Moving into a rental in Newfoundland and Labrador is easier when you know how to complete a thorough condition inspection report. This guide explains what tenants should look for on the first day, how to document issues with photos and notes, which official forms to use, and how inspections affect security deposit returns. It covers communicating needed repairs, agreeing on pre-existing damage with your landlord, and steps to protect your rights if disagreements arise. Use simple checklists and clear evidence to reduce disputes and speed up repairs. The advice here is practical for tenants, whether signing a lease, preparing for a move-in walk-through, or planning a future move-out inspection.
Before the move-in inspection
Arrange a time with your landlord or property manager for a move-in walkthrough. Ask whether they use an official condition inspection form and which copy you will keep. Many tenants use a room-by-room checklist and take timestamped photos to document the unit's state.
- Set a mutually convenient appointment for the walkthrough so both parties can attend.
- Bring a printed checklist and a camera or phone to record damage and defects.
- Check heating, plumbing, smoke alarms, and visible mold or water damage; note anything needing repair.
- Agree in writing on any pre-existing damage and ensure both tenant and landlord sign the report.
For a structured checklist and step-by-step inspection tips, see the Guide to the Initial Rental Property Inspection for Tenants.
Filling out the condition inspection report
The condition inspection report (sometimes called a move-in inspection) records the unit's condition on the day you move in. Fill it out carefully, attach photos, and keep a signed copy for your records. If your province requires a specific form, follow that format and file any copies with your landlord or the tenancy office if advised.[2]
- Describe damage precisely (location, size, and appearance) and attach photos as evidence.
- Ensure signatures from both tenant and landlord are on the report or that you have written confirmation of receipt.
- Keep the report to help support a full deposit refund when you move out.
If you want quick moving tips, check Essential Tips for Tenants When Moving Into a New Rental Home.
When repairs are needed
Report urgent repairs promptly and in writing. For non-urgent issues, follow up with a written request and keep copies. The landlord must address habitability problems within reasonable timeframes under provincial rules and local tenancy legislation; raise concerns early and keep records of all communication.[1]
- Contact your landlord or property manager immediately for urgent issues like no heat or major leaks.
- Send a written repair request and keep proof of delivery (email, text, or signed receipt).
- If repairs are delayed, consider formal complaint steps with the Residential Tenancies Division.
FAQ
- What is a condition inspection report and why is it important?
- A condition inspection report records the state of the rental at move-in so you and the landlord agree on pre-existing damage and reduce disputes over the security deposit.
- What if the landlord refuses to sign the report?
- Keep your signed copy, send the report by registered mail or email, and document attempts to deliver it; this evidence helps later if there is a dispute.
- How long should I keep inspection photos and reports?
- Keep them until after you receive your deposit back and any final accounting — typically until the end of the tenancy plus a short period.
- Can I make minor repairs myself and deduct the cost?
- Do not deduct costs without written agreement; follow formal repair and compensation procedures under provincial rules.
How-To
- Prepare: print the inspection form, bring a checklist, pen, and a camera.
- Inspect each room: open cupboards, test appliances, check water pressure, and look for stains or damage.
- Document: write clear notes and take dated photos of issues from multiple angles.
- Sign and exchange copies: have both parties sign the report and keep your copy safe.
- Follow up: send a dated request for outstanding repairs and keep a record of responses.
Key Takeaways
- Document the unit thoroughly on move-in to protect your deposit.
- Always get signatures or written confirmation that the landlord received your inspection report.
- Report urgent repairs immediately and keep all communications as evidence.
Find rental homes across Canada on Houseme to search listings if you are still looking for a new unit.
Help and Support / Resources
- Contact Residential Tenancies information (Government of Newfoundland and Labrador)
- Service NL - Residential Tenancies Division
- Condition Inspection Report form (official)
