Move-In and Move-Out Inspection Checklist for Ontario Landlords

The single most effective thing you can do to protect yourself from damage claims is to document the condition of your rental unit before the tenant moves in and after they move out. Without written and photographic evidence of the property's condition, you have little chance of proving damage at the Landlord and Tenant Board.

This guide provides a comprehensive inspection checklist and explains how to conduct inspections that hold up if you ever need to make a claim.

Why Inspections Matter Under the RTA

Ontario does not have a formal security deposit, so landlords cannot withhold money for damages like in many other jurisdictions. Instead, if a tenant causes damage beyond normal wear and tear, you must file an L2 application with the LTB and prove the damage occurred during the tenancy.

Proving damage requires:

• Evidence of the property's condition before the tenant moved in
• Evidence of the property's condition after the tenant moved out
• Proof that the damage exceeds normal wear and tear
• Documentation of repair costs

Without a move-in inspection, the LTB has no baseline to compare against, and your claim is significantly weakened.

How to Conduct a Move-In Inspection

Timing

Conduct the inspection on the day the tenant takes possession, ideally before they bring in any belongings. If that is not possible, do it within the first 24 hours.

Who Should Be Present

Both you (or your property manager) and the tenant should walk through the unit together. This ensures the tenant agrees with your assessment and cannot later claim the damage was pre-existing.

Documentation Method

• Use a printed or digital checklist (provided below) and fill it in room by room
• Take photographs of every room from multiple angles
• Photograph any existing damage, marks, stains, or imperfections in detail
• Include close-up shots of floors, walls, countertops, and fixtures
• Ensure photos have date stamps (most phones do this automatically in the metadata)
• Both parties sign and date the completed checklist
• Provide the tenant with a copy immediately

Room-by-Room Inspection Checklist

For each room, assess and note the condition of the following items using a scale of Excellent, Good, Fair, or Poor, with written notes for anything notable:

Kitchen

• Countertops: chips, stains, burns, scratches
• Cabinets and drawers: all opening and closing properly, condition of doors and hardware
• Sink and faucet: leaks, stains, scratches, drain flow
• Stove/oven: burners working, oven heating, cleanliness, glass condition
• Refrigerator: cooling properly, shelves intact, door seals, ice maker (if applicable)
• Dishwasher: running a test cycle, interior condition
• Exhaust fan/range hood: working, filter condition
• Flooring: scratches, stains, loose tiles, grout condition
• Walls and ceiling: marks, holes, paint condition
• Light fixtures: all working, cover condition
• Electrical outlets: tested and working
• Windows: opening and closing, locks, screens, glass condition

Living Room / Dining Room

• Flooring: scratches, stains, carpet condition, transitions
• Walls and ceiling: marks, nail holes, paint condition, cracks
• Windows: operation, locks, screens, blinds or curtains
• Light fixtures and ceiling fans: working, condition
• Electrical outlets and switches: tested
• Baseboards: scuffs, damage, gaps
• Doors: operation, locks, door stops

Bedrooms (Repeat for Each)

• Closets: doors working, shelves intact, rod secure
• Flooring: condition as above
• Walls and ceiling: condition as above
• Windows: operation, locks, screens
• Light fixtures: working
• Electrical outlets: tested
• Doors: operation, locks

Bathroom(s) (Repeat for Each)

• Toilet: flushing properly, no leaks at base, seat condition
• Bathtub/shower: chips, stains, grout condition, caulking, drain flow
• Sink and faucet: leaks, stains, drain flow
• Mirror and medicine cabinet: condition, doors working
• Exhaust fan: working (test by holding a tissue to it while running)
• Tiles: cracked, loose, missing grout
• Flooring: condition, water damage signs
• Towel bars and accessories: secure, condition

Laundry Area

• Washer: test cycle, hoses checked for wear
• Dryer: test cycle, lint trap, vent connection
• Laundry tub: drain, faucet condition
• Flooring: water damage signs

General Systems

• Heating system: thermostat working, last service date noted
• Air conditioning (if applicable): running, cooling
• Hot water heater: type, owned or rented, last service
• Smoke alarms: tested on every level, batteries checked
• Carbon monoxide detectors: tested, properly located
• Electrical panel: labelled, accessible, no tripped breakers
• Water pressure: tested at multiple fixtures

Exterior (If Applicable)

• Driveway and walkways: cracks, heaving, condition
• Lawn and landscaping: current condition noted
• Fencing: condition, gates working
• Deck or patio: boards, railing, condition
• Garage: door operation, floor condition, lights
• Exterior doors: locks, weatherstripping, condition

Move-Out Inspection Process

Conduct the move-out inspection after the tenant has removed all belongings and ideally cleaned the unit. Use the same checklist format and compare directly against the move-in report.

Timing

Do the inspection on the last day of the tenancy or within 24 hours of the tenant returning the keys. The sooner you inspect, the stronger your documentation.

Comparing Conditions

Go room by room with the move-in checklist in hand. Note any changes, damage, or deterioration. Photograph everything that differs from the move-in condition.

Normal Wear and Tear vs. Damage

This is the most common point of dispute. General guidelines:

• Normal wear and tear: Minor scuffs on walls, small nail holes from hanging pictures, slight carpet wear in high-traffic areas, minor fading of paint or flooring
• Damage: Large holes in walls, broken fixtures, stained or burned countertops, pet damage to floors, broken windows, missing fixtures, excessive filth requiring professional cleaning

Tips for Stronger Documentation

• Video walkthroughs: In addition to photos, record a video walkthrough narrating the condition of each room. Videos provide context that individual photos cannot
• Use consistent angles: Take photos from the same positions at move-in and move-out for easy comparison
• Note meter readings: Record utility meter readings at both inspections if tenants pay their own utilities
• Keep a digital backup: Store all inspection records in cloud storage with date verification. Physical copies can be lost
• Get repair estimates promptly: If you find damage, get written repair or replacement estimates within days, not weeks

Final Thoughts

Move-in and move-out inspections take 30 to 60 minutes each. That small time investment can save you thousands of dollars and countless hours at the LTB. Make inspections a non-negotiable part of your process for every tenancy. Use this checklist, adapt it to your specific property, and be thorough every time. The inspection you skip is always the one you end up needing.