Ontario move-in inspection checklist

Ontario doesn't require a formal move-in inspection report, but a good one protects both sides. Here's what to cover.

Walk through the unit with the tenant on or before move-in, and both sign the notes.
Take dated photos or video of every room, fixture and appliance.
Record meter readings, keys and fobs handed over, and smoke and carbon monoxide alarm tests.
Because damage deposits aren't allowed in Ontario, good records are how you show a unit's condition later.

Why do an inspection in Ontario?

Unlike some provinces, Ontario doesn't prescribe an inspection report form. But landlords can't hold damage deposits, so if there's a dispute about damage later, dated notes and photos from move-in are often the best evidence of the original condition.

Room-by-room checklist

For each area, note the condition and any existing wear or damage:

Entry: door, locks, intercom, mailbox, flooring.
Living areas: walls, ceilings, floors, windows, screens, blinds, outlets and lights.
Kitchen: counters, cabinets, sink and taps, fridge, stove and oven, range hood, dishwasher.
Bathrooms: toilet, tub or shower, caulking, fan, vanity, tiles, water pressure and hot water.
Bedrooms: closets and doors, windows, flooring.
Safety: smoke alarms and carbon monoxide alarms tested, fire extinguisher if provided.
Utilities: meter readings, thermostat, heating and cooling working.
Access: number of keys, fobs, garage remotes and parking passes given.

Sign and share

Both landlord and tenant should sign and date the completed checklist. Give the tenant a copy and keep yours with the lease and photos. Repeat the same checklist at move-out so the two can be compared.

Maintenance obligations after move-in

The landlord remains responsible for keeping the unit in a good state of repair and meeting health, safety and maintenance standards. Tenants are responsible for damage they or their guests cause, beyond normal wear and tear.

Common questions

Is a move-in inspection mandatory in Ontario?

No, but it's strongly recommended as a record of the unit's condition.

Can I charge a damage deposit instead?

No. Ontario doesn't permit damage or security deposits.

Should the tenant be present?

Ideally yes, so both sides agree on the notes. If not, share the notes and photos promptly.

How long should I keep inspection records?

Keep them for the whole tenancy and afterwards, alongside the lease and other tenancy records.

What about normal wear and tear?

Tenants aren't responsible for normal wear and tear, only for undue damage they or their guests cause.

Official sources

Last reviewed September 2026. General information, not legal advice.