Why a move-in inspection matters
A move-in record provides a snapshot of the rental unit on the day you receive possession. It can show that a stain, cracked window, damaged flooring, missing item, or appliance problem existed before your tenancy began. This evidence may help prevent an unfair claim for repair costs or a deduction from your deposit. A move-in inspection does not remove your obligation to report new damage, but it helps establish a fair starting point.
Review the lease and any inspection report carefully, including information about the security deposit and responsibilities for maintenance. For more background, see Guide to the Initial Rental Property Inspection for Tenants and Understanding Rental Deposits: What Tenants Need to Know.
What to inspect before you move in
Walk through every room in daylight and use working lights where necessary. Test fixtures and appliances only when it is safe to do so, and note anything that is dirty, broken, missing, loose, stained, or not operating normally.
- Check doors, locks, windows, screens, keys, smoke alarms, and privacy features.
- Record the condition of walls, ceilings, floors, carpets, cabinets, counters, closets, and window coverings.
- Test plumbing, taps, toilets, drains, heating, ventilation, hot water, and supplied appliances.
- Look for moisture, mold, pests, exposed wiring, blocked exits, and other safety or habitability concerns.
- Confirm that included furniture, parking spaces, storage areas, remotes, and keys are present.
How to create useful damage evidence
Take wide photographs that identify the room and close photographs that show the defect. Photograph the same area from more than one angle when scale or location matters. Record the date, room, and a short description for each image, and keep the original files rather than relying only on edited versions. A short video can show a dripping tap, faulty appliance, unusual noise, or heating problem more clearly than a still image.
Keep a written inspection checklist and attach photographs by room. If the landlord provides a condition report, read it line by line and add missing damage before signing. If you disagree with an entry, write your concern on the report or send it by email so there is a dated record. Store copies in cloud storage or another location outside the rental unit.
Report damage and repair concerns promptly
Send the landlord a written list of pre-existing damage soon after receiving the keys. Use email, a tenant portal, or another method that creates a reliable record, and keep proof that the message was delivered. Ask the landlord to confirm the condition report and identify which problems will be repaired. For urgent health, safety, heating, plumbing, or electrical issues, describe the risk clearly and request prompt action.
Tenants generally must keep the rental reasonably clean, avoid causing damage, and report problems they discover. Landlords are responsible for maintaining the rental in a good state of repair and meeting applicable health and safety standards, subject to the facts of the situation. Read Obligations of Landlords and Tenants: Rights and Responsibilities Explained for related information. You can also Find rental homes across Canada on Houseme when comparing rental options.
When a problem needs urgent attention
Contact the landlord or property manager immediately when damage creates a serious risk, leaves the unit without essential services, or could worsen quickly. If there is an immediate danger, leave the area and contact emergency services. Keep records of calls, dates, messages, missed appointments, temporary measures, and any expenses you reasonably incur while dealing with the issue.
What to do if the landlord disputes the condition
Stay factual and avoid making admissions about damage you did not cause. Send the relevant photographs, inspection notes, and messages in a single organized package. Ask the landlord to identify the specific item, alleged date, repair cost, and evidence supporting the claim. Do not ignore a written demand, notice, or application deadline.
If the disagreement concerns a security deposit, damage, repairs, or another tenancy issue, the Northwest Territories Rental Office can provide information and handle residential tenancy applications within its authority. The governing statute is the Residential Tenancies Act.[1] The Rental Office explains its process, including how to apply and participate in a hearing.[2]
Moving out with your records intact
Use your move-in evidence as a comparison when you prepare to leave. Clean the unit as required by the tenancy agreement, repair damage that you caused beyond ordinary wear and tear where appropriate, and photograph each room after your belongings are removed. Request a final inspection and keep a copy of the final condition record. The The Final Inspection: What Tenants Need to Know Before Moving Out guide offers additional preparation tips.
Ask for an itemized explanation of any proposed deduction and retain your move-in report, move-out report, receipts, and correspondence. If you believe a deduction is not justified, respond in writing and use the Rental Office process if the matter cannot be resolved.
Key documents and official NWT forms
- Condition inspection report: Complete it at move-in and move-out, identify every defect, and keep a signed copy; there is no universally required NWT form number for a private inspection checklist.
- Application to a Rental Officer: Use the official application form when you need the Rental Office to decide a dispute such as an improper deposit deduction or unresolved repair issue; follow the filing and service instructions on the form.
- Notice of termination forms: Use the applicable official notice when ending a tenancy, and check the NWT Rental Office forms page for the current form and required notice period before serving it.
Official forms can change, so download the current versions from the Northwest Territories Rental Office before filing. Complete every required field, attach relevant evidence, serve the other party as directed, and keep proof of delivery.
FAQ
- Is a move-in inspection required for every NWT rental?
- A written inspection is a practical way to record the unit's starting condition, even when the parties use different checklists or no standard form applies.
- What if the landlord will not sign my inspection report?
- Send the report and photographs by a method that creates a dated record, explain that you are documenting pre-existing conditions, and keep proof that the information was delivered.
- Can photographs stop a landlord from claiming damage?
- Photographs cannot guarantee the outcome of a dispute, but dated images, notes, reports, and messages can help show what existed before the tenancy.
- Where can an NWT tenant bring a rental dispute?
- The Northwest Territories Rental Office handles residential tenancy matters within its authority, including applications involving certain repair and deposit disputes.
How-To
- Inspect the rental before moving furniture into each room.
- Photograph and describe every existing defect, missing item, and concern.
- Send the completed report and repair requests to the landlord in writing.
- Store copies of your evidence and compare it with the unit's condition when you move out.
Help and Support / Resources
- Northwest Territories Rental Office for residential tenancy information and dispute services.
- NWT Rental Office forms for applications, notices, and related filing documents.
- Northwest Territories Residential Tenancies Act for the governing legislation.
