What is an entry record?
An entry record is a written note or copy of a notice showing that the landlord or their agent entered your rental unit, the date and time of entry, the reason for entry, and who attended. These records help tenants confirm that entries followed the rules in the Residential Tenancy Act and provide evidence if there is a dispute [1].
When landlords can enter and why they keep records
Landlords normally must give advance notice and a valid reason before entering. Common reasons for entry include repairs, inspections, showing the unit to prospective tenants or purchasers, or emergency work. Keeping a clear entry record protects both parties by documenting the purpose and timing of access.
- Routine repairs or maintenance with proper notice.
- Scheduled inspections or move-in/move-out checks.
- Showing the unit to prospective tenants or buyers.
- Emergency entries to address safety or immediate damage.
How to request records from your landlord
Follow these steps to ask your landlord for an entry record in writing. Before you ask, check your lease for any clauses about inspections and record-keeping and review basic tenant obligations in British Columbia such as those summarized in What Tenants Need to Know After Signing the Rental Agreement.
- Send a dated written request (email or letter) asking for copies of entry records for the specific dates or period you need.
- Give a reasonable deadline in your request (for example, ask for a response within 7–10 days) and state how you would like to receive the records.
- List the exact dates, times or visits you want documented and attach any evidence you already have (photos, texts, receipts).
- Keep copies of your request and any replies; if there is no response, tell the landlord you may apply to the Residential Tenancy Branch for help.
What to include in a written request
Make your request clear and specific so the landlord can locate the records easily. Include your name, unit address, the date you signed the request, the specific dates or range you are asking about, and the preferred delivery method (email or printed copy). Keep the tone factual and polite—this helps preserve a cooperative relationship while asserting your rights.
What to do if the landlord won’t provide records
If your landlord ignores a reasonable written request or refuses to share entry records, you can apply for dispute resolution with the Residential Tenancy Branch. The Branch can order a landlord to produce documents or provide remedies if the landlord has breached the Residential Tenancy Act [2][3].
FAQ
- Can my landlord enter without my permission?
- Generally no. Landlords must have a valid reason or the tenant's consent and usually must give notice in advance unless there is an emergency [2].
- How long should entry records be kept?
- There is no single specified public retention period posted here; keep your own copies and ask the landlord to provide records when requested, and contact the Residential Tenancy Branch for guidance on retention and evidence [2].
- What if I need help enforcing my request?
- If the landlord will not provide records after a reasonable written request, you can apply for dispute resolution through the Residential Tenancy Branch and present your written requests and other evidence [3].
How-To
- Document the incident and list the specific dates and times you need records for.
- Send a clear, dated written request to the landlord asking for entry records and set a reasonable response deadline.
- Save your sent message and any replies, plus photos or other supporting evidence.
- If the landlord does not respond, contact the Residential Tenancy Branch to learn how to apply for dispute resolution.
- Follow the Branch’s instructions, submit your evidence, and attend any scheduled hearing or call as directed.
Help and Support / Resources
- Residential Tenancy Branch — BC government
- Resolve a tenancy dispute — apply for dispute resolution
- Residential Tenancy Act — BC legislation
If you are also looking for other rental options while resolving a records dispute, Find Vancouver apartments for rent to compare listings and check move-in inspection practices.
