Move-In and Move-Out Checklist Templates for Landlords

Why Checklists Matter in Ontario

Ontario doesn't allow damage deposits. That's right. Under the Residential Tenancies Act, the only deposit you can collect is a last month's rent deposit, and it can only be applied to rent, not damages.

So what happens when a tenant trashes your unit? You file a claim at the Landlord and Tenant Board. And the first thing they'll ask is: "What was the condition of the unit at move-in?"

If you don't have documentation, it's your word against theirs. And that usually doesn't go well for landlords.

What Good Documentation Looks Like

• Written checklist signed by both landlord and tenant
• Dated photographs of every room
• Video walkthrough with commentary
• Notes on any existing damage or wear

This documentation serves as your baseline. When the tenant moves out, you compare the unit's condition against this record. Any damage beyond normal wear and tear is the tenant's responsibility.

Move-In Checklist Template

Complete this checklist on the day of move-in, ideally with the tenant present. Both parties should sign and keep a copy.

General Information

• Property address and unit number
• Tenant name(s)
• Move-in date
• Meter readings (electricity, gas, water) if applicable
• Number of keys provided
• Parking spot number (if applicable)
• Storage unit number (if applicable)

Kitchen

• Countertops: condition, chips, stains
• Cabinets: doors, hinges, handles, interior condition
• Sink and faucet: working, leaks, stains
• Stove/oven: burners working, clean, damage
• Refrigerator: working, clean, shelves intact, ice maker (if applicable)
• Dishwasher: working, clean
• Flooring: condition, damage, stains
• Walls and ceiling: condition, marks, holes
• Light fixtures: working, condition
• Exhaust fan: working
• Windows: condition, locks working, screens intact

Living Room / Dining Room

• Flooring/carpet: condition, stains, damage
• Walls and ceiling: condition, marks, nail holes
• Light fixtures and switches: working
• Electrical outlets: working
• Windows: condition, locks, screens
• Doors: condition, locks, handles
• Closets: condition, doors, shelving

Bedrooms (Repeat for Each)

• Flooring/carpet: condition
• Walls and ceiling: condition
• Closet: doors, shelving, condition
• Windows: condition, locks, screens
• Light fixtures and outlets: working
• Doors: condition, locks

Bathroom(s) (Repeat for Each)

• Toilet: working, clean, no leaks, seat condition
• Bathtub/shower: condition, drain working, caulking
• Sink and faucet: working, leaks
• Mirror and medicine cabinet: condition
• Tile and grout: condition
• Exhaust fan: working
• Towel bars and accessories: condition
• Flooring: condition

Other Areas

• Hallways: flooring, walls, lighting
• Laundry area: washer/dryer condition (if provided), hookups
• Basement/storage: condition, dampness
• Balcony/patio: condition, railing stability
• Garage: condition, door working, remote provided

Safety Items

• Smoke detectors: present and working on every floor
• Carbon monoxide detectors: present and working near sleeping areas
• Fire extinguisher: present (if provided)
• Exterior locks: all working
• Emergency exits: clear and accessible

Move-Out Checklist Template

Use this when the tenant vacates. Compare each item against the move-in checklist to identify damage beyond normal wear and tear.

Before the Inspection

1. Schedule the inspection with the tenant (give proper notice)
2. Bring the signed move-in checklist and photos
3. Bring a camera or phone for photos
4. Bring a notepad or use a digital inspection tool

During the Inspection

Go room by room using the same categories as the move-in checklist. For each item, note:

• Current condition
• Condition at move-in (from your records)
• Whether the change is normal wear and tear or damage
• Estimated repair cost if damage is present

Normal Wear and Tear vs. Damage

This is where disputes happen. Here's a general guide:

Normal wear and tear (tenant NOT responsible):

• Faded paint from sunlight
• Minor scuff marks on walls from furniture
• Worn carpet in high-traffic areas
• Small nail holes from hanging pictures
• Loose door handles from regular use
• Minor wear on countertops

Damage (tenant IS responsible):

• Large holes in walls
• Burn marks on countertops or flooring
• Broken windows or doors
• Stained or torn carpet beyond normal use
• Pet damage (scratches, stains, odour)
• Broken appliances due to misuse
• Missing fixtures or hardware

After the Inspection

1. Document everything in writing with photos
2. Provide the tenant with a copy of your findings
3. Get quotes for repairs from licensed contractors
4. Collect all keys, remotes, and access cards
5. Take final meter readings
6. Return the key deposit once all keys are returned

Filing a Claim for Damages

If the tenant has caused damage beyond normal wear and tear, you can file an L2 application at the Landlord and Tenant Board. You'll need:

• The signed move-in checklist and photos
• The move-out inspection with photos
• Quotes or receipts for repairs
• Any communication with the tenant about the damage

Without your move-in documentation, winning this claim becomes very difficult. The checklist is your evidence.

Planning your next rent adjustment? Use our free rent increase calculator to see exactly how much you can raise rent under Ontario's guidelines. If you're also evaluating whether your rates are competitive, our rent calculator can help you compare your property against current market conditions.

Going Digital

Paper checklists work, but digital tools are better. They're easier to store, harder to lose, and they timestamp everything automatically.

BricksAbove lets you create and store inspection checklists digitally, attach photos directly to each item, and keep a complete history for every unit. When you need to reference a move-in inspection from two years ago, it's right there.

The 15 minutes you spend on a thorough checklist at move-in could save you hours of headaches and thousands of dollars at move-out. Don't skip it. Check out our pricing and sign up to start managing your properties more effectively.