Move-In and Move-Out Inspections: Why They're Essential

Property Management in Ontario

A documented move-in inspection protects the landlord from damage claims and gives tenants transparency about unit condition at the start of their tenancy.

Under Ontario's Residential Tenancies Act, landlords are required to conduct a pre-inspection with the tenant before or at the start of the tenancy if the tenant requests it. While not mandatory on the landlord's side, conducting a thorough documented inspection at move-in is in every landlord's best interest.

Key Responsibilities and Best Practices

The move-in inspection report should document the condition of every surface, fixture, and appliance in the unit: walls, ceilings, floors, doors, windows, bathroom fixtures, kitchen appliances, and all included furnishings. Use a standardized form that covers every room and includes checkboxes or condition ratings.

Photography is a non-negotiable supplement to a written inspection report. A timestamped photo of each room and any pre-existing damage creates an objective record that is virtually impossible to dispute at a move-out inspection. Take 40 to 60 photos for a typical 2-bedroom unit.

How D&D Property Management Helps

Both landlord and tenant should sign the inspection report. A signed report acknowledges the tenant's agreement with the documented condition at move-in. Keep copies accessible throughout the tenancy.

The move-out inspection is conducted under the same standard — same form, same photographer approach — so that direct before-and-after comparison is possible. This comparison determines what constitutes damage beyond normal wear and tear, which is the standard that governs what a landlord can claim for unit restoration costs.