Moving into or out of a rental home in British Columbia is an important milestone. As a tenant, documenting your unit's condition safeguards your rights, helps ensure fair treatment regarding deposits, and can be crucial in resolving disputes. This guide breaks down what to document, why it matters, and the key forms and official steps every BC tenant should know.

Why Documentation Matters for Tenants in BC

Documenting your rental at move-in and move-out protects you if issues arise, particularly around deposits, damage claims, or maintenance. Clear records can make dealings with your landlord smoother and back up your version of events if there's a disagreement.

What Should Tenants Document When They Move In?

Before moving in, thoroughly check your rental and record its condition. This is fundamental for your future reference and can protect your security or pet deposit.

• Photos and Videos: Take clear, date-stamped images or videos of each room, including close-ups of any stains, marks, or damages.
• Condition Checklist: Fill out and save a detailed list noting the state of appliances, walls, floors, bathrooms, windows, entryways, smoke alarms, and outdoor areas, if applicable.
• Utility Readings: Record initial meter readings (electricity, gas, water).
• Keys, Remotes & Entry Fobs: List exactly what you receive.
• Written Agreements: Save any emails, letters, or agreements with your landlord about the initial state of the unit.

Sharing a copy of your photos and checklist with your landlord helps create a mutual record and reduce later misunderstandings.

The Condition Inspection Report (Form RTB-27)

In British Columbia, completing the official Condition Inspection Report (Form RTB-27) is required by law at both move-in and move-out. This form serves as your primary line of defense regarding disputes and deposit returns.

• When and How It's Used: Both parties must complete and sign the form at move-in and again at move-out. Each should keep a copy.
• Practical Example: If you notice a scratch on the living room floor, mark it on the report and back it up with a photo. At move-out, if the scratch remains unchanged, you shouldn't be charged for it.
• Download the official Condition Inspection Report (Form RTB-27)

For step-by-step guidance on handling inspections, see the Guide to the Initial Rental Property Inspection for Tenants.

What to Document When Moving Out

When it's time to leave, you should repeat most steps you took when moving in:

• Take new photos and videos of the entire unit, showing cleanliness and any pre-existing issues.
• Complete a move-out Condition Inspection Report with your landlord and keep your own signed copy.
• Document all cleaning efforts, repairs, or touch-ups you made.
• Return all keys and get a written acknowledgment.

A thorough move-out record is critical for returning your security or pet deposit. For more help, read How to Get Your Security Deposit Back with Interest When Moving Out.

For a smooth exit, consult the detailed checklist in Moving Out Tips: A Tenant's Guide to a Smooth Rental Exit.

What If You Can't Agree on the Inspection?

If your landlord refuses to complete a condition inspection, won't sign the form, or you can't agree on the report's content, document everything independently and note all attempts to communicate. You can file an application with the Residential Tenancy Branch for dispute resolution if necessary.

Official Tribunal for BC Tenants

The Residential Tenancy Branch of British Columbia manages rental disputes and provides legal resources for tenants and landlords.

Relevant Legislation

All these requirements are governed by the Residential Tenancy Act (British Columbia)^[1].

Tips for Maximizing Your Deposit Return

• Always do joint inspections and keep copies of reports and photos.
• Clean thoroughly before move-out and repair small damages.
• Communicate by email or in writing so you have a record.

For more details on how deposits work, see Understanding Rental Deposits: What Tenants Need to Know.

Stay Informed and Protected

Understanding your documentation rights as a tenant will help you navigate your BC rental experience with confidence and minimize risks. For more facts and protections, visit Tenant Rights in British Columbia. You can also Find rental homes across Canada on Houseme with ease if you're searching for your next place.

Frequently Asked Questions

1. Is the move-in Condition Inspection Report mandatory for all BC rentals?
   Yes, under the Residential Tenancy Act, it is required that landlords and tenants complete and sign the Condition Inspection Report at move-in and move-out.
2. What happens if my landlord refuses to do a move-in or move-out inspection?
   You can document your attempts and submit evidence to the Residential Tenancy Branch. The law provides protection if the inspection is refused.
3. Do I have to be present for both move-in and move-out inspections?
   It is strongly recommended, though not strictly required. Your presence ensures that you agree with what's recorded.
4. What should I do if I find new damage after moving in?
   Write to your landlord as soon as possible, take photos, and update your records. This helps prevent being held responsible later.
5. How long should I keep my inspection records?
   Keep them for at least until your deposit is returned and any disputes are resolved, but ideally longer in case of claims.

Conclusion: Key Takeaways

• Use the official Condition Inspection Report (Form RTB-27) during both move-in and move-out.
• Take detailed photos/videos and keep records of all inspections and related communication.
• Understand your rights and resources to protect your deposits and resolve disputes.

Need Help? Resources for Tenants

• Residential Tenancy Branch (BC) – information, forms, and dispute resolution
• BC Civil Liberties Association – Tenant Rights
• Tenant Resource & Advisory Centre (TRAC): https://tenants.bc.ca/
• Local Legal Aid and Community Legal Clinics

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1. See the Residential Tenancy Act of British Columbia – Part 3 (Section 17, 23)

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