Landlord Access, Documentation & Record-Keeping
BC’s RTA gives you the right to enter — but only on its terms. Learn the notice rules, valid entry reasons, inspection limits, and how to keep records that protect you at the RTB.
Quiet Enjoyment vs. Asset Protection
You own the building. The tenant has exclusive possession. Under RTA s.28, every tenant has the right to quiet enjoyment — meaning you cannot enter whenever you want, for whatever reason, without following the rules. But you also need to protect your property, comply with insurance requirements, respond to strata notices, and address suspicious activity.
The answer is not “never enter.” The answer is: enter lawfully, document everything, and keep records like a ledger for the entire tenancy. Most landlord-access disputes at the RTB are not about one bad entry — they are about a pattern of sloppy records, missing notices, and weak reasons.
Key Point
RTA s.29 requires written notice at least 24 hours but not more than 30 days before entry. The notice must include the specific date, a time window between 8:00 AM and 9:00 PM (unless the tenant agrees otherwise), and a reasonable purpose. There is no official RTB “Notice of Entry” form — you create your own.
Lawful Entry — The Rules
What counts as proper notice
Your written notice must include three things: the date you will enter, the time window (within 8 AM to 9 PM), and the reason for entry. Deliver it in writing — posted to the door, mailed, or emailed if the tenant has previously agreed to email service in writing. A text message is generally not valid written notice unless the tenant agreed to that method in advance and you can prove it. (RTA s.89; Policy Guideline 12 — Service Provisions.)
If you post the notice on the door or in the mailbox, “deemed receipt” rules apply under RTA s.90. Plan ahead so you still meet the 24-hour minimum after deemed receipt. (Policy Guideline 7 — Locks and Access.)
Valid reasons for entry
Repairs or maintenance (scheduled plumber, furnace service, smoke alarm checks), condition inspections (up to once per calendar month — see below), showings to prospective tenants or buyers (you or your agent must be present during all showings), insurance-required inspections, and strata-mandated access (fire inspections, plumbing work, window replacement). All purposes must be reasonable. (RTA s.29(1).)
Entry without 24-hour notice
You can enter without notice only in a real emergency — an active leak, fire, gas leak, or imminent danger to people or property. “I suspect damage” is not an emergency. “Water is coming through the ceiling into the unit below” is an emergency. Document the emergency thoroughly afterward: photos, timeline, and the specific reason you determined entry was immediately necessary.
Access for insurance purposes
Your landlord insurance policy may require annual inspections. This is a valid entry reason. State “insurance-required inspection” in your notice and keep the insurer’s letter requiring it in the tenancy file. Consider including this requirement in the tenancy agreement so the tenant knows from the start.
Access for strata requirements
The strata may need access for fire system inspections, plumbing, window replacement, or other building work. The strata gives you notice — you must then give the tenant your own written 24-hour notice. Attach the strata notice to yours. Keep both in the file. (Strata Property Act, s.147.)
Access when you suspect a problem
Suspicion alone does not create an emergency. If you suspect damage, unauthorized occupants, or other lease violations, give proper 24-hour written notice with a reasonable purpose — “scheduled condition inspection.” Document what you find with photos and notes. If the situation is genuinely urgent, document clearly why it meets the emergency threshold.
Inspection frequency — what the law actually says
Under RTA s.29(2), a landlord may conduct a condition inspection of the rental unit no more than once per calendar month. This is the legal maximum — not a suggestion. Note that this cap applies specifically to condition inspections; entries for repairs, maintenance, or showings are separate and do not count against your monthly inspection allowance.
In practice, most experienced landlords do quarterly inspections — not because the law requires it, but because monthly inspections on a well-behaved tenancy tend to create friction and quiet-enjoyment complaints. If you have a documented ongoing concern (recent water damage, a pest issue being monitored, a compliance issue), monthly inspections are fully lawful. Keep the reason in the file.
Caution
Entering without proper notice — even once — can result in an RTB complaint for breach of quiet enjoyment. Repeated unauthorized entries can lead to compensation orders and strengthen the tenant’s position in any related dispute. You also cannot use excessive showings as a workaround for frequent access — the RTB has found that open-house style showings where the landlord is not present can breach quiet enjoyment and the safety of the tenant’s possessions. Follow the process every time. (RTA s.28–29; Policy Guideline 7.)
Locks and Security
At the start of every new tenancy, the landlord is required to change the locks — this is a legal obligation under RTA s.31(1), not just good practice. During the tenancy, the tenant cannot change the locks without the landlord’s written consent or an RTB order (RTA s.31(3)). The landlord cannot change the locks to prevent the tenant from entering — this is an illegal lockout and a serious breach of the RTA. If a tenant changes locks without permission, communicate in writing immediately, require them to restore the original locks or provide a copy of the new key, and document everything in the file.
Documentation and Record-Keeping
The tenancy ledger
A tenancy ledger is a running log that tracks every event related to the tenancy — entries, notices, rent payments, communications, maintenance requests, complaints, and inspections. Think of it as a journal for the tenancy. At an RTB hearing, the landlord who has a complete, dated ledger almost always has the advantage.
What to record for every entry
Date. Time in. Time out. Who entered (you, a contractor, a property manager). What was done. What was observed. Proof that notice was served (date served, method, copy kept on file). If photos were taken, note the file names or attach them to the log entry.
Protecting against “missing items” claims
If the tenant is not home during an entry, consider bringing a witness. Take a brief video showing the unit condition as you enter and as you leave. Your log and photos are your defence against claims that something was taken or damaged during access.
Notice of Entry — Copy-Paste Template
No official RTB form exists for notice of entry. Use this template every time. Click inside the box to select all text, then copy and fill in your details.
Notice of Intent to Enter Rental Unit
SELECT ALL → COPYEntry Log — Tenancy Activity Ledger Template
Record every entry, notice, communication, and event. Keep this running log for the entire tenancy. Click inside to select all, then copy into a spreadsheet or document.
Tenancy Activity Log
SELECT ALL → COPYKey Point
Organize your files by property, then by tenancy start date, then by category: Agreements, Inspections, Entry Logs, Communication, Financial, Strata. A simple folder structure — physical or digital — is all you need. The system only works if you use it consistently for every event, not just when something goes wrong.
Document Retention — What to Keep and For How Long
BC does not specify a single retention period for all tenancy records. However, the Limitation Act sets a basic limitation period of 2 years for most civil claims, and the RTB can hear some applications within that window. For tax purposes, CRA requires 6 years of records (Form T776). The safe standard: keep everything for the duration of the tenancy plus 6–7 years after it ends.
| Document | Retention Period | Storage Notes |
|---|---|---|
| Core Tenancy Documents | ||
| Signed tenancy agreement | Duration + 6–7 years | Original or certified copy. PDF scan recommended. |
| Addenda and amendments | Duration + 6–7 years | Store with original agreement. |
| Tenant application and screening records | Duration + 2 years | Privacy: destroy screening data 2 years after tenancy ends. |
| Deposit receipts and interest records | Duration + 6–7 years | Needed for RTB disputes and CRA. |
| Inspections & Condition | ||
| RTB-27 move-in condition inspection report | Duration + 6–7 years | Signed original. Critical for deposit claims. |
| RTB-27 move-out condition inspection report | Duration + 6–7 years | Compare against move-in baseline. |
| Inspection photos and videos | Duration + 6–7 years | High resolution. Organize by date and room. |
| Monthly condition inspection notes | Duration + 2 years | Entry log entries with photos. |
| Access & Entry Records | ||
| Notice of entry (each instance) | Duration + 2 years | PDF/photo of notice + proof of service. |
| Entry log (tenancy ledger) | Duration + 6–7 years | Running record. Never delete entries. |
| Emergency entry documentation | Duration + 6–7 years | Photos, timeline, reason — your defence. |
| Communication | ||
| Email correspondence with tenant | Duration + 2 years | Export and archive. |
| Written complaints (from/to tenant) | Duration + 6–7 years | May be relevant to dispute resolution. |
| Maintenance requests and responses | Duration + 6–7 years | Proves you responded in reasonable time. |
| Financial | ||
| Rent payment records | Duration + 6–7 years | Bank statements, e-transfer confirmations. |
| Repair and maintenance invoices | Duration + 6–7 years | CRA deductions and dispute evidence. |
| Insurance policies and correspondence | Duration + 6–7 years | Proves coverage dates and inspection requirements. |
| Strata (Condos) | ||
| Form K and strata bylaws | Duration + archive | Signed copy proves tenant was informed of rules. |
| Strata notices requiring unit access | Duration + 2 years | Forward to tenant with your entry notice attached. |
Key Takeaways
What to Remember from This Module
- Every entry needs written notice at least 24 hours in advance with the date, a time window between 8 AM and 9 PM, and a reasonable purpose. No official RTB form exists — use the Notice of Entry template above. (RTA s.29.)
- Condition inspections are capped at once per calendar month under RTA s.29(2). Monthly is the legal maximum. Most landlords do quarterly inspections in practice — that is fine and usually less disruptive.
- Record every entry in a tenancy ledger — date, time in, time out, who entered, purpose, what was done, and proof of notice served. This log is your defence against missing-item claims and quiet-enjoyment complaints.
- Keep all tenancy documents for the duration plus 6–7 years. Organize by property, tenancy start date, and category. At the RTB, the party with better records almost always wins.
- Insurance inspections and strata-mandated access are valid reasons for entry — but you still need proper written notice. Attach the insurer’s letter or strata notice to your entry notice and keep both in the file.
- At the start of every new tenancy, you are required to change the locks (RTA s.31(1)). During the tenancy, neither party can change the locks without the other’s written consent or an RTB order (RTA s.31(3)).
Action Checklist
Apply What You Learned
Common Questions
Frequently Asked Questions
If the notice is valid and the reason is reasonable, the tenant must allow access. If they block you, document the refusal and apply to the RTB for an order of entry if needed. Do not force entry — that makes the situation worse and puts you in breach of the RTA. (RTA s.29.)
Generally no, unless the tenant agreed in advance to receive notices by text and you can prove that agreement. Use written notice delivered to the door, mailed, or emailed (with documented prior written consent for email service). (RTA s.89; Policy Guideline 12.)
The RTA allows one condition inspection per calendar month — that is the legal maximum under RTA s.29(2). Most landlords do quarterly inspections in practice, which is fine and tends to cause less friction. If you have a documented reason such as pest monitoring or water damage follow-up, monthly inspections are fully lawful — keep the reason on file.
Suspicion alone does not create an emergency. Give proper 24-hour written notice with a reasonable purpose — “scheduled condition inspection” — and document what you find with photos and notes.
Keep a detailed entry log: date, time in and out, who was present, what was done. If the tenant is not home, consider bringing a witness. Take a brief video showing the unit condition as you enter and leave — this is your strongest defence.
Insurance-required inspections are a valid reason for entry. Give proper 24-hour written notice, state the purpose as “insurance-required inspection,” and keep the insurer’s letter in your file. The tenant must allow access when proper notice is given with a valid reason.
Yes. The strata gives you notice, but you must give the tenant your own written notice of entry at least 24 hours in advance. Attach the strata notice to yours. Keep both in the tenancy file.
You can photograph the condition of the unit — walls, floors, appliances, fixtures. Keep the scope relevant to the purpose of the entry. Avoid photographing personal belongings unnecessarily, as this can raise privacy concerns and may be raised at the RTB.
Keep core documents for the duration of the tenancy plus 6–7 years. This covers both the BC Limitation Act period and CRA requirements for rental income records (Form T776). Screening records can be destroyed 2 years after the tenancy ends for privacy reasons.
No. Open-house style showings where buyers move through the unit unescorted are not acceptable. You or your authorized agent must be present during all showings to prospective buyers or tenants. The RTB has found that unescorted open houses are not a “reasonable purpose” under RTA s.29, as the landlord cannot ensure the safety of the tenant’s possessions. (Policy Guideline 7.)
Even one unauthorized entry can result in the tenant filing an RTB dispute for breach of quiet enjoyment under RTA s.28. The RTB can award compensation to the tenant. Repeated unauthorized entries strengthen the tenant’s case and can result in larger awards. Always follow the process.
No. Under RTA s.31(3), a tenant must not change a lock or other means of access to their rental unit unless the landlord agrees in writing or the RTB has ordered it. If a tenant changes locks without permission, contact them in writing immediately and require them to restore the original locks or provide a copy of the new key. Document everything in case you need to pursue an RTB order.