Moving into a new rental can be stressful when the landlord disputes the move-in photos you took. This guide explains what tenants and renters in Newfoundland and Labrador should do if a landlord questions condition photos, with clear steps on documenting evidence, the forms and timelines you may need, how to submit an application to the province's tenancy board, and where to get help. It uses plain language, practical examples, and links to official forms and the tribunal so you can act quickly and protect your security deposit and rights. Keep dates, photos and communications organised from day one to make any dispute easier to resolve.
What to do first
Start by organising what you already have and avoid confrontational conversations. Take clear, time-stamped photos and short videos, note the date and time, and keep any messages about the move-in condition. If you completed an initial inspection, compare your photos to that inspection report; official guidance on inspections can help and is available in the Guide to the Initial Rental Property Inspection for Tenants. For packing and timing tips that reduce disputes, see Essential Tips for Tenants When Moving Into a New Rental Home.
- Take multiple time-stamped photos and short videos of every room, fixtures and any marks or damage.
- Keep copies of the lease, move-in inspection report and any move-in checklists.
- Save emails, texts and messaging app records about the move-in condition and any agreements with the landlord.
- Note the names of witnesses such as movers or neighbours and ask if they will confirm what they saw.
Notifying the landlord and using informal dispute steps
Before filing anything with the tenancy board, tell the landlord in writing that you have photos and a record of move-in condition and propose a short period to resolve the issue informally. Keep the message factual and include dates and the best photos as attachments. If you cannot reach an agreement, you can prepare an application to the tenancy board or tribunal and will need to reference the official procedures and forms[1][2].
Formal steps, forms and timelines
When informal contact fails, tenants should file the correct application form with the provincial tenancy board. Commonly the process requires a completed application form, the evidence package (photos, videos, receipts), and a cover note explaining what outcome you seek. Find the official application form and submission instructions on the province's tenancy board site[3]. Typical timelines may include strict windows to file after the dispute arises; read the board's guidance carefully and meet every deadline.
- Act promptly because many boards expect you to file within a specific number of days after the issue arose.
- Keep a record of when you sent formal notices to your landlord and when you filed with the board.
- Complete any intake or application forms accurately and attach clear evidence and a short timeline of events.
Preparing for a hearing or adjudication
If the tribunal schedules a hearing, bring hard copies of all photos (printed with timestamps if possible), original files, a written timeline, and witness contact details. Prepare a concise statement of facts and stick to dates and evidence; emotional statements are less persuasive than clear documentation. You may be asked to submit files electronically ahead of the hearing—follow those instructions exactly and keep receipts of your filing.
- Organise evidence in chronological order and prepare a short numbered exhibit list for the adjudicator.
- Confirm the hearing date and format (phone, video, in-person) and test any technology beforehand.
- Consider a short written statement summarising the outcome you seek and the key pieces of evidence supporting it.
FAQ
- Can a landlord refuse my move-in photos as evidence?
- Yes, a landlord can challenge photos, but time-stamped, high-quality images, supporting videos, witness notes and the inspection report strengthen your evidence and are commonly accepted by the tribunal.
- What form do I use to file a dispute with Newfoundland and Labrador's tenancy board?
- Use the official application form on the province's residential tenancies board website; the board page lists the current form name and filing instructions and explains when and how to submit supporting documents[3].
- Will keeping photos protect my deposit?
- Good documentation of the condition at move-in makes it far easier to dispute unfair deductions from your security deposit and to show the state of the unit when you moved in.
How-To
- Gather all evidence: time-stamped photos, videos, lease, inspection report and communication records.
- Send a clear written notice to the landlord describing the dispute and request a short informal resolution period.
- Complete and submit the official application form to the residential tenancies board with your evidence package and filing receipt.
- Prepare for the hearing by organising exhibits, confirming the format and arriving or logging in early with copies of everything.
Help and Support / Resources
- Residential Tenancies Board - Government of Newfoundland and Labrador
- Government of Newfoundland and Labrador main site
- Community legal clinics and tenant advice services in Newfoundland and Labrador
