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Move-in condition inspection

Last updated on December 7, 2023

A move-in condition inspection is also called a walk through. The landlord and tenant walk through the unit together and document any damages or concerns. Move-in condition inspections are important for determining who should pay for any damages to the unit.

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Move-in inspections can reduce conflict about repairs and deposits

Move-in inspections give both the landlord and the tenant a chance to agree on how the rental unit should look when the tenant moves in. This helps to prevent disagreements later on. 

The inspection record can be used as proof if there's a dispute about who should pay for repairs in the unit. It's also used to decide if the landlord can keep some or all of the security and pet deposits when the tenant moves out. 

Planning and booking the inspection

Landlords and tenants should walk through the unit together to help ensure everyone is familiar with the condition of the unit. The landlord is responsible for booking the inspection.

The walk through should happen on the day the tenant gets the keys to the unit, but the landlord and tenant can agree to do it at another time.

If the walk through is done at another time, the landlord and tenant should try to pick a time when:

  • Both parties have signed the tenancy agreement
  • The tenant has paid the security deposit and first month's rent
  • The unit is empty
  • The previous tenant has moved out
  • The new tenant has not yet moved in

Learn more about landlord and tenant responsibilities for scheduling the inspection.

What to look for during the inspection 

Before a tenant moves into a new rental unit, the landlord and tenant should both check the condition of the unit. When doing the inspection, the landlord and tenant should be checking the unit for anything that’s dirty or damaged.

Key areas to check

Security and stability 

  • Check that everything attached to walls or doors is secure and not loose  
  • Make sure that the locks and doors are functioning properly 

Mould and water damage 

  • Check for signs of mould and water damage on ceilings, walls and floors 
  • Look around windows for any signs of water leakage  

Cabinets and storage 

  • Open cabinets and check if they are clean and well-maintained
  • Ensure the shelves are stable and damaged 
  • Look for any signs of water damage inside the cabinets 

Plumbing and fixtures 

  • Test sinks, showers and bathtubs to ensure they work properly and do not leak  
  • Check that all plumbing fixtures are in good working condition

Appliances 

  • Inspect and test all appliances to ensure they are clean and working correctly 
  • Ask the landlord about the age of each appliance to see if any are getting old and might need replacement soon

Ventilation 

  • Check if the kitchen hood vent fan and bathroom fans are working correctly 

Smoke and carbon monoxide detectors 

  • Confirm that smoke and carbon monoxide detectors are working and have been tested recently 

Exterior and outdoor spaces 

  • Look at the outside walls, roof and eaves of the unit for any signs of damage 
  • Check the condition of any outdoor spaces like yards, balconies, patios, parking or storage areas that the tenant can access

Shared services and facilities should be inspected 

It's a good idea for both landlords and tenants to take this opportunity to inspect shared services and facilities, like parking, storage and shared laundry, together. 

Landlords must maintain and provide the shared services listed in the tenancy agreement. If any repairs are required for these shared areas, the tenant should follow the process for reporting repairs to the landlord.

Shared areas in strata buildings

When the rental unit is in a strata building, the strata council is usually responsible for making repairs in shared areas.

Documenting the condition of the unit

The landlord and tenant should complete a condition inspection report together during the walk-through.

Using the Residential Tenancy Branch condition inspection form

The Residential Tenancy Branch (RTB) provides a Condition Inspection Report (PDF, 1.3MB) - Form RTB-27 for landlords and tenants to use, but landlords can decide to use their own form. 

What needs to be in the condition inspection report

The condition inspection report must include:

  • The full legal names of the landlord and tenant, and the tenant’s agent if they have one
  • The address of the rental unit
  • The date the tenant gets the keys to the unit
  • The landlord’s address for service
  • The date of the inspection

Rooms and hallways

The report must also note the condition of each of the hallways and rooms in the unit, including: 

  • Floors, such as hardwood, carpet and tile
  • Window coverings such as blinds and curtains
  • Appliances
  • Furniture provided by the landlord
  • Fixtures, such as light fixtures and counters
  • Electrical outlets and electronic connections

Exterior spaces

The report must also note the condition of the exterior of the unit, as well as any exterior spaces that the tenant has sole access to use, including:

  • Balconies and patios
  • Yard space
  • Garages and storage spaces
  • Parking spaces

If there are disagreements about the condition of the unit

The landlord and tenant may disagree about cleanliness or damage to a feature of the unit. If a disagreement happens, the landlord must allow the tenant to record their own assessment of the condition of the feature on the report. 

The tenant should include: 

  • The room or space
  • The feature
  • A description of its condition

If the landlord doesn't agree that part of the unit is damaged or dirty, they may not agree to repair it. If the tenant believes that repairs are required and the landlord does not agree, they can refer to the guidelines for resolving conflict about repairs.

If repairs are needed 

The landlord and tenant may agree that the a feature of the unit needs to be repaired. The landlord must arrange for this repair to be completed. 

If repairs are needed but the landlord does not make them within a reasonable amount of time, the tenant can apply for an order requiring the landlord to make the repair. 

Taking photos and videos of the unit

It’s a good idea for both parties to take many photos and videos of the rental unit during the inspection. Make sure the photos and videos show any damage, stains, wear-and-tear and missing features. Photos and videos can be used as evidence if there are future issues about who should pay for repairs.

Tenant role, rights and responsibilities

Scheduling the inspection

Tenants should make every effort to attend the condition inspection. The tenant has a right to be given 2 opportunities to complete the condition inspection, and notice of the last opportunity must be given in writing.

If the tenant does not attend the inspection they may lose their right to get their security or pet deposits back at the end of the tenancy.

Sending someone else to attend the inspection

If the tenant wants to have someone attend the condition inspection on their behalf, they must let the landlord know the person's name in writing before the inspection.

If the landlord doesn’t schedule the inspection

It's the landlord's responsibility to schedule the move-in inspection. If the landlord doesn't, it's a good idea for the tenant to ask the landlord in writing to schedule it.

If the landlord still does not schedule the inspection, the tenant should:

  • Do the inspection alone,
  • Complete the condition inspection report
  • Take photos or videos of any damage
  • Save the request to schedule the inspection, the report, and the photos and videos somewhere safe and accessible

The tenant can use this documentation in case of future disagreements about damage to the unit.

Seeking dispute resolution 

Tenants may also choose to apply for dispute resolution if their landlord doesn't schedule a move-in inspection. Dispute resolution is a process to help resolve conflicts between landlords and tenants. 

The landlord loses their right to claim against the tenant's security deposit if they don't schedule the inspection.

Attending the inspection

The tenant’s role is to observe the condition of the unit and point out any damage or cleanliness issues. The tenant should also take photos or videos of the unit during the walk through.

At the end of the inspection

The tenant must be given an opportunity to record any disagreement with how the landlord has documented the condition of the unit.

The tenant should then sign the condition inspection report. Signing the condition inspection report means that the tenant agrees to the condition of unit. 

If repairs are required

The condition inspection is a good opportunity for the landlord and tenant to agree about what repairs the landlord will complete and by when. The tenant and landlord should record any repairs required on the condition inspection report.

If something is missed in the condition inspection report

If the tenant finds damages that are missed during the condition inspection they should inform the landlord as soon as possible. Any damage that is found after the condition inspection might lead to a disagreement about who should pay for repairs.  

Getting a copy of the inspection report

The landlord must give the tenant copy of the move-in inspection report within 7 days of the inspection. Tenants should take photos of the inspection report after signing it in case the landlord doesn’t provide a copy of the report.

Tenants should store the report somewhere safe and accessible in case it is needed in future.

If the landlord doesn’t provide a copy of the inspection report

Tenants should request a copy in writing if the landlord doesn’t provide a copy of the inspection report. The landlord loses their right to claim against the tenant's deposits if they don't give the tenant a copy of the inspection report.

Multiple tenants moving into the unit at the same time 

Every tenant moving into the unit should try to be present for the condition inspection. Only one tenant will need to take responsibility for signing the condition inspection report on behalf of all the tenants. 

The landlord should name all the tenants on a separate Schedule of Parties (PDF, 617KB) - Form RTB-26. 

Landlord role, rights and responsibilities

Before the inspection 

Landlords should make sure that the unit is clean and in good condition before the inspection. The rental unit should be empty and free of any belongings left by the previous tenant. 

The previous tenant should have moved out and the new tenant should not have moved in yet. 

Referencing past inspection reports 

If available, landlords should reference past inspection reports to compare the condition of the unit. 

This can help identify any changes or damages, which may have occurred since the last inspection and provide a clearer picture of the current condition. 

Scheduling the inspection 

Landlords are responsible for scheduling condition inspections. They should be flexible and reasonable about scheduling.

The landlord must give the tenant 2 opportunities to schedule the inspection. If the tenant doesn’t show up for the first condition inspection, the landlord must give the tenant notice using the Notice to Schedule a Condition Inspection (PDF, 609KB) - Form RTB-22.

Sending someone else to attend the inspection

The landlord can have someone else attend the inspection on their behalf. They must notify the tenant in writing that someone else will be attending. 

Scheduling tips

Give written notice using the Notice to Schedule a Condition Inspection (PDF, 609KB) - Form RTB-22.

Both opportunities to schedule the condition inspection with the tenant should be done as early as possible. Landlords should also provide written notice of both. 

During the inspection

The landlord’s role during the inspection is to fill in the condition inspection report. 

After the inspection

The landlord must give the tenant an opportunity to record any disagreement about the state of the unit.

The landlord should also give the tenant the opportunity to sign the form. 

Give the tenant a copy of the report within 7 days

The landlord must give the tenant a copy of the inspection report within 7 days of the inspection. The landlord should save their copy of the report somewhere safe and accessible in case it is needed in future.

Losing rights to the security and pet deposits

The landlord loses their right to claim against the tenant's deposits if they do not:

  • Give the tenant 2 chances to schedule the condition inspection
  • Take part in the inspection 
  • Complete the condition inspection report
  • Give the tenant their copy of the report within 7 days

If more than one tenant is moving in and all tenants are on the tenancy agreement

The landlord should try to schedule the inspection when all tenants on the same tenancy agreement can attend together. Only one tenant will need to assume responsibility for signing the condition inspection report.

If one of the people moving in is an occupant, rather than a tenant, the tenant should complete the condition inspection. The occupant does not need to attend.

The landlord should name all tenants on a separate Schedule of Parties (PDF, 617KB) - Form RTB-26. 

Resources 

Forms 

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