Move-In Inspection: 8 Things Landlords Should Document
A move-in inspection is one of the most important steps in any tenancy. Done well, it protects your property, helps avoid disputes, and sets a strong start for you and your tenant. Done poorly, with a few general photos and no notes, it leaves both sides guessing when the tenancy ends.
The move-in report becomes the shared starting point for the tenancy. When it's time for the move-out inspection, that report is what the home gets compared against. That's why the details matter.
Why general photos aren't enough
A wide shot of a living room shows the room exists. It doesn't show the small scuff by the light switch, the chip in the countertop, or the stain on the carpet in the back bedroom. A strong move-in report does three things:
Documents details: specific marks, wear, and damage, not just the overall look of a room.
Creates clarity: both parties agree on the condition of the home on day one.
Protects both sides: landlords can show what changed, and tenants aren't held responsible for damage that was already there.
8 things landlords should document at move-in
1. Walls and ceilings
Record marks, holes, stains, and past repairs, and note the exact room where each one is. Take clear photos and add written notes so there's no question about location later.
2. Floors and baseboards
Note scratches, chips, carpet wear, loose sections, and overall cleanliness. Check baseboard condition too, since it's often missed.
3. Doors, windows, and locks
Test that each door and window opens, closes, and locks properly. Record the number of keys provided, the condition of screens and seals, and any visible damage.
4. Kitchen
Check appliances, cabinets, counters, the sink, and taps. Note any existing wear so it isn't mistaken for new damage later.
5. Bathrooms
Document fixtures, caulking, ventilation, and water flow. Look closely for signs of moisture around tubs, showers, toilets, and vanities.
6. Safety and utilities
Confirm key systems and safety features are working properly, including:
Smoke alarms and carbon monoxide alarms
Electrical outlets and switches
Water supply and drains
Heating and air conditioning (HVAC)
Water heater and utilities
7. Exterior and included spaces
Include every space that's part of the tenancy: balcony or patio, garage and parking, yard and outdoor spaces, storage areas, and any shared areas.
8. Signatures and copies
Complete the required process, note the date, and give the tenant a copy of the signed report. In Alberta, the Residential Tenancies Act requires landlords to complete a move-in inspection report with the tenant within one week before or after the tenant takes possession, and to provide the tenant with a copy.
Frequently asked questions
Is a move-in inspection required in Alberta?
Yes. Under Alberta's Residential Tenancies Act, landlords must inspect the rental with the tenant and complete a signed inspection report at the start of the tenancy. Without a move-in report, a landlord can't deduct for damage from the security deposit.
Should the tenant be present for the move-in inspection?
Yes. The inspection should be done together so both parties can agree on the condition of the home and sign the report.
What should I do with the photos?
Keep dated photos with the signed report. Use wide shots for context and close-ups for specific findings, and label each photo with the room.
Let Power Properties handle the details
At Power Properties, thorough move-in and move-out inspections are part of how we protect owners' investments and give tenants a better place to call home. If you'd like help managing your rental in Calgary, Edmonton, Lethbridge, or Medicine Hat, contact our team.
This article is general information and isn't legal advice. For the full requirements, see the Government of Alberta's guidance on inspection reports under the Residential Tenancies Act.
