A thorough inspection report is the single best way to prevent disputes, protect your property, and ensure a smooth tenancy transition. In Ontario, while these reports aren’t legally mandatory, they are indispensable evidence at the Landlord and Tenant Board (LTB) if you ever need to address property damage.
Here is your practical, step-by-step guide to documenting the condition of your rental unit with clarity and precision.
Part 1: The Move-In Inspection: Setting the Baseline
The goal of the move-in report is to capture a complete, objective snapshot of the property’s condition before the tenant takes possession. This becomes the “before” picture for all future comparisons.
1. Structure and Detail
Design a report that covers every surface of every room. Use clear categories rather than simple yes/no checks:
- Document Everything: Walls, ceilings, floors, baseboards, doors, windows, and light fixtures.
- Appliances and Fixtures: Detail the condition and functionality of the stove, fridge, dishwasher, faucets, toilet, shower, and any included washer/dryer.
- Rate the Condition: Use a consistent rating system (e.g., Excellent, Good, Fair, Poor, Damaged) and ensure the tenant understands it.
- Note Existing Flaws: Crucially, document any pre-existing minor damage, such as a small scratch on the floor, chipped paint on the trim, or scuff marks on the wall. This prevents the new tenant from being unfairly charged later.
2. The Power of Visual Documentation
Photographs and videos are non-negotiable. They offer objective proof that a written description alone cannot match.
| What to Photograph | Why It Matters |
|---|---|
| Wide-Angle Room Shots | Establishes the overall condition of walls, ceiling, and flooring in context. |
| Inside of Appliances | Focus on the interior of the oven, microwave, and fridge to document initial cleanliness. |
| All Windows/Doors | Check seals, screens, and functionality of locks and latches. |
| Pre-Existing Flaws | Take close-ups of every scuff, stain, or chip noted as “Fair” or “Poor” on the report. |
| Time-Stamped Evidence | Ensure your photos and videos are time-stamped and saved securely. |
- Video Walkthrough: Record a continuous video walkthrough of the entire unit, narrated as you go.
- Sign and Share: Have both parties sign and date the final written report. Provide the tenant with a copy of the report and the digital files (photos/video) to ensure both parties possess the same documentation from Day One.
Part 2: The Move-Out Inspection: The Final Comparison
The move-out inspection is conducted after the tenant has completely removed their belongings and cleaned the unit, ideally on or immediately after the move-out date.
1. Scheduling and Notice
- Provide Proper Notice: If you plan to enter the unit for a move-out inspection before the tenant has vacated, you must provide the tenant with at least 24 hours’ written notice to enter between 8 a.m. and 8 p.m. This is a rule under the RTA.
- Final Walkthrough: Schedule a time for both parties to walk through the unit together one last time.
2. Compare and Contrast
- Use the Original Report: Compare the current condition of the unit directly against the signed move-in report and visual evidence.
- Identify Changes: Systematically go through your checklist. Note any new damage, specifying its location and extent.
- Final Photos: Take new time-stamped photos of only the areas that are now damaged or unclean and compare them directly to the move-in photo of that same spot.
- Key Return: Document the return of all keys and/or fobs.
3. Finalize Documentation
- Complete the Move-Out Report: Fill out the move-out column on your checklist.
- Signatures: Have both the landlord and the tenant sign the final report. If the tenant disagrees with a finding, allow them to note their dissent or comments directly on the form.
Part 3: Understanding Wear and Tear (RTA Compliant)
This is a critical distinction in Ontario and must be clear to both parties. You can only hold a tenant responsible for damage, not for the natural aging of the property. Natural aging of the property is considered normal wear and tear.
| Category | Description | Tenant Responsibility? |
|---|---|---|
| Normal Wear & Tear | Deterioration that occurs from the regular use of the unit over time. | No (Landlord’s responsibility) |
| Damage | Deterioration resulting from negligence, misuse, or carelessness (by the tenant or their guests). | Yes (Tenant’s responsibility) |
| Examples | Faded paint, worn carpet in a high-traffic area, slightly loose door hinges, minor scuffs. | Holes punched in a wall, pet-induced scratches on floors, burns on a countertop, broken fixtures due to misuse. |
Important RTA Note on Damages: Because Ontario law prohibits the collection of any damage deposit, you cannot simply deduct repair costs from the tenant’s last month’s rent deposit. If a tenant is responsible for damage beyond wear and tear and refuses to pay, your well-documented reports and evidence will be submitted to the LTB to seek compensation.
By mastering the art of documentation, you create an objective paper trail that minimizes misunderstandings and provides a robust foundation for your property management, all while operating fully within the rules of Ontario tenancy law.
