Move-In and Move-Out Inspections: Your Best Protection Against Deposit Disputes
Most deposit disagreements come down to one question: what condition was the unit in when the tenant arrived? A written record from move-in answers it.
Why the report matters
A condition inspection report records the state of each room at the start of a tenancy and again at the end. Compared side by side, the two reports show what is normal wear and what is damage. Wear and tear from ordinary living is not something you can charge for. Damage beyond it can be, and the reports and dated photos are your evidence.
Do it together
Walk through the unit with the tenant, ideally before their belongings arrive. Go room by room and note the condition of walls, floors, windows, appliances, fixtures and keys. Take dated photos, then both sign and keep a copy each.
Example: British Columbia
BC makes this a legal requirement, and the stakes are high. Landlords use the standard RTB-27 Condition Inspection Report and must offer the tenant at least two opportunities to attend each inspection. A copy of the move-in report must be given to the tenant within 7 days, and the move-out report within 15 days. If a landlord skips the inspections or the copies, they lose the right to claim against the security or pet damage deposit for damage.
Other places have their own rules, but the habit is useful everywhere.
A simple routine
- Schedule the move-in walkthrough for the day keys are handed over.
- Complete, sign and share the report straight away.
- Photograph anything noteworthy.
- Repeat the process at move-out, using the original report as your baseline.
- Keep both reports with the lease for as long as you may need them.
Keep it with the lease
Keeping the tenancy agreement, the tenant details and your paperwork together makes this routine easier to follow. Keystead stores your leases and tenants side by side, so the documents you need are in one place.
Rules vary by location. This post is general information, not legal advice.