Move-In and Move-Out Inspections in Ontario: A Landlord's Guide

If there's one habit that separates experienced Ontario landlords from the ones who end up in expensive disputes, it's this: conducting thorough, documented inspections at the start and end of every tenancy.

It sounds tedious. It is, a little. But the two or three hours you invest in a proper inspection — with photos, a written checklist, and signatures from both parties — can save you from a nightmare situation when a tenant moves out and the walls have somehow developed a new collection of holes.

Why Inspections Matter in Ontario

Ontario's Residential Tenancies Act places significant protections on tenants, and rightfully so. But those protections include rules around what a landlord can and cannot claim after a tenancy ends. Without a clear, documented record of the property's condition at move-in, it becomes nearly impossible to prove at the Landlord and Tenant Board that damage was caused by the tenant rather than pre-existing.

The standard in Ontario is that landlords are responsible for reasonable wear and tear — meaning normal aging of carpet, minor scuffs on walls, and similar everyday deterioration are your problem, not the tenant's. But deliberate damage, excessive dirt, and damage beyond normal use is the tenant's responsibility. The only way to establish this distinction is to document the property's condition precisely at both ends of the tenancy.

The Move-In Inspection

Conduct the move-in inspection on or before the first day the tenant takes possession — ideally with the tenant present so you can walk through it together.

What to Inspect

Go room by room and note the condition of:

• Walls and ceilings: Existing scuffs, marks, holes, paint condition
• Floors: Scratches, stains, condition of carpet (note any existing wear)
• Doors and windows: Functionality, locks, screens, seals
• Kitchen: Appliances (test them), cupboard interiors, countertops, sink
• Bathrooms: Grout condition, caulking, fixtures, exhaust fan
• Lighting fixtures: Note if any bulbs are already burned out
• Exterior (if applicable): Deck, driveway, yard condition, fences

Photograph Everything

Written notes are useful. Timestamped photographs are essential. Use your phone and take more photos than you think you need — multiple angles per room, close-ups of existing damage or wear, and wide shots to establish context. If there's a scratch on the kitchen floor, photograph it with something nearby for scale.

Store these photos somewhere permanent: a cloud folder, email them to yourself, or use a property management platform. Losing your move-in photos because you got a new phone is a real risk.

The Inspection Report

Create a written inspection report — even a simple Word document or PDF works — that lists each room and the condition of each element you reviewed. Include the date, the tenant's name, the address, and a signature line for both the landlord and the tenant.

Have the tenant sign the report at move-in. If a tenant refuses to sign, make a note of that. The Ontario Standard Form of Lease includes a reference to the inspection; this report is the documentation that backs it up.

During the Tenancy

Inspections aren't just a move-in and move-out activity. Ontario law allows landlords to enter a rental unit with 24 hours' written notice for the purpose of inspection — though you shouldn't overdo this. A periodic walkthrough every 6-12 months lets you catch maintenance issues early, confirm the unit is being cared for, and build a documented timeline of the property's condition.

If you notice something concerning — excessive clutter that could become a fire hazard, signs of unreported water damage, or evidence of unauthorized pets — address it promptly in writing. A paper trail matters if things escalate to the LTB.

The Move-Out Inspection

Schedule the move-out inspection as close to the tenant's last day as possible, ideally with the tenant present. Use the same checklist you used at move-in and compare conditions item by item.

What You're Looking For

You're not looking for perfection. A tenant who lived in your property for two years will leave behind some evidence of that — that's normal wear and tear. What you're documenting is damage that goes beyond ordinary use:

• Large holes in drywall
• Burned or heavily stained carpet
• Missing or broken fixtures
• Damage to appliances
• Unauthorized modifications (painted over wallpaper, removed shelving, etc.)

Photograph every area again, using the same angles as your move-in photos where possible. Side-by-side comparisons are compelling evidence at a hearing.

After the Inspection

If there's no damage beyond normal wear and tear, the tenancy ends cleanly. If there is damage, you may be able to pursue the tenant for the cost of repairs — but you'll need to do this through the LTB's Small Claims process, and you'll need your documentation to support your claim.

Note that Ontario does not allow security deposits for damage (only last month's rent deposits), so you can't simply deduct repair costs from a deposit. You need to file a claim.

Making Inspections Easier

If you manage multiple properties, keeping track of inspection reports and photos for each unit gets complicated fast. Property management software can help, or you can use a consistent folder structure per property and per tenancy.

This is one area where working with a professional property manager like Prospera Properties pays off — we build inspections into every tenancy transition, maintain organized records, and handle the documentation in a way that holds up if a dispute reaches the LTB.

A few hours of careful documentation at the start of a tenancy is cheap insurance. Don't skip it.