Form 4: Refund of rental bond

Who sends or completes it?

A tenant, resident or managing party can start a bond refund request with the RTA.

When is it used?

After the tenancy has ended and the relevant notice has reached its expiry date.

Read the entire form, including its notes and timeframes. The correct next step can depend on your agreement type, the stated reason, how the document was delivered and what has already happened.

Wait until the tenancy and notice position are clear

Form 4 starts or records a request for payment of a rental bond after the tenancy has ended. Confirm that the agreement has actually ended, the keys have been returned and any required notice period has expired. A move-out date, a final inspection and a bond refund date can be different events, so write each date down before submitting anything.

Use the RTA’s current process and Australian bank-account details. Check the bond number, property address and every contributor’s name against the RTA acknowledgement. A forwarding address and a reliable email or phone number help the RTA contact you if another party disputes the proposed payment.

Agree the claim with every bond contributor where possible

A joint agreement is the simplest refund path. Compare the proposed split with the actual payments and any written agreement between co-tenants. Do not sign for another contributor without authority. If one person is unreachable, keep evidence of contact attempts and ask the RTA what the current process requires rather than quietly changing the names on the form.

Read the amount in each field before approving it. A refund request is not the place to bundle an unresolved rent, utility or cleaning argument without explaining the figure. Separate the bond calculation from other debts and keep a written record of what each party agrees is being claimed.

Treat proposed deductions as evidence questions

For every deduction, ask what happened, when it was noticed, what the entry report said and how the amount was calculated. A quote or invoice may support a claim, but it does not automatically prove the tenant caused the issue or that the entire cost belongs to the bond. Fair wear and tear and pre-existing condition need to be considered.

Ask for the exit report, photographs, invoices and the rent ledger when a claim is unclear. A concise table is useful: item, entry condition, exit condition, evidence, amount and your response. Keep the request in writing so there is a clear record if the RTA later sends a Notice of claim.

Act quickly if the RTA sends a Notice of claim

If another party claims an amount you did not approve, read the date and response instructions on the RTA notice immediately. The dispute period is time-sensitive. Send the response through the current RTA channel, identify each amount you dispute and attach the most direct evidence rather than a long message that leaves the requested outcome unclear.

Do not ignore a notice because the agent promised to ‘sort it out’. Keep the original email or letter and proof of your response. If the claim concerns safety, substantial damage, rent arrears or a large amount, contact QSTARS or another tenancy adviser promptly while the RTA process is still open.

A worked example of a defensible response

Imagine a $1,600 bond and a proposed $240 carpet deduction. Your entry photographs show the same dark mark in the lounge, while the exit report says the room was vacuumed and no new damage was recorded. A useful response identifies the carpet location, attaches the dated entry photograph and asks the claimant to withdraw or explain the deduction. It does not need to accuse the agent of fraud.

If the evidence shows a new stain instead, acknowledge that part and ask for the reasonable repair amount. The aim is a supportable bond decision, not an automatic refusal of every deduction. Keep the RTA acknowledgement, Form 1a, Form 14a, photos, messages and receipts in one folder until the refund is final.