Moving into a rental in Manitoba? Completing the province's Form 5 helps tenants document the condition of a unit when they move in. A clear, dated report protects your security deposit, provides evidence for later disputes, and sets expectations about repairs and cleanliness. This guide explains what to record, how to take useful photos, when to share the form with your landlord, and practical steps if you and the landlord disagree. It is written for tenants who want straightforward, practical advice on documenting their move-in condition and preserving their rights under Manitoba tenancy rules.
What is Manitoba's Form 5?
Form 5 is the official Rental Unit Condition Report used in Manitoba to note existing damage, cleanliness, and the working condition of appliances and systems at move-in. Filling it out carefully creates a dated record you and the landlord can both sign — a strong piece of evidence if there is a later dispute about the security deposit or damage. Many tenants scan or photograph the completed form and keep a copy for their files.[2]
What to record on the form
- Photos of any visible damage or stains on walls, floors, countertops, and appliances.
- Notes about cleanliness, odours, mold, or pest evidence.
- Any broken or non-working systems such as heating, plumbing, or appliances.
- Safety items like smoke detectors, locks on doors and windows, and secure entry features.
- Record meter readings, keys received, and condition of included fixtures.
How to take photos and keep records
Take clear, well-lit photos that show the date (use a dated file name or include a dated item in the frame). Photograph each room and any damage close up and at distance so size and location are clear. Save digital copies and back them up to cloud storage or email them to yourself immediately after moving in.
- Take at least two photos of each issue: a wide view and a close-up.
- Name image files with the date and room (e.g., "2026-03-01_kitchen_stain.jpg").
- Keep the signed Form 5 with receipts, communications, and repair requests in one folder.
Filling, signing and sharing the form
Fill out Form 5 truthfully and legibly. If the landlord completes their own version, compare line by line and add your notes or photos where you disagree. Both parties should sign and date the report; the tenant should keep a copy. If the landlord refuses to sign, keep your dated copy and any evidence showing you attempted to provide it.
If you disagree with the landlord's condition report
If you and the landlord can’t agree, keep your copy of Form 5 and the photos, and contact Manitoba's Residential Tenancies Branch for guidance on dispute resolution and filing a claim.[1] The Branch handles security deposit disputes and can explain timelines for filing applications under provincial rules.[3]
FAQ
- Do I have to fill out Form 5?
- No law forces a tenant to fill it out, but completing Form 5 is strongly recommended because it documents move-in condition and protects your deposit.
- What if the landlord won’t provide Form 5?
- If a landlord does not provide Form 5, complete your own detailed report, sign it, date it, and give them a copy; keep proof you provided it.
- Can I use Form 5 when I move out?
- Yes. Use your initial Form 5 and photos to compare against move-out condition and to support a deposit return claim if needed.
How-To
- Get the official Form 5 and review each section before your move-in inspection.
- Walk through the unit room by room, noting existing damage and testing appliances and systems.
- Take date-stamped photos showing both wide views and close-ups of any issues.
- Complete and sign the report, ask the landlord to sign, and make copies for your records.
- If you need help or must file a dispute later, contact the Residential Tenancies Branch and keep your documentation handy.
Key Takeaways
- Completing Form 5 and taking photos protects your security deposit and documents move-in condition.
- Keep signed copies and proof of delivery to support any future dispute.
- Contact Manitoba's Residential Tenancies Branch for official guidance if you cannot resolve issues with your landlord.
Help and Support / Resources
- Residential Tenancies Branch (Manitoba)
- Form 5: Rental Unit Condition Report (official form)
- The Residential Tenancies Act (Manitoba)
