Whether you're starting a new rental or preparing for the end of your tenancy in Alberta, careful documentation can save you from future stress. Creating a clear record of your rental's condition protects your rights under Alberta's Residential Tenancies Act^[1]. This guide explains what tenants should record during both move-in and move-out, including accessibility and discrimination protections.

Why Documentation Matters for Alberta Tenants

Detailed records help avoid disputes about repairs, cleaning, and your security deposit. Documentation can also be crucial if you need to address discrimination or accessibility issues.

• Provides proof of the rental's condition at key dates
• Helps with deposit returns at move-out
• Supports you if accessibility features are missing or removed
• Useful for communicating with the landlord or responding to formal disputes

Before You Move In: Essential Steps

1. The Move-In Inspection Report

In Alberta, landlords are legally required to complete a move-in inspection report with the tenant present. This inspection documents the condition of the property as you receive it. Bring the official "Residential Premises Condition Report" or use the Inspection Report template available from the Government of Alberta (Download the Inspection Report form).

• Review the unit together with your landlord
• Record any existing damage or cleanliness issues
• Note any missing accessibility features (e.g., ramps, grab bars)
• Ensure both parties sign and date the form

Tip: Take clear photos or videos as you complete the inspection, and email or text them to yourself for a time-stamped record.

2. Document Deposits and Fees

Get written receipts for all Understanding Rental Deposits: What Tenants Need to Know, including security, pet, or key deposits. This documentation helps if there's a dispute about the return of your money later.

3. Request Information on Accessibility or Special Accommodations

If you require modifications due to disability (ramps, wider doorways), document any promises or agreements made by the landlord in writing. Under Alberta's human rights law, you are entitled to reasonable accommodation.

4. Keep Important Contact Information

Store your landlord's contact details, emergency maintenance number, and a copy of your signed lease in a safe place.

During Your Tenancy: Maintain an Ongoing Record

Keeping track of problems as they arise will make move-out smoother and can also support you if health, safety, or discrimination issues occur.

• Document repairs with dates, photos, and correspondence
• Keep copies of written requests for repairs or accessibility accommodations
• Record any incidents relating to discrimination

When You Move Out: What to Document

Just as important as your move-in process, moving out correctly protects your deposit and your reputation as a tenant.

1. Move-Out Inspection Report

Have a final inspection with your landlord using the official Inspection Report (Download form here). This should occur as close as possible to the date you return the keys.

• Clean thoroughly, and repair any tenant-caused damage
• Take new photos or videos showing the unit’s condition before leaving
• Confirm return of any accessibility modifications arranged at the start
• Both parties sign and date the report

If your landlord fails to attend the inspection after you've tried to coordinate in good faith, make a detailed record of your efforts (dates, times, messages sent).

2. Document Utility Transfers and Key Returns

Keep receipts showing you transferred or disconnected utilities. Note the date you return all keys/fobs and send confirmation to your landlord by email or text.

3. Follow Up on Deposit

Under Alberta law, your landlord must return your security deposit (minus allowable deductions) within 10 days of move-out, along with an itemized statement of deductions. For more on getting your deposit back, see How to Get Your Security Deposit Back with Interest When Moving Out.

Dealing with Discrimination or Accessibility Issues

If you encounter discrimination related to renting or need to request accommodations for a disability, document your requests in writing. If you feel your rights under the Alberta Human Rights Act have been violated, contact the Alberta Human Rights Commission for advice on making a complaint.

What the Law Says and Where to Get Help

Alberta's Residential Tenancies Act and its regulations outline your documentation rights and responsibilities. Most disputes are handled by the Residential Tenancy Dispute Resolution Service (RTDRS).

• Guide to the Initial Rental Property Inspection for Tenants: More information on move-in condition reports
• Tenant Rights and Landlord Rights in Alberta: In-depth facts about tenant law in Alberta

Need a new place? Browse apartments for rent in Canada with real-time map tools on Houseme.

Frequently Asked Questions

1. What if my landlord refuses to do the move-in or move-out inspection?
   If your landlord won't attend, complete the inspection yourself with a witness if possible, keep photos, and document your attempt to arrange the inspection in writing.
2. What documentation do I need to claim my deposit back?
   You should have signed inspection reports, photo/video evidence of the rental's condition, and copies of all deposit receipts. For more info, see How to Get Your Security Deposit Back with Interest When Moving Out.
3. Can I request disability-related modifications in my rental?
   Yes. Put your request in writing, keep all correspondence, and document the landlord’s response. Alberta’s human rights laws require landlords to accommodate reasonable accessibility needs.
4. How long should I keep my tenancy records?
   Keep all documentation for at least one year after moving out in case of disputes regarding your deposit or last month's rent.
5. Who do I contact if there is a dispute over property condition or discrimination?
   Contact the RTDRS for property disputes and the Alberta Human Rights Commission for discrimination issues.

Conclusion: Key Takeaways for Alberta Tenants

• Always complete and keep copies of inspection reports, photos, and correspondence
• Document all accessibility needs and discrimination concerns in writing
• Your records are your legal protection if you ever have to recover your deposit or respond to issues

By keeping diligent records from start to finish, Alberta tenants can avoid most common disputes and protect their homes and rights.

Need Help? Resources for Tenants

• Residential Tenancy Dispute Resolution Service (RTDRS): Handles rental property disputes and applications
• Alberta Government Tenancy Information: Forms, guides, and landlord/tenant information
• Alberta Human Rights Commission: Complaint process for discrimination or accommodation issues
• Tenant Rights and Landlord Rights in Alberta
• For more rental options, browse apartments for rent in Canada on Houseme.

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1. Residential Tenancies Act, SA 2004, c R-17.1, full text available from the Government of Alberta
2. Residential Tenancy Dispute Resolution Service (RTDRS): Official RTDRS information
3. Inspection Report: Official Alberta Inspection Report form
4. Alberta Human Rights Act: Official Legislation (PDF)

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