detailed Documentation
Photograph and assess every room, fixture, and surface.
Condition Report
Compile findings into organized, timestamped report.
Delivery & Filing
Deliver report to both parties for lease file records.
See a Sample Report
See how we document findings in a real Tenant Condition Report engagement.
Standards & References
- CCPIA ComSOP — Commercial Standards of Practice
- Alberta Residential Tenancies Act (commercial application)
- APEGA Engineering Practice Standards
Frequently Asked Questions
Should this be done at move-in, move-out, or both?
Ideally both. A move-in report establishes baseline condition, and a move-out report documents any changes — together they provide clear evidence for deposit and damage discussions.
How long does the inspection take?
Typically 1–3 hours depending on space size. Basic Commercial Inspection reports are typically delivered within 5–7+ business days of the on-site inspection. Property Condition Assessments (PCA) are typically delivered within 10–15+ business days. Final turnaround depends on property size, complexity, and any ancillary services ordered (e.g., Opinion of Probable Cost, Specialist Review etc.). Rush delivery may be available on request.
Is this the same as a PCA?
No. A Tenant Condition Report focuses specifically on the interior condition of a lease space for move-in/move-out purposes. A PCA evaluates the entire building's systems and structure.
Can this be used in legal disputes?
Yes. Our timestamped, photographic reports are designed to serve as independent evidence in lease disputes, arbitration, or legal proceedings.
Explore More
Services
- Basic Commercial Inspection
- Property Condition Assessment (PCA)
- Capital Reserve Forecast
- Opinion of Cost Report
Property Types
Service Areas
Need a Tenant Condition Report?
Get a detailed quote from our CCPIA-certified, APEGA-licensed team within 1 business day.
3 Certifications
43 Service Areas
Typical response: under 4 hours