Recording clear move-in photos and videos protects tenants when disputes arise over damage or deposits. As a tenant in Saskatchewan, document every room, fixture and existing damage the moment you move in, note dates and keep copies securely. This guide explains practical steps to create reliable photo and video evidence, how to timestamp files, what official forms and timelines can matter in a dispute, and how to present records to the Office of Residential Tenancies or your landlord. If you follow these steps you will be better prepared for move-out inspections, disputes about the security deposit, or repair disagreements. The language is plain and aimed at tenants and renters who want simple, effective protection.
Why move-in evidence matters
Photos and videos are often decisive when a landlord questions damage or seeks deductions from a security deposit. Good move-in evidence shows the condition of the unit, location of existing marks, and the state of appliances or fixtures. Store originals, back them up, and keep a dated log of when each file was created so you can show a clear chain of events to a landlord or dispute adjudicator.
What to record and how
- Take wide-angle photos of every room from the doorway, showing floors, walls, ceilings and fixtures.
- Record short videos that pan slowly across rooms and focus on any existing damage or stains.
- Include close-up photos of serial numbers, appliance labels, meter readings and any dated damage.
- Keep a text log describing each file, its date, device used, and what the image shows.
- Back up originals to cloud storage and an external drive; keep at least two copies in different locations.
Practical photo and video tips
Use natural light where possible, avoid heavy filters, and include a dated object such as a newspaper or your signed condition form in at least one shot to help prove timing. When recording video, speak a short narration describing the date, time and room as you film. Keep file names descriptive and consistent, for example "Kitchen_2026-03-01_10-15AM.jpg".
Timelines and deadlines
- Do your full move-in photos and videos on day one of possession and at the latest within 3 days of moving in.
- Complete and share any required condition or inspection form with your landlord within the timeline specified in your lease or local guidance.
- Keep evidence for at least one year longer than your tenancy length to cover deposit disputes and potential claims.
Official forms and when to use them
Many disputes start with the written condition report or an application to the Office of Residential Tenancies. In Saskatchewan, common paperwork includes:
- Condition inspection report — use this to record the unit's state at move-in and give a copy to your landlord; keep a signed photo copy for disputes[2].
- Application to the Office of Residential Tenancies — if you cannot resolve a dispute about a deposit or repairs, file the official application to request a decision from the tribunal[1].
- Notice templates and related forms — use the correct form name provided by the provincial site when serving notices or submitting claims[2].
How to share evidence with a landlord or tribunal
When you present photos and videos, show originals or verified copies and an evidence log that notes filenames and dates. If you email files, attach a PDF index summarizing content and dates. If sending a physical USB, label it and keep a copy. If you need comparable listings or context when negotiating condition or value, Find rental homes across Canada on Houseme to show typical unit condition or pricing in your area.
Key Takeaways
- Document the whole unit on day one and keep multiple backups of photos and videos.
- Follow timelines in your lease and provincial guidance for submitting condition reports and disputes.
- Use official forms and the Office of Residential Tenancies when informal resolution fails.
FAQ
- How soon should I take move-in photos and videos?
- Take them on the day you get keys or within three days; earlier is better to show exact move-in condition.
- Do I need to share photos with my landlord?
- Sharing a copy of your condition photos and any signed inspection report with the landlord helps avoid misunderstandings and supports your claim at move-out.
- Can video files be used as evidence at the Office of Residential Tenancies?
- Yes. Videos are accepted evidence if you can show they were created at the relevant time and you preserve originals or authenticated copies.
How-To
- Prepare a short checklist of rooms and items to photograph before you arrive.
- Photograph each room from multiple angles and record a short video narration with date and time.
- Complete any printed or online condition inspection form and sign it with the landlord if possible.
- Back up originals to cloud storage and keep an external copy for safekeeping.
- If a dispute arises, contact the Office of Residential Tenancies for guidance and file the appropriate application.
Help and Support / Resources
- Contact the Office of Residential Tenancies (Government of Saskatchewan)
- Residential Tenancies forms and templates (Government of Saskatchewan)
- Residential Tenancies guidance and rights (Government of Saskatchewan)
