Property Management in Ontario
The move-in inspection creates the shared record of property condition at the start of a tenancy. It's the reference point for any security deposit deduction dispute at the end of the tenancy — and under Ontario law, it has specific requirements.
Under the Residential Tenancies Act, a landlord who wants to make deductions from a last month's rent deposit must have conducted a proper move-in inspection. The inspection must be offered to the tenant and any accompanying person.
Key Responsibilities and Best Practices
Document every room systematically. Go room by room, noting the condition of walls, floors, ceilings, windows, doors, fixtures, and appliances. Use a standardized inspection form that covers each element consistently.
Photographs are essential documentation. Date-stamped photographs of each room, each identified deficiency, and all appliances provide unambiguous evidence of condition. Video walkthroughs provide additional context.
How D&D Property Management Helps
Note all existing deficiencies — scratches, chips, stains, cracks — in writing. Items noted at move-in cannot be charged to the tenant at move-out. Thorough documentation prevents disputes about whether damage existed before the tenancy.
Both parties should sign the inspection report. The tenant's signature acknowledges the condition described and prevents later disputes about what was documented. If a tenant refuses to sign, note this on the form and retain a copy.
Provide the tenant a copy of the signed inspection report. Retain your copy throughout the tenancy. The move-out inspection compares property condition against the move-in baseline — with allowances for normal wear and tear.