Without a proper condition inspection report, a damage claim is very hard to win. In BC, failing to complete inspections correctly can also extinguish your right to claim against the security deposit.
What the law expects
You must offer the tenant at least two opportunities to attend, complete the report together, and give the tenant a copy. Do it at the start of the tenancy and again at the end. The report must be signed by both parties, and if the tenant disagrees, that should be recorded rather than argued away.
What to record
Go room by room, in the same order, every time:
- Floors — scratches, stains, worn patches, transitions.
- Walls and ceilings — marks, holes, previous patches, paint condition.
- Windows and doors — glass, screens, locks, seals, operation.
- Kitchen — appliance condition inside and out, counters, cabinet interiors, sink and taps.
- Bathrooms — grout, caulking, fan operation, signs of moisture.
- Mechanical — heating, hot water, smoke and CO detectors tested.
- Keys and fobs — exact numbers issued and returned.
Photograph everything, with the date in the file metadata. Photographs support the report; they do not replace it.
Wear and tear versus damage
This distinction decides most disputes. Carpet flattened along a hallway after four years is wear. A burn or a pet stain is damage. Faded paint is wear; a wall repainted a colour needing three coats to cover is damage. Arbitrators generally apply the useful life of the item, so a claim for a fifteen-year-old carpet will rarely succeed in full.
Frequently asked questions
What if the tenant refuses to attend?
Offer two opportunities, document that you did, and complete the report noting the tenant did not attend. Your right to claim survives if you followed the process.
Do I need a report if the tenant is a friend?
Yes. Informal tenancies produce the worst disputes, precisely because nothing was written down.
How long should I keep reports?
For the full tenancy and several years afterwards, alongside your photographs.
Documentation you will not have to think about
Our management service completes and files inspection reports at every move-in and move-out, with photographs.General information, not legal advice.
