Condition Inspection Reports

 


 

The Basics

At the start and end of a tenancy, the tenant and landlord should walk through the rental unit and complete a condition inspection report. This is a chance to fill out a checklist and document the condition of the rental unit. Completing this report when the tenant moves in, and then again when they move out, can help determine how much damage, if any, has been caused during the tenancy.

 


 

Approved Forms

Most landlords use the standard Residential Tenancy Branch (RTB) Condition Inspection Report. If your landlord presents you with their own custom form, it should contain all the standard information required by law – just like the RTB form.

Section 20 of the Residential Tenancy Regulation states that the condition inspection report must contain the following information:

  • the correct legal names of the landlord, the tenant and, if applicable, the tenant’s agent;
  • the address of the rental unit being inspected;
  • the date on which the tenant is entitled to possession of the rental unit;
  • the address for service of the landlord;
  • the date of the condition inspection;
  • a statement of the state of repair and general condition of each room in the rental unit including, but not limited to, the following as applicable:
    • entry;
    • living rooms;
    • kitchen;
    • dining room or eating area;
    • stairs;
    • halls;
    • bathrooms;
    • bedrooms;
    • storage;
    • basement or crawl space;
    • other rooms;
    • exterior, including balcony, patio and yard;
    • garage or parking area;
  • a statement of the state of repair and general condition of any floor or window coverings, appliances, furniture, fixtures, electrical outlets and electronic connections provided for the exclusive use of the tenant as part of the tenancy agreement;
  • any other items which the landlord and tenant agree should be included;
  • a statement identifying any damage or items in need of maintenance or repair;
  • appropriate space for the tenant to indicate agreement or disagreement with the landlord’s assessment of any item of the condition of the rental unit and contents, and any additional comments;
  • the following statement, to be completed by the tenant:

I, …………………………………… (tenant’s name),
[  ] agree that this report fairly represents the condition of the rental unit.

[  ] do not agree that this report fairly represents the condition of the rental unit, for the following reasons:

………………………………………………………………………………………………………………………………………………………..
………………………………………………………………………………………………………………………………………………………..
………………………………………………………………………………………………………………………………………………………..

  • a space for the signature of both the landlord and tenant.

The move-out condition inspection report is also required to contain:

  • a statement itemizing any damage to the rental unit or residential property for which the tenant is responsible; and
  • if agreed upon by the tenant and landlord:
    • the amount to be deducted from the tenant’s security deposit or pet damage deposit;
    • the tenant’s signature indicating agreement with the deduction, and
    • the date on which the tenant signed.

 


 

Scheduling an Inspection

According to section 17 of the Residential Tenancy Regulation, your landlord must offer you at least two opportunities – between 8am and 9pm – to complete a condition inspection. If you do not accept their first offer, your landlord is required to give you Residential Tenancy Branch (RTB) form, Notice of Final Opportunity to Schedule a Condition Inspection. If you are still unavailable for this second opportunity, you can ask someone else to participate on your behalf. In fact, you may want to consider bringing a friend or family member even if you are available to participate in the inspection. At the start of a tenancy, the move-in condition inspection report should be completed, ideally, on the day your tenancy begins while the unit is still empty of your belongings. At the end of a tenancy, the move-out condition inspection report should  be completed, ideally, on the day your tenancy ends, once all your belongings have been removed from the rental unit. On the last day of your tenancy, you are expected to move out and return all keys and access devices by 1pm – unless you and your landlord agree on a different time.

Pets: If you get a pet after the start of your tenancy, you and your landlord are required to complete another move-in condition inspection report.

 


 

Participating in an Inspection

It can be a good idea to take photos and videos – especially if you disagree with your landlord’s assessment of the unit. Once you have completed the condition inspection, make sure to sign and date the report. If you disagree with your landlord about any part of the inspection, there should be space on the form to list your concerns. Once a report has been completed, your landlord is required to provide you with a copy. For move-in condition inspection reports, the deadline is seven days of completing the inspection; and for move-out condition inspection reports, the deadline is 15 days of completing the inspection. Keep your copy of the report in a safe place and take photos so it can be backed up digitally. See TRAC’s template letter, Copy of Condition Inspection Report.

 


 

Consequences for Not Following the Law

If your landlord does not give you a chance to participate in a move-in condition inspection, or does not provide you with a copy of the report within seven days, they lose the right to claim against your security or pet damage deposit for damage to the rental unit. Conversely, if you fail to participate in an inspection after receiving two opportunities, you may lose the right to have your deposit(s) returned. See sections 24 and 36 of the RTA for more information.

 


 

Previous Legal Decisions

 

  • Condition inspection reports mandatory
  • Guidelines for scheduling inspections
  • Arbitrator weighs inconsistent condition inspection reports
  • Forwarding address must be given explicitly