Routine property inspections are essential for preventative maintenance and protecting your investment. By catching small issues (like a minor leak or pest activity) early, you save thousands in potential future repairs. However, when scheduling these checks, you must always respect the tenant’s right to privacy.
This guide outlines the purpose and acceptable frequency of routine inspections under the Residential Tenancies Act (RTA) in Ontario.
1. Inspection Frequency: What is “Reasonable”?
While the RTA does not set a hard number for how many inspections are allowed per year, it requires that the entry must be reasonable.
What the Landlord and Tenant Board (LTB) considers reasonable typically falls within the range of:
| Frequency | Reasonableness |
|---|---|
| Annual or Semi-Annual (1-2 times/year) | Highly recommended; generally viewed as standard and reasonable. |
| Quarterly (4 times/year) | Often acceptable, especially for older properties or those with known maintenance needs. |
| Monthly or Weekly | Generally considered excessive and may lead to a finding of harassment or interference with the tenant’s enjoyment, unless there is a specific, documented maintenance issue being addressed. |
The Purpose is Maintenance: Remember, the legal reason for the inspection is to determine the unit’s “good state of repair and fit for habitation.” It is not a chance to check on the tenant’s personal cleanliness, habits, or belongings. Inspections should be focused on the structural elements, appliances, and maintenance needs.
2. The Golden Rule: Proper Notice is Mandatory
Regardless of how reasonable the frequency is, every routine inspection requires the landlord to comply with the RTA’s entry procedure.
You must always provide:
- 24 hours’ written notice.
- The valid reason (e.g., “to conduct an inspection to determine the need for repairs”).
- A date and a time between 8:00 a.m. and 8:00 p.m.
If you skip the notice, the tenant has the right to refuse entry, and you could face action at the LTB.
3. Post-Inspection Documentation is Your Best Defense
If an inspection reveals damage beyond normal wear and tear, your ability to seek compensation relies entirely on documentation. This is where your move-in and move-out reports become indispensable.
Make sure to:
- Use a Checklist: Follow a standardized checklist (like the one in our Canvas guide) to ensure you inspect every room and fixture consistently.
- Take Time-Stamped Photos: Only photograph the new damage, and compare it directly to your original move-in photos (which should also be time-stamped).
- Identify Responsibility: Clearly distinguish between normal wear and tear (faded paint, worn carpets—your responsibility) and damage (holes in walls, deep scratches from misuse—the tenant’s responsibility).
Proper documentation is the foundation of a successful tenancy and is your strongest piece of evidence if a dispute over property damage ever arises.
