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Rental Inspection Report

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RESIDENTIAL RENTAL INSPECTION REPORT


Move-In Inspection Date: _____________________, ________
Move-Out Inspection Date: _____________________, ________

Rental Property Information
Address: ____________________________________________________________

Inspector Information
Name: ____________________
Phone: (____) ______-_________
Email: _________________________

Tenant Information
Name: _______________________
Phone: (____) ______-_________
Email:  _________________________

Agent name (if tenant unavailable for inspection): _______________________
Forwarding address (after move-out): ___________________________________

Rental Property Condition
With the tenant (or their agent) present, examine and record the condition of the property in the fields below. Make sure to test and demonstrate the testing procedure for all smoke alarms and carbon monoxide detectors and show where any fire extinguishers are stored.

Area

Condition at Move-In

Condition at Move-Out

Entryway #1

   

Entryway #2

   

Living Room

   

Dining Room

   

Kitchen

   

Bedroom #1

   

Bedroom #2

   

Bedroom #3

   

Bathroom #1

   

Bathroom #2

   

Bathroom #3

   

Stairway #1

   

Stairway #2

   

Hallway #1

   

Hallway #2

   

Basement

   

Balcony/Deck/Patio

   

Garage

   

Yard

   

Number of keys and controls
e.g. front door key, garage door remote

   

Safety Equipment
e.g. smoke alarm, fire extinguishers, etc.

   

Repairs to be Completed

Tenant's Initials Acknowledging Repair Completed

Description of Repair

Date Fixed


   


   


   


   


   

Acceptance of Inspection Report

I                                                                      
                        Tenant Name

   

AGREE that this report fairly represents the condition of the rental property and that the smoke and carbon monoxide alarms were tested in my presence and their testing procedure was explained to me.

     
 
   

DO NOT AGREE that this report fairly represents the condition of the rental property for the following reasons:

     
 
   

_______________________________________________________________________
_______________________________________________________________________

                                                           
                   Signing Date

                                                                     
       Signature of Inspector (or Agent)

                                                                     
         Signature of Tenant (or Agent)


Damage Noted During Move-Out Inspection

Tenant's Initials Acknowledging Damage

Description of Damage


 


 


 


 


 

Acceptance of Inspection Report

I                                                                      
                        Tenant Name

   

AGREE that this report fairly represents the condition of the rental property.

     
 
   

DO NOT AGREE that this report fairly represents the condition of the rental property for the following reasons:

     
 
   

_______________________________________________________________________
_______________________________________________________________________

                                                           
                   Signing Date

                                                                     
       Signature of Inspector (or Agent)

                                                                     
         Signature of Tenant (or Agent)


Authorization for Deduction (If Applicable)

I                                                                       agree to the following deductions:
              Name of Tenant (or Agent)


Amount Deducted

Description of Deposit
(e.g. security, pet, etc.)


 


 


 




                                                           
                   Signing Date




                                                                     
         Signature of Tenant (or Agent)

Residential Rental Inspection Information

Alternate Names:

A Residential Rental Inspection is also called a:

  • Home Inspection Checklist
  • Property Inspection Report
  • Rental Walkthrough Checklist
  • Move-In and Move-Out Inspection

What is a Residential Rental Inspection?

A Residential Rental Inspection is a document landlords and property managers use to record the condition of a rental property before a tenant moves in and after they move out. Its purpose is not only to notify the landlord of any defects or damages that existed before the tenant moved in, but also to monitor a tenant's liability for any property damage that occurred during their tenancy.

LawDepot's Residential Rental Inspection Report includes a checklist of architectural features (i.e. the number of rooms, hallways, stairways, etc.) that you can customize to match your rental property. This checklist can guide tenants and landlords as they do a walkthrough, ensuring each aspect of the rental unit is reviewed and accounted for.

What should I look for in a rental inspection?

During a rental property inspection, you should examine the overall integrity, efficiency, and safety of the rental unit. That means judging whether something is in high-quality condition or needs to be replaced or repaired. It's also recommended you take pictures and make notes about the condition of each inspected area.

For example, you can look for damage like cracks, chips, dents, or broken seals on:

  • Floors and walls
  • Doors and windows
  • Stairs and handrails

You should also ensure the functionality of equipment and appliances, such as:

  • Kitchen and laundry appliances
  • Smoke and carbon monoxide detectors

Finally, you may want to check for possible health hazards, like:

  • Faulty plumbing
  • Mould
  • Pests

LawDepot's Residential Rental Inspection leaves space for notes at both move-in and move-out inspections, so you can reference your initial notes as you record the condition of the space after the tenant has moved out. At this time, you can also search for signs of breaches in the lease agreement, such as:

  • Smells or stains from smoking
  • Damage in the unit caused by unauthorized pets
  • Evidence of illegal activities

How often should rental inspections be done?

It's recommended (and in some jurisdictions, required) that a landlord conduct a property inspection at least twice with each new tenant: once before the tenant moves in and again when the tenant moves out. This helps tenants and landlords understand who is responsible for any repairs that are needed.

For example, if an initial inspection showed the walls of the rental unit were in good condition when the tenant moved in, but a second inspection noted significant scratches, holes, or other damage when the tenant moved out, it's likely the tenant will be held responsible for the cost of these repairs.

Some jurisdictions set out guidelines for when an inspection can take place in a rental property. For instance, a law might require inspections to occur one week before the tenant moves in and one week after the tenant moves out, between the hours of 8 a.m. to 8 p.m., and never scheduled on a holiday. For inspection timelines and requirements in your province or territory, you can consult your local landlord and tenant board.

Further, a landlord may wish to do routine inspections throughout a tenancy for regular maintenance and to address any issues (like a leaky faucet) before they cause significant damage. Routine inspections are up to the landlord's discretion and can occur once, twice, or as many times throughout the tenancy as the landlord would like. However, it is important for landlords to give tenants adequate notice before performing the inspection and to respect tenants' right to live in the property free from unreasonable interference.

Can landlords enter a property without notice?

No, landlords must provide a written Notice to Enter form before going into a tenant's living space, unless there is an emergency or the tenant has abandoned the property.

Generally, the law requires landlords provide at least 24 hours notice. Tenants have the right to privacy and freedom of unreasonable disturbance and can deny a landlord's entry if proper notice isn't given. If a landlord were to enter a rental property without notice, a tenant could pursue legal action (such as filing a complaint to the local landlord and tenant board, or suing for trespass).

Are tenants required to attend a property inspection?

Although they're not required, it's highly recommended that tenants attend a property inspection with their landlord in order to minimize or avoid disputes in the future. This way, they can point out any damage that is present at the beginning of the tenancy to avoid liability at the end.

Landlords should propose at least two different dates on which to perform an inspection; if a tenant cannot commit to either date, the landlord may proceed without the tenant's presence. A tenant can also send an agent (someone to represent them) if they are unable to attend the inspection.

How can a rental inspection affect a tenant's damage deposit?

A damage deposit is a sum of money, often equal to a month's rent, that a tenant pays to a landlord to ensure a rental property will be returned in good condition. The landlord should return the deposit if the rental property is in good condition at the end of the tenancy.

However, if there is damage beyond what's expected from ordinary use and exposure, the landlord may deduct the cost of the repairs from the damage deposit; in some cases, this means the landlord may keep part or all of the damage deposit.

Related Documents:

  • Residential Lease Agreement: outlines the terms and conditions of a residential tenancy
  • Residential Rental Application: collects information (such as residential rental history and other personal details) from a prospective tenant
  • Notice to Enter: informs a tenant of a landlord's intent to enter a rental property
  • Notice to Repair: informs a landlord of repairs needed within a rental property and a tenant’s intent to terminate the lease if the repairs are not done within a reasonable time
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