Why record rental conditions
Clear documentation makes it easier to prove what existed when you moved in and to track changes over time. It helps with security deposit disputes, repair requests, and any applications to adjudicators.
What to record
- Photos and video of every room, appliances, fixtures and any damage.
- Written move-in notes or an inspection checklist with dates and signatures when possible.
- Receipts for deposits, repairs, cleaning, or any agreed repairs you paid for.
- Copies of emails and texts as a written record of reported issues and the landlord's responses.
- Records of repair requests, dates when problems were reported, and when work was completed.
- Notes about locks, keys, and any privacy or entry concerns.
How to do a move-in inspection
Before you unpack, walk every room and make a written checklist. Compare notes with the landlord and ask for a signed inspection form. For a full checklist and step-by-step guidance, see the Guide to the Initial Rental Property Inspection for Tenants.
Keep receipts and the receipt for any security or last-month rent deposit and review rules about deposits in Ontario by reading Understanding Rental Deposits: What Tenants Need to Know.
In Ontario the Residential Tenancies Act[2] sets standards for maintenance and deposits; if negotiations fail you can apply to the Landlord and Tenant Board[1].
Common official forms include:
- Application to the Landlord and Tenant Board (Form L1): used when a tenant makes an application for remedies such as repairs or to resolve a dispute; for example, if repeated heating problems were ignored and you need an adjudicator to order fixes. Find forms and filing instructions on the Landlord and Tenant Board website.
- Other filing guides and forms: the Landlord and Tenant Board maintains a forms page with current application types and filing fees; use it to choose the correct application and follow the steps to submit evidence.
For help finding a new unit, consider listings and neighbourhood info: Find rental homes across Canada on Houseme.
Documenting repairs and follow-up
When you report a problem, do it in writing. Give clear dates, describe the issue, and attach photos. If the landlord does not respond within reasonable time, send a follow-up and keep a copy. Evidence of delivery (read receipts or registered mail) is useful when filing formal applications.
FAQ
- What evidence should I collect when I move in?
- Collect time-stamped photos and video, a written checklist, signatures if possible, receipts, and copies of any communication with your landlord.
- How long should I keep records?
- Keep records for as long as you live in the unit and for at least one year after moving out, or longer if you expect a dispute over the deposit.
- Can I use photos and emails at the Landlord and Tenant Board?
- Yes. Photographs, videos, dated messages, receipts, and written inspection notes are commonly used as evidence in hearings.
How-To
- Inspect and photograph each room on move-in day, ensuring images are time-stamped.
- Create a written inventory record listing damage and condition, and keep copies for yourself.
- Send the inspection record to your landlord by email and save delivery proof.
- Report repairs in writing, keep receipts for any paid work, and follow up if not addressed.
- If informal steps fail, prepare your documents and apply to the Landlord and Tenant Board for a hearing.
