Move-in condition reports: why they matter and how to do them right

The move-in inspection happens once. What you document that day — and how you document it — determines whether you have evidence if a dispute arises when the tenancy ends. In Ontario, landlords cannot use a security deposit to cover damage, so the condition report is essentially the only instrument available to distinguish pre-existing wear from tenant-caused damage. Skipping it is a risk that compounds over the entire tenancy.

What a condition report actually does

It creates a shared, time-stamped record of the unit's condition on the day the tenancy begins. When both parties sign it, it's hard for either to later claim the record was one-sided. At the Landlord and Tenant Board (LTB), a signed condition report with dated photos carries significant weight. Without one, proving that a damaged wall or broken fixture wasn't pre-existing is very difficult.

What to document

Cover every room systematically. The goal is to leave no surface unrecorded.

• Walls, ceilings, baseboards, and floors — note any scuffs, holes, stains, or damage.
• Doors and windows — open and close each one; note any damage to frames, locks, or glass.
• Appliances included with the unit — test stove burners, oven, fridge, dishwasher, and any washer/dryer. Note the make, model, and condition.
• Bathroom — toilet, taps, shower/tub, caulking, and exhaust fan.
• Kitchen — sink, taps, countertops, and cabinet interiors.
• Light fixtures, outlets, and switches — confirm they work.
• Smoke and carbon monoxide detectors — confirm presence and test function.
• Any outdoor areas, parking spots, or storage units included in the lease.

Use a rating system, not free-form notes

Free-form notes like 'looks fine' create ambiguity. A consistent rating — Excellent, Good, Fair, Poor — applied to each item gives both parties a shared vocabulary. When a condition is 'Fair,' add a brief description: 'Fair — small chip in baseboard trim, southwest corner of living room.' The specificity matters if that chip becomes a dispute point two years later.

Photos and video are not optional

A written report without photos is weaker than a written report with them. Photos create objective evidence that a description alone can't match. Take wide shots of each room and close-ups of any noted deficiencies. A short continuous video walkthrough narrated as you go is also valuable — it's hard to dispute a 10-minute video of the unit from move-in day.

• Date-stamp your photos — most smartphones do this automatically in EXIF data.
• Send the tenant a copy of the digital files the same day.
• Store the files somewhere backed up, not just your phone.

Get the tenant's signature — and give them a copy

Do the inspection together when possible. Walk through the unit with the tenant, confirm each item, and have both parties sign and date the completed report. Give the tenant a copy immediately — the same day. This matters: if the tenant later disputes an item, their own signed copy of the report is harder to argue against. If a tenant refuses to sign, note the refusal in writing and proceed.

Use the same report format at move-out

The move-in report only becomes useful when compared to the move-out inspection. Use the same form, the same rating categories, and the same room-by-room structure. The comparison then tells a clear story about what changed during the tenancy — and what was pre-existing.

• Maintenance and documentation in Kera
• Lease management
• Ontario Standard Lease guide
• More leasing guides