TL;DR
- The condition report is your legal baseline — plumbing sections must be completed accurately at the start and end of every tenancy, not filled in as a formality.
- From 23 March 2025, NSW landlords who want to pass on water usage charges must document that all taps, showerheads, and toilets meet water efficiency standards — a written statement from a licensed plumber is one accepted form of evidence.
- Repair invoices, CCTV inspection reports, and dated photographs are the documents that actually protect you if a dispute reaches NCAT.
- The gap between tenancies is the best time to inspect, fix, and record — before a new tenant moves in and the clock starts again.
Why the gap between tenancies matters more than most landlords realise
Most plumbing disputes between Sydney landlords and tenants come down to one question: what was the condition of the property when the new tenancy started? If you can answer that clearly, with dated paperwork to back it up, you’re in a strong position. If you can’t, you’re relying on memory and goodwill — neither of which carries much weight at NCAT.
The period between one tenant leaving and the next moving in is your window. It’s when you can inspect properly, fix what needs fixing, and build the paper trail that protects you for the entire tenancy ahead. Do it well and you’ve got documentation that covers water efficiency compliance, plumbing condition, and any repairs made. Skip it and you’re starting the next tenancy with gaps in your record.
The condition report: fill it in properly, every time
The NSW standard condition report is a legal document, not an admin chore. Under the Residential Tenancies Regulation 2019, the report template includes room-by-room condition sections, minimum standards checklists, and a specific section on water usage charging and efficiency devices. Every section needs to be completed accurately — not just ticked through.
For plumbing specifically, the condition report should reflect the actual state of taps, toilets, showers, drains, and hot water at the time of the inspection. If something was repaired between tenancies, note it. If a tap was replaced or a drain cleared, record it. The condition report signed at the start of a tenancy is presumed to be a correct statement of the property’s condition on that day — so what you put in it matters.
The water efficiency section is particularly important now. If your property is separately metered and you intend to charge the incoming tenant for water usage, the condition report must confirm that the property meets the required efficiency standards. That means no leaking taps or toilets, and fixtures that comply with the relevant flow rate requirements. Leaving that section blank or incomplete means you may not be able to recover water charges later.
Water efficiency: the documentation requirement most landlords miss
Since 23 March 2025, NSW landlords who want to pass on water usage charges must ensure their rental property has dual-flush toilets with a minimum 3-star WELS rating, in addition to the existing tap and showerhead flow rate requirements. That’s not just a hardware obligation — it’s a documentation one.
NSW Fair Trading accepts several forms of evidence to demonstrate water efficiency compliance. One of the most useful is a written statement from a licensed plumber. That statement needs to clearly identify the plumber, confirm they conducted a water efficiency check of the property, and state whether the fixtures meet the minimum requirements. Other accepted evidence includes receipts, WELS packaging, warranties, and instruction manuals for individual devices.
The practical approach: have a licensed plumber inspect the property between tenancies, fix any leaking taps or toilets, and provide a written report confirming compliance. That report, kept with your condition report, gives you a defensible record if a tenant ever challenges water charges through NSW Fair Trading or NCAT.
The documents worth keeping for every tenancy gap
A solid documentation file for each property doesn’t need to be complicated. These are the records worth collecting between every tenancy:
- Outgoing inspection report and photos — room-by-room, dated, with plumbing fixtures clearly photographed. Taps, toilets, showerheads, visible pipes under sinks, the hot water unit, and any outdoor taps.
- Repair invoices — any plumbing work done between tenancies should produce a written invoice from a licensed plumber, with the date, the work completed, and the parts used. Keep originals.
- Compliance certificates — if gas work, hot water replacement, or other licensed work was done, the compliance certificate is a legal requirement in NSW and should be filed with your property records.
- Water efficiency statement — a written report from a licensed plumber confirming the property meets the water efficiency standards, as described above.
- CCTV drain inspection reports — not needed every time, but valuable for older properties or after a tenancy where drainage complaints were raised. The written report and footage give you a baseline for the next tenancy.
- Incoming condition report — completed before the new tenancy starts, signed by you, and given to the tenant to review and return within the required timeframe.
Older Sydney properties: why the documentation gap is riskier
A lot of Sydney’s rental stock is older — terraces, semis, brick units, and post-war houses that were built with galvanised supply pipes, clay sewer lines, and hot water systems that have been running for fifteen years or more. These properties carry a higher baseline risk of plumbing faults developing during a tenancy, which makes the between-tenancy inspection and documentation more important, not less.
If you own a property built before the 1980s, the gap between tenancies is a sensible time to run the water meter test, check under sinks for drips, look at the condition of flexible hoses, and confirm the hot water unit is still performing. Catching a problem now, documenting the fix, and recording the repaired condition on the incoming condition report is far cheaper than dealing with the same fault mid-tenancy — when you’re legally obliged to act fast and the tenant is watching.
For more on what older Sydney properties typically carry, the post on rental property plumbing and landlord repair obligations covers the common fault types by property age and housing stock.
What to do when a repair is done mid-tenancy
Documentation isn’t just a between-tenancy task. Any plumbing repair completed during a tenancy should also be recorded — invoice, date, description of the work, and the name and licence number of the plumber who did it. This matters for two reasons.
First, it shows you responded to the fault. If a tenant reported a leaking tap and you have a dated invoice showing it was fixed within a reasonable timeframe, that’s your evidence of compliance with the repair obligation under the Residential Tenancies Act 2010 (NSW). Second, the repair record helps you assess the property’s condition accurately at the end of the tenancy. If the same fixture fails again under the next tenant, you have a repair history that helps distinguish fair wear and tear from tenant-caused damage.
The two-minute check worth doing before every new tenancy starts
Before you hand over keys, run through this quickly:
- Turn on every tap and check for drips at the spout and around the base.
- Flush every toilet and confirm it stops running within a reasonable time.
- Check under every sink for moisture, drips, or staining on the cabinet floor.
- Look at the flexible hoses behind toilets and under sinks — if they’re braided steel and more than five years old, consider replacing them before the tenancy starts.
- Check the hot water unit for any signs of corrosion, leaking, or age-related wear.
- Run water in the shower and confirm drainage isn’t slow.
None of this replaces a proper licensed plumber inspection, but it takes five minutes and catches the obvious faults before the tenant does.
What happens if a plumbing dispute reaches NCAT
If a dispute about plumbing condition or water charges ends up at the NSW Civil and Administrative Tribunal, the documents that carry the most weight are the ones with dates on them. Photographs, dated written communications, repair receipts, condition reports, and plumber’s written statements are the evidence that actually decides these cases. A verbal account of what the property looked like, or a general recollection that the taps were fine, doesn’t get you far.
The condition report is the starting point. If it’s accurate and detailed, it sets the baseline. If it’s vague or incomplete, that gap works against you. Repair invoices show you acted on faults. A licensed plumber’s water efficiency statement shows you met the compliance requirements. Together, these documents tell a clear story — and a clear story is what protects you.
For a breakdown of which plumbing faults are classified as urgent under NSW law and what your repair timeframes actually are, see the post on urgent plumbing repairs landlords must fix fast in NSW.
Getting it sorted before the next tenant moves in
If you’ve got a property sitting vacant right now, or you’re preparing for a change of tenancy, this is the right moment to get a licensed plumber through. A proper inspection, any repairs that are needed, and a written report confirming the plumbing condition gives you the documentation you need before the new tenancy starts — not after something goes wrong.
Jasco Plumbing works with Sydney landlords across all property types. We can inspect the plumbing, fix what needs fixing, and provide a written report you can keep on file. Same-day availability, fixed pricing before work starts, and a licensed plumber on every job. Call us or book online to get it sorted.