When inspections are required
At the start of a tenancy, the landlord and tenant must inspect the unit together when the tenant takes possession (or at another mutually agreed time). A further inspection may be required when the landlord first permits a pet and a pet damage deposit is applicable. At the end of tenancy, the landlord and tenant inspect the vacated unit on or after the date the tenant stops occupying it, or another mutually agreed time. Landlords must give two reasonable opportunities to schedule an inspection; if the first does not work, use RTB-22 for the final opportunity.
Record the actual condition, not just signatures
- At move-in, record the legal names and addresses of landlord and tenant, the rental unit address, the date the tenant became entitled to possession and the inspection date.
- Walk through each room and inspect walls, ceilings, floors, windows, doors, bathroom fixtures, appliances and supplied furnishings or facilities. Mark their condition, identify existing damage, note cleanliness and list repairs needed.
- Record the number of keys or access devices provided and take dated photographs or video as supporting evidence. Include details of areas not available for inspection.
- At move-out, compare the original condition with the final condition, note keys returned, describe damage (distinguishing ordinary wear and tear), and give the tenant an opportunity to record disagreement.
- Both parties or authorized agents should sign the applicable report sections. A tenant's signature acknowledging participation should not be treated as automatic agreement with every alleged damage item; record disagreement in the designated box.
Provide copies by the statutory deadlines
The landlord must give the tenant a signed copy of the move-in report within 7 days after the inspection. A signed copy of the move-out report must be given within 15 days after the later of the inspection date and when the landlord receives the tenant's forwarding address in writing. The report must be served using an allowed method. Keep proof of delivery.
What about deductions from a deposit?
A condition report helps document damage but does not, by itself, permit the landlord to keep a residential security or pet damage deposit. Any deduction must follow the deposit rules. The tenant can record agreement to specified deductions on the move-out report; an agent cannot consent to a deposit deduction without the tenant's authorization. If there is no valid written agreement to deduct, the landlord may have to seek an RTB order. Missing inspections or required report copies may extinguish a landlord's right to claim against deposits for damage, although claims for other losses can remain possible.
Common mistakes
Failing to offer two reasonable inspection opportunities, completing the inspection without inviting the tenant, leaving damage descriptions blank, ignoring the tenant's disagreement, treating normal wear as chargeable damage, or missing the 7-day and 15-day report-copy rules. Keep RTB-27 and all supporting photographs, correspondence and service records together.