Every renter in Manitoba should know how to document the condition of a rental unit when moving in or out. Completing Form 5 gives tenants and landlords a dated record of doors, walls, flooring, appliances, and any existing damage or concerns. A clear condition report protects your security deposit, helps set expectations for repairs, and provides evidence if there’s a dispute later. This guide explains when to complete the form, step-by-step filling tips, practical examples of photos and notes, and how to use the report at the end of tenancy. If you’re a tenant preparing to move, these straightforward steps reduce risk and make communication with your landlord clearer.
What the condition report is and who should use it
Manitoba uses a standard condition report commonly called "Form 5" to capture the state of a rental unit at move-in and move-out. Tenants and landlords complete the report together when possible so both parties have a dated record backed by signatures and photos. You can get the official form from the Residential Tenancies Branch website.[1]
When to complete the form
- Complete the report on the day you move in or within the first few days if you discover issues later.
- If you and the landlord agree to changes after move-in, update or initial the report to reflect those changes.
- At move-out, compare the unit to the original report and complete a new exit section or form.
What to record on the report
- Note visible damage: stains, holes, cracks, broken fixtures, and appliance condition.
- List working systems: heating, plumbing, electrical lights, and any missing keys or remotes.
- Record cleanliness issues that existed before you moved in to avoid being charged later.
How to fill Form 5 (practical steps)
- Use a printed or digital copy of the official Form 5 and work room-by-room for clarity.
- Be specific in descriptions ("small chip on north kitchen counter" is better than "counter damaged").
- Include photo references by noting file names or attaching photos to the report if possible.
- Both tenant and landlord should sign and date the completed sections; keep a copy for your records.
Using the report at move-out
- Compare the move-out condition to the original report and note any changes or damage that occurred during tenancy.
- If the landlord plans to deduct from your deposit, request an itemized list and photos showing the damage and cost estimates.
- Keep dated records of communications about the deposit and return timelines.
Common examples and tenant-focused scenarios
Example: you find a crack in a window frame on move-in. Put that on Form 5, photograph it, and ask the landlord to initial the entry. At move-out, the same crack cannot reasonably be charged to you if it was recorded at move-in. Another example: report a non-working fridge on arrival and request repair in writing; document response times and repair attempts.
Related tenant guides
For additional checklists on inspections and move-out steps, see the Guide to the Initial Rental Property Inspection for Tenants and The Final Inspection: What Tenants Need to Know Before Moving Out. If you are still searching for a new place, Find rental homes across Canada on Houseme.
FAQ
- Is the condition report mandatory in Manitoba?
- Using the official condition report is the recommended process in Manitoba and it is important for preserving both tenant and landlord rights; always check the Residential Tenancies Branch guidance for specifics.[2]
- What if my landlord won’t complete the report with me?
- Complete your own copy, take time-stamped photos, and send the report to the landlord by email or registered mail so you have proof you provided the information.
- Can I add photos to the official Form 5?
- Yes—attach or reference photos when possible and keep original digital files; note file names or timestamps on the report for clarity.
- How long should I keep the completed report and photos?
- Keep the documents until your deposit is returned and any potential disputes are fully resolved, which may include the time for a tribunal decision.
How-To
- Obtain the official Form 5 from the Residential Tenancies Branch website or request a copy from your landlord.
- Walk through the unit room by room, checking fixtures, doors, windows, flooring, and appliances.
- Take clear, time-stamped photos or short videos of every room and any damage or defects you find.
- Complete descriptions on the form, attach or reference photos, and sign and date the report.
- Provide a copy to your landlord and retain your copy; follow up in writing if repairs are needed.
