Move-In & Move-Out Inspections
Learn the RTB-27 inspection protocols that actually protect your deposit claim — room-by-room wording, photo standards, tenant responsibility guide, and the exact paperwork that wins at the RTB.
Most landlords lose deposit claims before the tenant even moves in.
It is not about the damage. It is about the paper. Across hundreds of RTB decisions in BC, the same pattern comes up over and over: the landlord has photos, the landlord has contractor quotes, the landlord shows up to the hearing — and still loses. Why? Because the move-in condition inspection report says "walls — good condition." That four-word phrase wipes out the entire claim.
A 2025 RTB decision (January 2025, Decision #1024) illustrates the point clearly. The landlord had photos. The arbitrator found the landlord did not complete a condition inspection report that complied with the Regulation. The landlord's right to claim against the deposit was extinguished under RTA s. 24(2)(c). The full deposit was ordered returned.
This is not rare. It is the most common way landlords lose money — not through tenant fraud, but through paperwork that fails to meet the legal standard.
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 — RTR s. 20 Required Areas
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 the RTB-27 Process Works
The RTB-27 is the standard Condition Inspection Report form provided by the Residential Tenancy Branch. You do not have to use this exact form — landlords can use their own — but any form must meet the requirements in Residential Tenancy Regulation Part 3, sections 19 and 20. The RTB-27 is the safest option because it already complies.
Offer two inspection times at move-in (RTA s. 23)
Both times must be between 8 a.m. and 9 p.m. If the tenant does not accept the first offer, you must send a second offer using the approved RTB form. Keep proof of delivery of both offers.
Walk through every room together — write specific notes
Document location, size, and description for every finding. Both parties sign the completed report. If the tenant disagrees, they note their concerns on the form — not a reason to refuse signing.
Give the tenant a signed copy within 7 days (move-in) — RTR s. 18(1)(a)
This is a hard deadline. Missing it can extinguish your right to claim against the deposit even if the inspection itself was completed. Keep proof of delivery (email with attachment, or signed receipt).
Offer two move-out inspection times (RTA s. 35)
Schedule the inspection for the day the tenancy ends, after the tenant's belongings are removed. Same rules apply: 8 a.m.–9 p.m., two opportunities, proof of offers. Use the "Notice of Final Opportunity" form if needed.
Deliver the move-out report within 15 days — RTA s. 35 / RTR s. 18
The 15-day clock starts from the later of: the date the tenancy ends, or the date you receive the tenant's forwarding address in writing. Both conditions must be met before the clock starts. (RTA s. 38(1))
Within 15 days — return deposit or file for dispute resolution
Same 15-day window. If you intend to claim against the deposit, file an Application for Dispute Resolution with the RTB within this window. Do not just withhold the deposit — you need an RTB order. (RTA s. 38)
Where Landlords Lose — Real RTB Cases
These are the four most common failure patterns seen in RTB hearings. Each one results in the landlord's deposit claim being dismissed.
Vague move-in report — no baseline, no claim
Landlord submitted a move-in condition report where every area was checked "good" — no specific descriptions. At the move-out hearing, the arbitrator had no usable baseline. The tenant denied all damage. The landlord could not prove which damage was new. RTB dismissed the damage claim in its entirety. Deposit returned in full.
Source: RTB Dispute Resolution Services — Condition Inspection Reports Mandatory (TRAC published decision)
Non-compliant inspection form — right to claim extinguished
Landlord used a handwritten document that did not contain the required information under RTR s. 20. The tenants argued the document was not a valid condition inspection report. The arbitrator agreed — the form did not meet the regulatory requirements. Under RTA s. 24(2)(c), the landlord's right to claim against the deposit was extinguished. Full deposit returned plus interest.
Source: RTB Decision #1024, January 2025
Move-out inspection not completed — no evidence of new damage
Landlord had a completed move-in report but did not complete a move-out condition inspection report and did not serve the tenant with a Final Opportunity notice. The arbitrator found the absence of a move-out report adversely impacted the landlord's ability to prove damage was caused during the tenancy. The landlord submitted photos — not enough without the signed report. Claim dismissed.
Source: RTB Dispute Resolution Services — Condition Inspection Reports Mandatory (TRAC published decision)
Missed the 15-day deposit return deadline — ordered to pay double
Landlord did not return the deposit or file for dispute resolution within 15 days of the tenancy ending and receiving the forwarding address. The tenant applied for double the deposit under RTA s. 38(6). The arbitrator ordered the landlord to pay double the security deposit and pet damage deposit — $950 total — plus dismissed all of the landlord's damage claims.
Source: RTB Dispute Resolution Services published decision (TRAC, 2013)
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.
Photo Count Guide
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. This also protects you — if a tenant claims they did not know they were responsible for oven cleaning, you can show they received this guide. (RTB Policy Guideline 1)
| 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 (working fan) | Grout cracking from age; mould if fan is broken |
| 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 (15yr useful life, PG 40) |
| 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 (10yr useful life, PG 40) |
| 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/fobs | Return all keys, fobs, garage remotes, mail keys | 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. (RTB Policy Guideline 1, updated July 2025.)
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. All depreciation calculations must follow RTB Policy Guideline 40 (updated Feb 2025). 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. Vague language has cost BC landlords their deposits in dozens of RTB decisions.
- 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. Photos support the RTB-27 but do not replace it.
- Give the Tenant Responsibility Guide at move-in and with the move-out notice. If the tenant claims they did not know what was expected, this guide — proof of delivery — is your protection. (RTB Policy Guideline 1, updated July 2025)
- At move-out, compare line by line against move-in RTB-27. Only claim new damage. Apply useful-life depreciation per RTB Policy Guideline 40 (Feb 2025). Classify each item as tenant responsibility with a contractor quote.
- Deliver signed RTB-27 copy within 7 days (move-in) or within 15 days (move-out). The 15-day move-out clock starts from the later of: tenancy end date, or the date you receive the forwarding address in writing. Missing either deadline can extinguish your deposit claim entirely. (RTA ss. 23-24, 35-36, 38(1))
Action Checklist
Apply What You Learned
Common Questions
Frequently Asked Questions
Your right to claim against the deposit for damage to the rental unit can be extinguished. You may be ordered to return the full deposit even if there is real damage, because you have no legal baseline. The RTB arbitrator cannot award compensation without a compliant move-in condition inspection report. (RTA ss. 23-24, RTR s. 18(1)(a))
A small number of picture nail holes is considered normal wear and tear. Excessive holes, drywall anchors left in place, or poorly patched repairs are tenant damage. The key is documentation: record the count and size at move-in so you have a baseline at move-out. (RTB Policy Guideline 1)
Write "Tenant refused to sign" with the date on the form. Complete the inspection, take all your photos, and deliver a signed copy anyway. Keep proof of delivery. The inspection is still valid — a tenant's refusal to sign does not invalidate the landlord's completed report.
No. You must apply useful-life depreciation per RTB Policy Guideline 40 (updated February 2025). Carpet has an estimated useful life of 10 years. If the carpet is 8 years old, you can only claim the remaining ~20% of its value — not full replacement cost. Record the age of flooring at move-in so you have the depreciation math ready.
No. Video is helpful supporting evidence but the RTB-27 (or an equivalent form meeting RTR Part 3, ss. 19 & 20) is the required legal document. RTB arbitrators have dismissed claims where landlords relied on video walk-throughs without a properly completed signed report. Video = supplement. RTB-27 = requirement.
It depends on the exhaust fan. If the 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. This is exactly why you must test and document the exhaust fan condition at move-in. (RTB Policy Guideline 1)
One-bedroom: 40-60 photos. Three-bedroom house: 80-120. Include inside ovens, fridges, closets, under sinks, and every appliance. Use high resolution with date stamping enabled. A blurry photo is no photo — it will not hold up as evidence at the RTB.
Your baseline evidence is weak. First, try to get the original RTB-27 from the seller — request it as a condition of the purchase. If unavailable, complete a "current condition" inspection with the tenant now and have both parties sign it. This is better than nothing but you cannot claim for any damage that existed before your inspection date.
The 15-day clock starts from the later of two events: (1) the date the tenancy ends, or (2) the date you receive the tenant's forwarding address in writing. Both conditions must be met first. An address on an envelope return label does not count — it must be explicitly stated in writing. (RTA s. 38(1))
The tenant can apply to the RTB for double the deposit. If the arbitrator agrees you missed the deadline without justification, you could be ordered to pay double the security deposit and double the pet damage deposit. This is one of the most expensive mistakes a landlord makes. File first, sort out the details after. (RTA s. 38(6))
You can use your own form, but it must contain all the information required by Residential Tenancy Regulation Part 3, sections 19 and 20 — including specific room-by-room areas, space for both parties to sign, date, and at move-out, an itemized statement of damage the tenant is responsible for. If your form is missing required elements, the arbitrator may find it non-compliant and extinguish your deposit claim. The RTB-27 is the safest option.
Complete the inspection alone and bring a witness if possible. Document that you offered two times (keep proof of delivery for both offers), note the tenant's absence on the form, take thorough photos, and deliver the completed report to the tenant. The inspection is still valid — the tenant may lose their right to the deposit return. (RTA ss. 23(6), 35(5)(a))
The move-out inspection should ideally happen on the last day of tenancy, after belongings are removed. Doing it while the tenant's furniture is still in place means you cannot see the floor, wall damage behind furniture, or the true condition of areas. If you must inspect early, note on the form that belongings are still present and do a final walk-through on the last day.
Yes. A deposit is not a cap on your claim. You can file for a monetary order for the full depreciated damage amount beyond the deposit. You still need all the same evidence — compliant RTB-27, photos, contractor quotes, and PG 40 depreciation calculations. File your Application for Dispute Resolution within 2 years of discovering the damage. (RTA s. 7)
You need to establish the cost of repair or replacement. A written quote from a contractor is the strongest evidence. For smaller items, a receipt from a hardware store or a cleaning company invoice works. Estimates without backup documentation carry less weight with RTB arbitrators — the more paper, the better your claim.
This is exactly why specific move-in wording and matching photos are essential. If your move-in report says "east wall: no holes, paint intact" and your move-out report says "east wall: 6 anchor holes, paint chipped," the comparison is clear. If your move-in report says "good condition," the tenant's claim that the damage was pre-existing is much harder to disprove.
Only if the unit was left in a state that is not "reasonably clean." The tenant is not required to return the unit to a higher standard than it was given to them. You cannot charge for a deep clean if you provided the unit in an average or dirty state at move-in. Document the cleanliness level at move-in — especially oven, fridge, and bathroom grout — so you have a fair comparison at move-out. (RTB Policy Guideline 1, updated July 2025)
Both are capped at half a month's rent each. The security deposit covers general damage beyond normal wear and tear and unpaid rent. The pet damage deposit covers pet-related damage only. Both require the same RTB-27 inspection process to protect the claim. You cannot take both and hold them without following the inspection rules. (RTA ss. 19-38)
Yes. Tenants are encouraged to take their own photos at both move-in and move-out. If they disagree with any item on the RTB-27, there is a space on the form to note their objection. Both sets of photos may be submitted as evidence at the RTB. This is one more reason your documentation needs to be specific and match your photos exactly — ambiguous notes favor the tenant in a dispute.
Keep them for a minimum of 2 years after the tenancy ends. Disputes can arise months after move-out, and the limitation period for RTB applications is 2 years from when the claimant discovered or reasonably should have discovered the matter. Store the original RTB-27, all high-resolution photos (dated), contractor invoices, and proof of delivery of the report — in both digital backup and a physical file.
LandlordPass provides educational content about property management in British Columbia. This course does not constitute legal advice. For specific legal questions about your tenancy situation, consult a qualified lawyer or contact the Residential Tenancy Branch directly at www2.gov.bc.ca/rtb. Content references the Residential Tenancy Act, Residential Tenancy Regulation, and RTB Policy Guidelines 1 and 40.
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