Move-In and Move-Out Condition Inspection Report

A condition inspection report is the document that decides deposit disputes. Several provinces require one by law — British Columbia, Alberta, Manitoba, Saskatchewan, and Yukon among them — and a landlord who skips it can lose the right to claim against a deposit. Where the province publishes an official form, such as BC's RTB-27, use that form. This worksheet is for provinces that only publish a sample, and for the photo-and-notes record you should keep either way.

What this template is for

A draft built around the details you need

Use this to record the condition of each room at move-in and again at move-out, with photo references and both parties' notes.

Where a province publishes an official condition inspection form, that form is what protects a deposit claim. This worksheet does not replace it.

How to use it

  1. Select your province to see whether an inspection is legally required and which form applies.
  2. Walk the unit room by room with the landlord present and fill a row for each area.
  3. Photograph anything you note, and write the photo file name in the row.
  4. Both parties sign and date. Each keeps a copy at move-in and again at move-out.

Make your own

Fill in your details, then download a PDF or an editable Word file.

Use the official form

BC Residential Tenancy Branch requires Form RTB-27: Condition Inspection Report.

BC publishes the condition inspection report as an official form. Use it, not a substitute.

Open the official form
Room or areaItemConditionPhoto referenceTenant noteLandlord note
  • Rental address is required.
  • Tenant name is required.
  • Landlord/agent name is required.

Official forms for this task

Common questions

Is a condition inspection required in my province?

It is required in British Columbia, Alberta, Manitoba, Saskatchewan, and Yukon, generally whenever a deposit is held. Ontario does not require one and does not allow damage deposits at all, so there an inspection record is private evidence rather than a legal step.

What happens if the landlord skips the inspection?

In provinces where it is mandatory, a landlord who does not offer the inspection can lose the right to claim against the security deposit. That is a strong reason to ask for one in writing and keep the request.

Do photos matter more than the written report?

They work together. A dated photo proves condition; the signed report proves both parties agreed on it. Reference the photo file name in the row so the two cannot be separated later.

What counts as normal wear and tear?

Deterioration from ordinary living — faded paint, minor carpet wear, small nail holes. A landlord cannot charge a deposit against wear and tear, only against damage or unusual cleaning. Recording condition precisely at move-in is what makes that line arguable.

How this template is maintained

Last reviewed
Reviewed by
Thomas TremblayFounder and editor, Canooq

Sources

See also

Practical pathways

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