What to Document When You Move In or Out in Manitoba Rentals

Moving into or out of a rental unit in Manitoba is an important milestone for tenants. Properly documenting your rental home’s condition at both the beginning and end of your tenancy protects your rights, helps avoid disputes, and ensures a fair process when it comes to repairs or returning your security deposit. The following guide outlines what Manitoba tenants should record, explains relevant official forms, and offers practical steps—so you can move confidently and avoid unnecessary stress.

Why Is Documentation So Important?

Documenting the state of your rental unit at move-in and move-out is vital for your protection. Clear records create a fair, accurate understanding of the home’s condition, which can help prevent disagreements over damage, cleaning, or deposit deductions later.
In Manitoba, documentation is especially crucial because

• It’s required by law during inspections
• It provides solid proof if you and your landlord disagree on the unit’s condition
• It supports your ability to claim back your security deposit or challenge unfair deductions

Tenant Rights and Landlord Rights in Manitoba covers more about these legal protections.

What Should You Document When You Move In?

Before you move a single box into your new Manitoba rental, take time to record:

• Photos and Videos: Take clear, dated photos or videos of every room, appliance, window, door, and notable surface. Focus on any pre-existing damage or wear-and-tear.
• Written Notes: Make brief notes of anything broken, missing, or dirty. Don’t forget smoke detectors, lights, door locks, and faucets.
• Condition Report (Move-In Inspection Report): Manitoba tenants and landlords must complete a written move-in inspection report within a week of moving in. Use Manitoba’s official Condition Report (Form RTB-27) (download here), or your landlord’s version if it meets legal requirements.

This inspection must be done jointly with your landlord—set a time together whenever possible. Both parties should sign and keep copies.

Practical Example

Imagine you notice scratches on the hardwood floor and a stain on the living room wall when you move in.

Ready to move? Essential Tips for Tenants When Moving Into a New Rental Home offers a comprehensive checklist.

What Should You Document When You Move Out?

When your tenancy is ending, similar documentation will help ensure your deposit is returned and your record as a tenant stays clean.

• Photos/Videos: After cleaning and emptying your belongings, take updated photos or video (date-stamped) of all spaces and appliances, mirroring your move-in documentation.
• Notes: Record any changes, fixes you made, or lingering issues.
• Move-Out Inspection Report: Manitoba law also requires the move-out inspection report—ideally using the same RTB-27 Condition Report (access it here). Arrange to walk through the unit with your landlord and sign the report; keep a copy for yourself.

The Importance of Inspections and Deposit Returns

Move-in and move-out inspections are closely linked to your security deposit. If you don’t document the unit’s condition at both the start and end of your tenancy, it can be hard to challenge any deductions. To avoid surprises, see: How to Get Your Security Deposit Back with Interest When Moving Out.

What Forms and Legal Steps Should Manitoba Tenants Know?

Here are the official forms and steps you may need:

• Condition Report (Form RTB-27): Used for both move-in and move-out inspections. Obtain and fill this form out with your landlord to record the unit’s state and get signed copies for both parties. Official form and instructions.
• Security Deposit Return Application (Form RTB-10): If your landlord refuses to return your deposit after move-out without justification, submit this form to Manitoba’s Residential Tenancies Branch. See the official RTB-10 form.

Keep all your forms and inspection reports somewhere safe, and use them if you ever need to resolve a dispute.

Where to Go with Documentation Disputes

In Manitoba, rental issues are handled by the Residential Tenancies Branch, the provincial authority responsible for enforcing the Residential Tenancies Act.¹

Tips for Tenant Accessibility and Discrimination Concerns

If you encounter any discrimination, or your housing does not meet accessibility standards, document what occurs (who, when, what was said or denied) and keep copies of all related communications. This can be crucial if filing a complaint with the Human Rights Commission.

Key Takeaway: Good documentation benefits everyone—it supports tenants and landlords, protects your deposit, and helps ensure safe, fair housing.

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Frequently Asked Questions (FAQs)

1. What happens if my landlord won’t do a move-in or move-out inspection?
   If your landlord is unavailable or refuses, complete the inspection report yourself, include detailed photos and notes, and send your copy to your landlord (email or registered mail is best). Retain proof you offered to do the inspection and keep your documentation as evidence.
2. Who gets a copy of the inspection report?
   Both tenant and landlord must receive a signed inspection report at move-in and move-out. Always keep your copy throughout your tenancy and after moving out.
3. What if I disagree with something written on the report?
   Note your disagreement on the form. Don’t sign unless you can add your comments. You can also submit written remarks to the Residential Tenancies Branch if a dispute arises.
4. Am I responsible for normal wear and tear?
   No. Tenants are only responsible for damage beyond normal wear and tear. Routine aging and use are not charged against you. Your documentation helps distinguish the difference.
5. Can I get my deposit back if I didn’t do a move-in inspection?
   It is much harder to dispute deductions, but you can still apply using your own evidence. Always attempt to document, even if your landlord does not.

Conclusion: How Documentation Protects You in Manitoba

• Accurate move-in and move-out documentation helps ensure you receive your deposit back and prevents unfair charges.
• Always use the official Condition Report and keep thorough records with dated photos.
• If disputes arise, reach out to Manitoba’s Residential Tenancies Branch for help with forms and fair resolutions.

With a complete inspection checklist and the right paperwork, Manitoba tenants can face any rental move with peace of mind.

Need Help? Resources for Tenants

• Manitoba Residential Tenancies Branch — Forms, dispute resolution, and info
• Manitoba Tenant Rights, Manitoba Tenancy Branch
• Manitoba Human Rights Commission — To report discrimination or request accessibility help
• Learn more about your rights: Tenant Rights and Landlord Rights in Manitoba

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1. Residential Tenancies Act (Manitoba)
2. Manitoba Residential Tenancies Branch – Official Government Website
3. All Official Tenant Forms – Manitoba CCA Residential Tenancies Branch

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