Property Inspection Checklist for Ontario Landlords (2026)

Introduction: Why Inspections Protect Your Investment

By Devon Moore, Operations Lead

Regular property inspections are one of the most effective tools an Ontario landlord has for protecting their investment, maintaining tenant relationships, and avoiding costly disputes. Yet many landlords either skip inspections entirely or conduct them so informally that the results are useless when a disagreement arises.

In Ontario, the Residential Tenancies Act (RTA) governs when and how a landlord can enter a rental unit. Getting inspections wrong — entering without proper notice, failing to document findings, or conducting inspections for the wrong reasons — can result in tenant complaints, LTB applications, and damaged trust.

This guide provides a complete inspection framework for Ontario landlords in 2026, covering the four main types of inspections, the legal requirements you must follow, a detailed room-by-room checklist, and best practices for photo documentation that will hold up at the LTB if needed.

Types of Property Inspections

1. Move-In Inspection

The move-in inspection is your baseline. It documents the exact condition of the unit at the start of the tenancy, creating a record that protects both landlord and tenant. Without a thorough move-in inspection, any future dispute about damage becomes a matter of “he said, she said” — and the landlord almost always loses at the LTB without documentation.

Conduct the move-in inspection on the day the tenant takes possession, ideally with the tenant present. Walk through every room together, note every existing mark, scratch, stain, and deficiency, and have the tenant sign the completed report. Take photographs of everything — the good, the bad, and the mundane.

2. Move-Out Inspection

The move-out inspection compares the unit’s condition at the end of the tenancy against the move-in report. This is where your baseline documentation pays off. In Ontario, landlords cannot charge a damage deposit, but they can file a T1 application at the LTB to recover the cost of damage beyond normal wear and tear.

Conduct the move-out inspection after the tenant has removed all belongings and returned keys. Document every room using the same format and sequence as the move-in inspection to make comparison straightforward. Note all damage, cleaning issues, and missing items (e.g., light fixtures, blinds). Photograph everything.

3. Mid-Tenancy Inspection

Mid-tenancy inspections allow landlords to check on the general condition of the property, identify maintenance issues before they become expensive repairs, and verify that the tenant is maintaining the unit in a reasonable condition. These inspections are particularly important for single-family rentals where you may not visit the property regularly.

Under the RTA, you must provide the tenant with 24 hours’ written notice specifying the date, time window (between 8 a.m. and 8 p.m.), and reason for entry. “Routine inspection” is a valid reason under Section 27(1) of the RTA, but the frequency should be reasonable — typically once or twice per year for most properties.

4. Seasonal Inspection

Seasonal inspections focus on specific systems and areas that are vulnerable to weather-related damage. In Ontario, where properties endure harsh winters and humid summers, seasonal inspections are essential for preventive maintenance.

Fall/pre-winter inspection focus:

• Furnace and heating system operation
• Weather stripping and window seals
• Exterior drainage and grading
• Roof condition and gutters
• Exterior hose bibs disconnected and shut off
• Smoke and carbon monoxide detector testing

Spring/post-winter inspection focus:

• Foundation cracks or water infiltration from snowmelt
• Roof and shingle damage from ice and snow
• Air conditioning system operation
• Exterior paint, siding, and trim condition
• Landscaping and grading issues
• Window and door operation

Legal Requirements: Entry and Notice Under the RTA

Ontario landlords do not have unrestricted access to their rental units. The RTA sets strict rules about when and how you can enter, and violating these rules can result in a tenant filing a T2 application at the LTB for interference with reasonable enjoyment.

Key legal requirements:

• 24 hours’ written notice: Required for most entries, including routine inspections. The notice must specify the reason for entry and a time between 8 a.m. and 8 p.m.
• Notice of Entry form: While the RTA does not prescribe a specific form for notice of entry (unlike the N-series notices), the notice must be in writing and include the date, time window, and reason.
• No notice required for emergencies: If there is an emergency (flood, fire, gas leak), the landlord may enter without notice to protect the property or persons.
• Tenant consent: The tenant can allow entry at any time without written notice, but verbal consent is difficult to prove. Get it in writing when possible.
• Entry for showing the unit: If the tenant has given notice to vacate or the landlord has given a valid notice of termination, the landlord may enter to show the unit to prospective tenants with 24 hours’ notice.

Landlords who enter without proper notice, enter outside of permitted hours, or enter for reasons not permitted under the RTA risk facing an LTB order for compensation and a finding of harassment. Even well-intentioned entries — such as checking on a suspected leak — must follow the notice requirements unless it is a genuine emergency.

Room-by-Room Inspection Checklist

Use this checklist for every inspection type. Rate each item as “Good,” “Fair,” “Poor,” or “Needs Repair,” and add notes for anything that deviates from the baseline condition.

Entryway and Hallways

• Front door: lock operation, deadbolt, weather stripping, condition of door and frame
• Flooring: scratches, stains, loose tiles or planks, transition strips
• Walls and ceiling: scuffs, holes, cracks, paint condition
• Light fixtures: operational, bulbs present, covers intact
• Closet: door operation, shelf condition, rod intact

Living Room / Common Areas

• Walls and ceiling: nail holes, paint damage, cracks
• Flooring: carpet condition, hardwood scratches, vinyl tears
• Windows: operation, locks, screens, seals, condensation
• Electrical outlets and switches: operational, cover plates intact
• Baseboards and trim: condition, gaps, damage
• Smoke detector: present, operational, battery date

Kitchen

• Countertops: chips, burns, stains, caulking condition
• Cabinets: door operation, hinges, handles, interior cleanliness
• Sink and faucet: leaks, drainage speed, caulking, sprayer operation
• Stove/oven: burners operational, oven heats, knobs present, cleanliness
• Refrigerator: cooling properly, seals intact, interior condition
• Dishwasher (if applicable): runs full cycle, drains properly, no leaks
• Flooring: condition, especially around sink and appliances
• Exhaust fan/range hood: operational, filter condition
• Under-sink area: leaks, mould, pest evidence

Bedrooms

• Walls and ceiling: holes, marks, paint condition
• Flooring: carpet stains, hardwood scratches
• Windows: operation, locks, screens
• Closet: door operation, shelving, rod
• Electrical outlets: operational, cover plates
• Smoke detector: present in or near each sleeping area

Bathroom(s)

• Toilet: flushes properly, no running, base caulking, no leaks
• Tub/shower: drain speed, caulking and grout condition, showerhead, faucet
• Sink and vanity: leaks, drainage, faucet operation, caulking
• Tiles: cracked, loose, missing grout
• Exhaust fan: operational, adequate venting
• Mirror and medicine cabinet: condition, secure mounting
• Mould or mildew: walls, ceiling, around fixtures

Basement (if applicable)

• Foundation walls: cracks, efflorescence, water stains
• Floor drain: clear, functional
• Sump pump (if present): operational, backup battery
• Hot water tank: age, condition, signs of leaking
• Furnace/HVAC: filter condition, last service date, unusual noise
• Electrical panel: accessible, no visible issues, labelled breakers
• Signs of pests: droppings, nesting material, entry points

Exterior (if applicable)

• Roof: visible damage, missing shingles, sagging
• Gutters and downspouts: secure, clear, directing water away from foundation
• Siding and paint: peeling, cracks, damage
• Walkways and driveway: cracks, tripping hazards, grading
• Fencing: condition, gates operational
• Lawn and landscaping: general maintenance
• Exterior lighting: operational

Photo Documentation Best Practices

Photos are the single most important piece of evidence in any damage dispute at the LTB. A written note that says “kitchen floor in good condition” is far less persuasive than a timestamped photograph showing the actual floor. Follow these practices to ensure your photos hold up:

• Enable timestamps: Use a phone app or camera setting that embeds the date and time directly on the image. The LTB gives more weight to photos with verifiable timestamps.
• Take wide and close-up shots: For each room, take at least one wide-angle shot showing the overall condition, then close-ups of any damage, wear, or notable features.
• Be systematic: Follow the same sequence every time (e.g., clockwise from the doorway). This makes comparison between move-in and move-out photos straightforward.
• Photograph the mundane: Clean walls, intact flooring, and working fixtures all need documentation. If you only photograph damage, you have no baseline for the rest of the unit.
• Include context: When photographing damage, include enough surrounding area that the location within the room is identifiable.
• Store securely: Back up inspection photos to cloud storage immediately after the inspection. Photos stored only on a phone can be lost to device failure or accidental deletion.
• Never edit or filter: Cropping is acceptable, but applying filters, colour adjustments, or other edits can undermine credibility at the LTB.

We recommend taking a minimum of 50 to 100 photos per unit for a move-in or move-out inspection. It sounds excessive until you need to prove the condition of a specific wall or countertop 12 months later.

Common Inspection Disputes and How to Avoid Them

The majority of inspection-related disputes at the LTB fall into predictable categories. Understanding these patterns helps you avoid them entirely.

• “That damage was there when I moved in”: This is the most common dispute and the easiest to prevent. A thorough, signed move-in inspection report with timestamped photos eliminates this argument entirely.
• Normal wear and tear vs. damage: The RTA distinguishes between normal wear and tear (which is the landlord’s responsibility) and damage caused by the tenant. Scuff marks on walls, minor carpet wear in high-traffic areas, and faded paint are generally considered normal wear. Holes in walls, burned countertops, and broken fixtures are damage. Document everything and let the LTB adjudicator decide borderline cases.
• Entry without proper notice: Tenants who feel their privacy has been violated will file complaints. Always serve written notice 24 hours in advance, keep a copy, and respect the time window you specified.
• Excessive inspection frequency: Inspecting monthly is likely to be seen as harassment. Quarterly is generally accepted for standard tenancies. For well-maintained long-term tenancies, semi-annual or annual inspections are sufficient.
• Cleaning vs. damage at move-out: A dirty unit is not the same as a damaged unit. Unless the lease specifies professional cleaning on move-out (and such a clause is enforceable), general dirtiness is a cleaning cost, not a damage claim. Focus your documentation on actual damage.

How D&D Property Management Handles Inspections

Inspections are a core part of our property management service. We conduct them systematically, document them thoroughly, and use the results to protect your property and your bottom line.

Our inspection process:

• Move-in inspections: We conduct every move-in inspection using a standardized checklist and digital photo documentation. The tenant is present and signs the completed report. All photos are timestamped and stored in the property file.
• Mid-tenancy inspections: We schedule routine inspections for every property we manage, with proper written notice to the tenant. These inspections catch maintenance issues early — a small leak today is a mould remediation project in six months.
• Seasonal inspections: We conduct fall and spring inspections focused on HVAC, plumbing, roofing, and exterior systems. These prevent the expensive emergency calls that come from deferred maintenance.
• Move-out inspections: We compare the unit’s condition against the original move-in report, document all damage beyond normal wear and tear, and prepare the necessary documentation for any LTB claim if required.
• Digital reporting: Every inspection generates a detailed report with photos, notes, and maintenance recommendations. Property owners receive copies and can access reports through our management portal.
• Maintenance coordination: Issues identified during inspections are immediately flagged and dispatched to our vetted vendor network for repair, with owner approval for non-emergency work.

Frequently Asked Questions

Frequently Asked Questions

Devon Moore, Operations Lead Co-Founder & Operations Lead — D&D Property Management

Devon Moore is the co-founder and Operations Lead at D&D Property Management, managing rental properties across Kitchener-Waterloo, Cambridge, Guelph and Waterloo Region.