A Residential Rental Inspection Report documents a rental property’s condition. Often called a rental inspection checklist, it’s used before a tenant moves in and after they move out. Landlords can also use reports when performing yearly or quarterly routine inspections.

The inspection report records all damages so the landlord or property manager knows what repairs the most recent tenant is responsible for. Similarly, it also gives tenants confidence that they won’t be blamed for any issues they didn’t cause.

A Residential Rental Inspection Report is also known as a:

• Home inspection checklist 
• Apartment inspection checklist
• Property condition report
• Rental walkthrough checklist
• Move-in checklist 
• Move-out checklist

Rental property inspections are one of many standard steps landlords take to manage their rental property. Regular walkthroughs help landlords to:

1. Identify maintenance issues
2. Establish the current condition of the property
3. Plan for repairs or renovations
4. Check a property’s condition before a potential sale

Property inspections also hold tenants responsible for any damages to the property but help them avoid paying for issues they didn’t cause. By thoroughly documenting damages, landlords can prevent conflicts around damages and repair responsibilities.

Landlords should always check the residential tenancy act of their province or territory to understand the requirements for rental property inspections. In some provinces, like Alberta, the law requires landlords, property owners, and property managers to fill out inspection reports within a week of a tenant moving in or out. 

Even when not required by law, completing inspections can help landlords maintain their properties.

Landlords also need to be aware that tenants have the right to privacy. In most jurisdictions, tenants must receive proper notice of entry before an inspection. The notice time can vary, but most legislation requires the landlord to give notice 24-48 hours in advance. The legislation can also restrict what times inspections can happen.

For example, in Ontario, the landlord must give at least 24 hours notice before entering the property, and the inspection must occur between 8 a.m. and 8 p.m.

Landlords can consult their local residential tenancies acts to know how much notice they must give before an inspection.

Some renters might think that rental inspections only benefit landlords, but this isn’t the case. Thorough inspections help protect tenants from paying for damages they didn’t cause and ensure landlords are aware of necessary repairs. Tenants should always inspect a property before renting it and point out any damages or issues they see.

Tenants should also know that while they have a right to privacy, they can’t refuse landlords access to the property for inspections. However, they can typically expect to get proper notice at least 24-48 hours before the inspection. If necessary, tenants can request to reschedule the inspection. To prevent conflict, the tenant and landlord must cooperate to find a solution that works for both.

Tenants can check their local regulations and the residential lease they signed upon moving in to see what the landlord can and can’t do during inspections.

Landlords should use a Residential Rental Inspection Report any time they inspect their properties. The report lets property owners check for and record damages they might have to deduct from the security deposit. 

Rental walkthroughs are usually completed for tenant move-in and move-out. Additionally, most rentals should be inspected at least once a year, and many landlords perform routine inspections every 6-12 months. Remote landlords can get their property manager to do the walkthrough.

Use a Residential Rental Inspection Report to inspect any residential rental property, including:

• Single-family attached or detached homes
• Apartments, condos, duplexes, or townhouses
• Basement suites or rooms
• Mobile homes

Use LawDepot’s template to create your rental property inspection checklist. You can choose to make a reusable report or one for every tenant. Your Residential Rental Inspection Report should contain:

1. The property type
2. A list of areas to be inspected, both interior and exterior
3. The inspection date (you can also set this at a later time)
4. The property address
5. Information about the inspector(s)
6. Information about the tenant(s)

You can also add additional comments and property details to suit your needs. 

LawDepot’s template is customizable and can be used in every province and territory in Canada, including Alberta, British Columbia, and Ontario.

Most provinces and territories have their own Residential Tenancies Act. These acts set out the rules for rentals, detailing the rights and responsibilities of landlords and tenants. See all the provincial acts in the table below.

Québec is the only province without a Residential Tenancies Act. Instead, it follows the civil law tradition. This means that Québec's residential tenancy laws and regulations are more specific and detailed.

Tenants might worry about landlords going through their personal items and accessing sensitive information. However, tenants have a right to privacy, which means landlords can’t look through personal items like clothes, toiletries, and mail.

On the other hand, landlords are allowed to inspect the rental premises for damages and signs of pest infestation. This includes visiting every room and testing appliances, lights, and outlets. 

Landlords might also look for signs of the tenant not following the lease agreement, such as:

• If the tenant hosts short-term rentals without permission
• If the tenant has unapproved roommates
• If the tenant has unapproved pets
• If the tenant has made any unapproved changes to the property, like painting walls or installing fixtures

Unless it’s an emergency, such as a water or gas leak, landlords must give notice before entering the property. However, once given proper notice, the tenant can’t refuse landlord entry for inspections. 

A tenant can ask to reschedule the inspection to a better time, especially if they want to join the walkthrough. But, most provinces give the landlord access after they’ve provided proper notice. Required notice should be outlined in the lease agreement both parties entered.

If a tenant refuses access for an inspection, the landlord can send them a notice of lease violation. This document warns the tenant that their behaviour could lead to eviction or legal action and reminds them of the lease they signed. If the tenant continues to bar the landlord from accessing the property, the landlord can take action toward eviction.

Once a landlord has created their Residential Rental Inspection Report and sent proper notice to the tenant, it’s time for the walkthrough. During the walkthrough, they’ll thoroughly examine the premises, looking at every surface.

Move-in inspection

Move-in inspections are vital for both landlords and tenants. They help note any damage that exists before the tenant moves in so the landlord can order the necessary repairs. This means the tenant won’t have to pay for damages they didn’t cause.

Move-in or initial inspections usually occur before any items are moved into the property. The landlord and the tenant should conduct the walkthrough together, noting any existing damage to the property.

During a move-in inspection, you should look for things like:

• Damaged windowsills, blinds, doors, or frames 
• Scratches or marks on the floors or walls 
• Stained carpets
• Holes in the walls
• Broken or poorly functioning appliances or fixtures

The landlord should record all pre-existing damage in the inspection form. After the inspection, both parties should sign the report to confirm that the records are accurate and complete. The tenant and landlord should both keep a copy of the report in their files.

Routine inspection

Landlords often conduct routine rental inspections on a yearly or quarterly basis. These shorter inspections ensure the unit is properly maintained. The landlord can also check if repairs are complete and whether other repairs must be done.

The tenant doesn’t necessarily need to be present for routine inspections. When conducting the walkthrough, landlords should check for:

• Damages to walls, appliances, doors, etc
• Signs of pest infestation
• That the tenant isn't violating the lease with unapproved roommates, pets, or changes to the property
• Any repairs that might need to be completed 

After the walkthrough, the landlord should record the property's condition and the status of ongoing maintenance. Routine inspections don’t have to be thoroughly documented unless there are major damages and repairs. 

Move-out inspection

Move-out inspections are to inspect the property for any new damages as the tenant moves out. The walkthrough is usually conducted by both landlord and tenant after the home is empty of furniture and belongings.

The landlord can deduct repair costs from the security deposit if the tenant is at fault for any damages. At-fault damages could be from negligence, vandalism, violation of lease terms, or failure to report maintenance issues. It’s important to note that wear and tear don’t count as at-fault damage.

After the inspection, both parties get a copy of the inspection report.