Move-in and move-out inspection checklist for landlords

Thorough inspections at the start and end of a tenancy are one of the most effective ways to protect both landlords and tenants. A documented record of the property's condition creates a clear reference point if a dispute arises over damages or the return of a security deposit. In several provinces, these inspections are also required by law.

When to Conduct Inspections

At minimum, landlords should conduct a move-in inspection before the new tenant takes possession, and a move-out inspection once the tenant has vacated. Both inspections should be done with the unit empty, furnishings removed, and the space in a clean and accessible state.

Many landlords also conduct periodic inspections during the tenancy to monitor maintenance needs and the general condition of the unit. In most provinces, landlords must give at least 24 hours' written notice before entering for any inspection during the tenancy.

How to Conduct a Move-In Inspection

Schedule the inspection at a time that works for both parties, ideally on or just before the move-in date once the previous tenant has vacated. If a mutually agreeable time cannot be reached, the landlord may perform the inspection alone and provide the tenant with a signed copy, though this limits the tenant's ability to dispute the condition at move-out.

Use a condition inspection report that captures the property address, the names and signatures of both parties, the tenancy start date, and the date of the inspection. Walk through each room and note the condition of individual items, including any pre-existing damage. Photographs of any areas of concern are useful supporting evidence.

Both parties must sign the completed form. The landlord must provide the tenant with a copy within the timeframe required by their province.

How to Conduct a Move-Out Inspection

The move-out inspection uses the same condition report completed at move-in, allowing a direct comparison of the unit's condition at the start and end of the tenancy. Schedule it at a time that works for both parties after the tenant has removed all furnishings and cleaned the unit.

Walk through each room and note any changes from the move-in condition. Both parties sign the completed form, and the landlord provides the tenant with a copy within the required timeframe.

If a tenant refuses to participate in either inspection after repeated attempts to schedule one, the landlord may conduct the inspection alone and document the attempt.

Inspection Rules by Province

British Columbia

Inspections are mandatory at the start and end of every tenancy under the Residential Tenancy Act. Landlords must use the prescribed RTB-27 Condition Inspection Report or a form that contains the equivalent information. The move-in inspection must take place once the unit is empty after the previous tenant has vacated. Tenants must vacate by 1:00 pm on the last day of the tenancy. Landlords must provide the tenant with a copy of the move-in report within seven days of the inspection, and the move-out report within 15 days. Landlords must give 24 hours' written notice before entering for periodic inspections during the tenancy, and may enter once per month for this purpose.

Ontario

Move-in and move-out inspections are not mandatory under the Residential Tenancies Act but are strongly recommended. A standardized condition report is not required by law, but using one provides a clear record if a dispute is later filed with the Landlord and Tenant Board. Landlords must give 24 hours' written notice before entering for an inspection during the tenancy and should limit the frequency of entries.

Alberta

Inspections are mandatory at both the start and end of every tenancy under the Residential Tenancies Act. Alberta does not have a provincially prescribed form, but landlords must use a written inspection report that documents the condition of the unit. The move-in inspection must take place within one week before or after the tenant moves in. The move-out inspection must take place within one week of the tenant vacating. Landlords must give 24 hours' written notice before entering for periodic inspections during the tenancy.

Manitoba

Inspections are mandatory when a security deposit is collected, under the Residential Tenancies Act. Landlords must use the RTB Condition Report Form. Both parties must sign the report, and the landlord must provide the tenant with a copy. Landlords must give 24 hours' written notice before entering for a periodic inspection during the tenancy, and may enter between 9:00 am and 8:00 pm only.

Quebec

Quebec does not require a formal condition inspection under the Civil Code of Quebec. However, conducting and documenting a condition inspection at both move-in and move-out is strongly recommended. A written record of the unit's condition at the start of a tenancy is valuable evidence if a dispute is brought before the Tribunal administratif du logement (TAL). Note that Quebec prohibits damage deposits entirely, so any claim for damages must be pursued through the TAL.

What to Include in an Inspection Checklist

A thorough inspection checklist should be organized by room and cover all standard items including:

• Floors, walls, ceilings, doors, windows, and locks in each room
• Kitchen appliances, countertops, cabinets, and fixtures
• Bathroom fixtures, tiles, and ventilation
• Heating and cooling systems
• Electrical outlets, switches, and lighting
• Smoke and carbon monoxide detectors
• Storage areas, parking, and outdoor spaces where applicable

Note the general condition of each item and record any specific damage, staining, or wear.

liv.rent offers a free downloadable Rental Inspection Checklist covering every item in this list with space to add rooms and notes specific to your unit.

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