As a housing provider, conducting thorough inspections at the start and end of a tenancy is crucial. Inspections are a crucial part of the rental process, serving as a protective measure. These inspections are not only a legal requirement but also a best practice to maintain the condition of your property and avoid disputes with tenants.
When to schedule inspections?
The Residential Tenancy Act mandates that inspections must be conducted both at the beginning and end of a tenancy.
Inspection at the start of a tenancy
- The landlord and tenant, or their authorized agents, must inspect the rental unit together on the first day of the tenancy or on a mutually agreed date.
- Landlords are required to offer tenants at least two reasonable chances to participate in the inspection.
- A written condition inspection report must be completed by the landlord using an approved form.
- Both the landlord and tenant, or their representatives, are required to sign the inspection report. The landlord must then provide the tenant with a copy of this signed report.
- If the tenant is unable to participate in the inspection despite the landlord fulfilling the requirements of offering two opportunities, the landlord or their agent may complete and sign the report independently.
- In cases where the inspection is done without the tenant, the landlord must provide the tenant with a signed copy of the inspection report.
- Make sure to check the smoke alarm and carbon monoxide (if applicable) are working, as well as show your tenants how to check them.
Inspection at the end of a tenancy
- Before a new tenant occupies the rental unit, the landlord and the current tenant, or their authorized agents, must inspect the unit together. This inspection should occur either on or after the day the current tenant stops occupying the unit, or on another mutually agreed day.
- Landlords must provide the current tenant with at least two reasonable chances to join the inspection.
- The landlord is responsible for completing a condition inspection report using an approved form.
- Both the landlord and the tenant, or their representatives, should sign the condition inspection report. The landlord must then give a copy of this signed report to the tenant.
- The landlord can conduct the inspection and complete the report independently if:
- The landlord has offered two inspection opportunities, and the tenant did not participate in either.
- The tenant has abandoned the rental unit as specified in subsection 42(2).
- In cases where the inspection is completed without the tenant, except in situations of abandonment, the landlord must provide the tenant with a signed copy of the report as soon as it’s practical.
- You and the tenant must do a final inspection of the rental unit using Form 5 – Landlord Condition Inspection Report
- If you plan to keep any or all of the security deposit and interest, you must complete Form 2B – Landlord Application to Determine Dispute within 15 days after the tenancy has ended.
Best practices
General Tips
- When in doubt, write it down. It’s better to have too much detail than not enough.
- Make sure each party receives a copy of the complete Rental Inspection Report as soon as possible.
- Store the Rental Inspection Report in a safe place to be used again during move out inspection. It is a good idea to take photos and videos of the unit being rented and keep everything in case of a dispute.
- If the tenant or the tenant’s agent is not present for the inspection, or they refuse to sign the report, be sure to note this.
- Remember to turn the appliances on and check that they are operational.
- Bring a flashlight, stool, multi-tip screwdriver, and an outlet tester with you in case you need them.
Start of Tenancy
- Complete the initial inspection with the tenant, ideally before the possession date.
- Ideally inspections should be done during the day when the property is clean and vacant to make observations easier.
End of Tenancy
- After conducting the move out inspection with the tenant, be sure to have the tenant sign and initial their acknowledgement of any damage and corresponding deductions to their deposits (if applicable).
- It is a good idea to do an inspection of the unit before the tenant’s official move out date to give them time to do any cleaning or fix damage that needs to be done before the final inspection.