What if my landlord won't do the move-in inspection with me?

You can complete the inspection yourself, take photos, fill out the Inspection Report, and send copies to your landlord to protect your interests.

Do I need to use the official Inspection Report Form?

Yes, using the official form creates a clear, shared record and helps prevent deposit disputes.

Can I contest deductions from my deposit?

If you disagree with deductions, you can apply to the Residential Tenancies Office for dispute resolution.

What should I do about accessibility barriers or unsafe conditions?

Document all issues and contact your landlord right away. If not resolved, you may seek help from the Residential Tenancies Office.

Tenants: What to Document During Move-In and Move-Out in Northwest Territories

Discrimination & Accessibility Northwest Territories published June 13, 2025

Moving into or out of a rental in the Northwest Territories is a key moment for every tenant. Documenting the condition of your home at both stages helps protect your rights, avoid disputes, and ensure you get your security deposit back. This guide explains exactly what to document and why it matters, referencing the territory’s Residential Tenancies Act and official processes.

Why Document the Condition of Your Rental Unit?

Documentation acts as proof of the state of the unit. This is especially important for ensuring you are not charged for previous damages or cleaning at move-out. It also supports tenants who may face accessibility, discrimination, or maintenance issues in their home.

Helps with disputes over deposits
Establishes your responsibilities
Clarifies landlord obligations for repairs
Supports fair and equal treatment under the law

What Should Tenants Document at Move-In?

At or around the start of your tenancy, perform a careful inspection and log all details. In the Northwest Territories, tenants and landlords are encouraged to complete a move-in inspection together.

Take dated photos and/or videos of every room, including ceilings, floors, windows, appliances, doors, and any damage.
Record the condition of:
- Walls, paint, and flooring
- All appliances and fixtures
- Smoke and carbon monoxide detectors
- Windows, blinds, screens
- Bathrooms and plumbing
- Heating and cooling systems
- Accessibility features (e.g., ramps, grab bars)
- Yard, driveway, storage areas
Note and photograph any accessibility barriers or damaged/unsafe features
Document any health or safety concerns, such as pests or mold

For more practical help, see our Essential Tips for Tenants When Moving Into a New Rental Home.

Move-In Inspection Reports: Forms and Requirements

The Northwest Territories uses a standard Inspection Report Form. Both the tenant and landlord should complete this form at move-in and sign it to confirm agreement. The completed form ensures a clear, shared record of the property's condition.

Form Name: Residential Tenancy Inspection Report
Use: Fill out at move-in and move-out with your landlord present when possible. Note all issues, even small ones.
Official Source: Download the form from the Government of Northwest Territories

Example: If you notice a stain on the living room carpet, describe it in the "living room" section and take a photo as backup.

What Should Tenants Document at Move-Out?

Before you move out, repeat the inspection process thoroughly. Use your earlier photos and Inspection Report for comparison. The goal is to show you left the unit in the same condition (other than normal wear and tear).

Take clear, dated "after" photos of every room
Note any changes since the move-in report
Explain damage or repairs not caused by you
Return keys and get written acknowledgment

The move-out inspection should also be on the official Inspection Report Form and signed by both parties. Always keep a copy of all documents and communication.

Understanding Your Security Deposit

The return of your deposit depends on the condition of the rental. Documentation can protect you if there's a disagreement. Learn more in our Understanding Rental Deposits: What Tenants Need to Know.

Accessibility, Repairs, and Health Concerns

If you encounter accessibility barriers or health and safety issues during move-in or move-out, document them immediately. For more, see Health and Safety Issues Every Tenant Should Know When Renting. These records will help if you need to request repairs or advocate for equal treatment.

Tip: Always send inspection reports and photos to your landlord via email or another method that provides a record of delivery. Keep copies for your records.

When Disputes Happen: Where to Turn

If you and your landlord disagree on damages or the return of your deposit, you can apply for dispute resolution with the Residential Tenancies Office, part of the Government of Northwest Territories Department of Justice. They oversee residential tenancies throughout the territory.

Disputes are resolved in accordance with the Residential Tenancies Act (NWT).¹

FAQ: Documentation for Move-In and Move-Out in Northwest Territories

What should I do if my landlord refuses to do the move-in inspection with me?
Document the inspection on your own—take photos, complete the Inspection Report, and send the information to your landlord in writing. Keep copies for your records.
Why should I use the official Inspection Report Form?
The form creates an agreed-upon record between the tenant and landlord. It reduces the risk of disputes over damage or cleaning costs.
Can I get my deposit back if I forgot to do a move-in inspection?
Yes, but it may be harder to prove the condition at move-in if your landlord disputes damage. Detailed photos and written notes can help.
What if I find new damage when I move out?
Document it and explain it on the move-out inspection. Provide evidence if it’s not your responsibility. You can dispute deductions through the Residential Tenancies Office.
Where can I learn more about my tenant rights in the Northwest Territories?
See our page on Tenant Rights and Landlord Rights in Northwest Territories for a comprehensive overview.

Conclusion: Key Takeaways for Tenants

Thorough documentation at move-in and move-out is essential for protecting your rights and deposit.
Always use the official Inspection Report Form and keep clear, dated photos.
For accessibility, discrimination, or repair issues, document everything and seek help if needed.

Documenting keeps the renting process transparent, protects both you and your landlord, and supports fair resolution if problems occur.

Need Help? Resources for Tenants

Residential Tenancies Office – Northwest Territories: Information, forms, dispute resolution, and tenant/landlord resources
Government of Northwest Territories: Residential Tenancies Resources
Tenant Rights and Landlord Rights in Northwest Territories: Learn about your rights and responsibilities
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