Move-In & Move-Out Inspections
Master the RTB-27 condition inspection report with specific wording that wins deposit claims, photo standards that provide proof, and room-by-room documentation protocols for move-in and move-out.
Why Inspection Wording Decides Your Deposit Claim
At move-in you write "walls — good condition." At move-out there are three large holes, crayon marks, and adhesive damage. You file a deposit claim. The tenant says "those were there when I moved in." You look at your move-in report. It says "good condition." The RTB arbitrator has no baseline to compare. Your claim fails.
This happens constantly. The fix is simple: write specific findings for every room at move-in so the move-out report can match them line by line. "Good condition" is not evidence. "North wall: two small nail holes above light switch, approximately 2mm each, paint intact" is evidence.
Key Point
The Residential Tenancy Regulation requires the condition inspection report to cover each room — entry, living rooms, kitchen, dining area, stairs, halls, bathrooms, bedrooms, storage, basement/crawl space, exterior/balcony/patio/yard, and garage/parking — plus floor coverings, window coverings, appliances, fixtures, outlets, and electronic connections. The move-out report must also itemize damage for which the tenant is responsible.
How to Word Inspection Findings
Use the cards below to see bad wording vs. good wording for common findings in every area of the unit. At move-in, write the good version. At move-out, compare the exact same notes and document what changed.
Walls & Ceilings
Washrooms
Kitchen
Flooring
Doors & Windows
General & Safety
Photo Standards — Zoom Out Then Zoom In
Every area you write about on the RTB-27 should have matching photos. Take two photos of every finding — one wide shot showing the room context, and one close-up showing the defect.
Wide Shot (Zoom Out)
Shows the full wall or room. Establishes where the defect is.
Close-Up (Zoom In)
Shows the defect in detail. Establishes what it is.
Date-Stamped
Enable date/time on camera. Or email photos to yourself — the timestamp is proof.
Same Angles at Move-Out
Stand in the same position at move-out. Side-by-side comparison is your strongest evidence.
Key Point
For a one-bedroom, aim for 40-60 photos. For a three-bedroom house, 80-120. Include inside ovens, fridges, closets, under sinks, every appliance. High resolution only — phone cameras at full quality are fine. A blurry photo is no photo.
Tenant Responsibility Guide
Give this to the tenant at move-in and again with or after the move-out notice. They should know what they are responsible for before they start cleaning and repairing.
| Item | Tenant Responsibility | Wear & Tear (Landlord) |
|---|---|---|
| Walls, Trim & Ceilings | ||
| Nail holes | Excessive holes, anchors, poor patches | Small number of picture nail holes |
| Wall damage | Large holes, gouges, crayon, adhesive damage | Minor scuffs from normal furniture |
| Paint | Unauthorized repaint, smoke staining | Fading, aging, peeling from age (~4yr life) |
| Washrooms | ||
| Grout/tile | Mould from failure to ventilate | Grout cracking from age |
| Drains | Clogs from hair, grease, foreign objects | Pipe corrosion, building plumbing |
| Fixtures | Towel rack pulled out, broken toilet seat | Faucet washer wear, flapper valve failure |
| Kitchen & Appliances | ||
| Oven/stove | Excessive grime, carbon, damaged coils | Element failure from age |
| Countertops | Burns from hot pots, knife cuts | Laminate edge lifting from age |
| Hood vent | Filter saturated with grease | Motor failure from age |
| Flooring | ||
| Carpet | Stains, burns, pet damage, heavy soiling | Traffic wear, fading, matting |
| Hardwood | Deep gouges from pets/dragging furniture | Light surface scratches from foot traffic |
| Doors, Windows & General | ||
| Screens/blinds | Tears, snapped slats, pet damage | Mesh oxidation, faded cords from age |
| Keys | Return all keys/fobs at move-out | Lock mechanism failure from age |
| Cleaning | Return "reasonably clean" — oven, fridge, bathrooms, floors | Normal dust between cleanings |
| Light bulbs | Replace burnt bulbs during tenancy and at move-out | Provide working bulbs at move-in |
| Garbage | Remove all belongings and garbage before inspection | N/A |
Caution
Serve this responsibility list at move-in and again with the move-out notice. If the tenant was never told they are responsible for oven cleaning or light bulb replacement, they have a stronger argument at the RTB. This guide gives them fair notice and gives you proof they were informed. (Policy Guideline 1.)
Pre-Move-Out Notice — Copy-Paste Template
Send this before or with the move-out notice — reminds the tenant of their responsibilities before inspection day. Click inside the box to select all text, then copy.
Pre-Move-Out Notice
SELECT ALL → COPYMove-Out Damage Quote — Copy-Paste Template
After the move-out inspection, use this template to build an itemized damage statement. Fill in each item with the contractor cost and useful-life depreciation. Click inside the box to select all text, then copy.
Move-Out Damage Quote & Responsibility Statement
SELECT ALL → COPYInspection Day Checklist
Complete at both move-in and move-out. Print and bring to every inspection.
Key Takeaways
What to Remember from This Module
- Write specific findings for every room — location, size, description. "East wall: 3 nail holes, 2mm each, paint intact" wins claims. "Walls OK" loses them.
- Take two photos of every finding — wide shot (where) and close-up (what). Same angles at move-in and move-out. Aim for 40-120 photos per inspection.
- Give the Tenant Responsibility Guide at move-in and with the move-out notice. They should know what to clean and repair before inspection day.
- At move-out, compare line by line against move-in RTB-27. Only claim new damage. Apply useful-life depreciation. Classify each item as tenant responsibility with a contractor quote.
- Deliver signed RTB-27 copy within 7 days (move-in) or 15 days (move-out). Missing this can extinguish your deposit claim. (RTA s. 23-24, 35-36.)
Action Checklist
Apply What You Learned
Common Questions
Frequently Asked Questions
Your right to claim against the deposit for damage can be extinguished. You may be ordered to return the full deposit even if there is real damage, because you have no baseline evidence. (RTA s. 23-24, 35-36.)
A small number of picture nail holes is wear and tear. Excessive holes, drywall anchors, or poor patches are tenant damage. Document the count and size at both inspections. (Policy Guideline 1.)
Write "Refused to sign" with the date. Complete the inspection, take all photos, and deliver a copy. Keep proof of delivery. The inspection is still valid.
No. Apply useful-life depreciation (Policy Guideline 40). If carpet is 8 years old with a 10-year life, claim only the remaining value (~20%), not full replacement.
No. Video supports the inspection, but the RTB-27 form is the required legal document. Video is a supplement, not a replacement.
If the exhaust fan works and the tenant failed to use it, mould from inadequate ventilation can be tenant responsibility. If the fan is broken or there is no ventilation, it is landlord responsibility. Document fan condition at move-in.
One-bedroom: 40-60. Three-bedroom house: 80-120. Include inside ovens, fridges, closets, under sinks. High resolution, date-stamped. A blurry photo is no photo.
Your baseline evidence is weak. Try to get the original RTB-27 from the seller. If unavailable, do a "current condition" inspection with the tenant now. It is better than nothing, but you cannot claim damage from before your inspection date.