Quick answer. Alberta's Residential Tenancies Act requires landlords and tenants to conduct a written move-in inspection within one week before or after the tenant takes possession, and a written move-out inspection within one week before or after the tenant gives up possession. Both reports must be signed by both parties and the tenant must receive a copy immediately after each inspection. Under section 19 (referenced as section 27 in some older RTA materials), failure to complete these inspections is an offence under the Act and disqualifies the landlord from making deductions from the security deposit for damages. The landlord must retain copies of the inspection reports for three years after the tenancy terminates. Inspection reports are the single most consequential piece of paperwork in any Calgary deposit dispute at RTDRS.
The Statutory Foundation
Inspection reports are not a best practice. They are a legal requirement under section 19 of the Alberta Residential Tenancies Act. The corresponding obligations:
- Move-in inspection: conducted within one week before or after the tenant takes possession.
- Move-out inspection: conducted within one week before or after the tenant gives up possession.
- Both reports must be in writing, signed by both landlord and tenant.
- Both reports must contain specific statements as required by section 4 of the Residential Tenancies Ministerial Regulation.
- The landlord must provide the tenant a complete copy of each report immediately after the inspection.
- The landlord must retain copies for at least three years after the tenancy terminates.
- Failure to complete the inspection reports as required is an offence under the RTA and disqualifies the landlord from deducting damages from the security deposit at move-out.
The legal consequence of skipping the inspection reports is severe. At RTDRS, hearing officers routinely award full deposit returns to tenants whose landlords skipped or botched the inspection, regardless of how much actual damage exists. This pattern is the single most-cited reason Calgary landlords lose deposit disputes.
When and How to Conduct the Move-In Inspection
Schedule the inspection on the day of move-in or within the surrounding week. Walking through with the tenant present is the strongest approach: it builds shared agreement on the property's condition and reduces later disputes.
Bring a written inspection form (paper or digital), a phone or camera with date-overlay capability, a tape measure, and a flashlight. Move room by room. For each room, record condition for every observable item:
- Walls (each wall): condition, marks, holes, paint condition.
- Ceiling: stains, cracks, damage.
- Floor: condition of carpet, hardwood, tile, or vinyl; existing marks, scratches, stains.
- Windows: operation, condition, screens, blinds, treatments.
- Doors: operation, condition, locks, handles.
- Light fixtures: condition, working status.
- Outlets and switches: confirm working.
- Bathrooms: fixtures, plumbing, ventilation, condition of finishes.
- Kitchen: appliances (make, model, serial number, condition, test operation), cabinets, counters.
- Heating and cooling: furnace condition, filter date, thermostat function, AC if applicable.
- Water heater: visible condition, age if known.
- Smoke and carbon monoxide detectors: confirm working, replace batteries if needed.
- Exterior elements: garage, deck, fence, yard, shed if included.
Photograph each surface with dates embedded. Save photographs in original format and original storage to preserve EXIF metadata. Capture close-ups of any pre-existing condition issues so they cannot later be attributed to the tenant. Photograph appliance serial numbers and meter readings as part of the same session.
Signing and Distributing the Move-In Report
After completing the walkthrough, both landlord and tenant sign every page of the inspection report. Provide a complete signed copy to the tenant on the day of move-in (the RTA requirement is immediately after the inspection). Keep your signed original in the tenant file alongside the photograph archive.
If the tenant declines to sign or disputes the report, document the specific objections in writing on the report itself, retain your photographs, and proceed. A tenant's refusal to sign does not invalidate the inspection so long as the landlord completed it in good faith and provided the report.
During the Tenancy: Mid-Tenancy Inspections
Mid-tenancy inspections are not required by the RTA but are highly recommended. They allow the landlord to catch maintenance issues early, document any changes in condition, and refresh the photo record. Common cadences:
- Annual inspection at the same time each year, with 24 hours written notice under section 23 of the RTA.
- Semi-annual inspections for higher-risk properties or tenants who have raised concerns.
- Specific-purpose inspections triggered by maintenance reports, neighbour complaints, or other operational reasons.
Photograph the same locations as the move-in inspection during each mid-tenancy walkthrough to build a chronological record of the property's condition.
When and How to Conduct the Move-Out Inspection
Schedule the move-out inspection within one week before or after the tenant gives up possession. Best practice is the day the tenant vacates, before any cleaning or repairs begin. Walk through with the tenant present where possible.
Compare each line of the move-in report against the move-out condition. For every change, photograph the difference, label the photograph clearly, and note the change on the report.
If the tenant cannot attend the move-out inspection after being given reasonable notice, document the missed appointment and proceed without them. The RTA does not require the tenant to attend, only that the inspection be conducted and the tenant be given a reasonable opportunity to participate.
How to Document Damage Properly
Every damage claim against the security deposit must trace back to the move-in and move-out reports. The chain of evidence:
- Move-in report shows the surface in question was undamaged or in a documented prior condition.
- Move-out report shows the new damage with a specific description.
- Photographs at both move-in and move-out show the same location from comparable angles with dates embedded.
- Contractor invoice, repair quote, or itemized cost calculation supports the dollar amount claimed.
- Depreciation framework is applied where applicable (paint 3 to 5 year useful life, carpet 5 to 7 years, appliances 10 to 15 years).
A damage claim with all five elements wins at RTDRS. A claim missing any element typically loses or is reduced to a fraction of the amount claimed.
A Defensible Inspection Form Structure
There is no mandatory inspection form in Alberta, but the report must include the statements required by section 4 of the Residential Tenancies Ministerial Regulation. A defensible form structure:
- Header with property address, tenant names, landlord name, and date of inspection.
- A grid for each room (entry, living room, kitchen, dining, bedrooms, bathrooms, basement, exterior) with rows for walls, ceiling, floor, windows, doors, fixtures, appliances, and condition notes.
- A separate section for mechanical (furnace, water heater, AC, ventilation, smoke detectors, carbon monoxide detectors) and meter readings (gas, electric, water).
- A signature block for landlord and tenant, with the date of signing.
- A statement that the tenant received a complete copy of the report on the day of inspection.
- A photo reference column linking each line to corresponding image numbers.
Template forms are available from CPLEA (Centre for Public Legal Education Alberta), Service Alberta, and many property management firms. Whatever template you use, confirm it includes the section 4 statements before relying on it.
Common Inspection Mistakes That Lose at RTDRS
- Generic condition notes that say only good or fair without specifics. RTDRS hearing officers cannot evaluate a deposit deduction against a checkbox with no detail.
- Skipping rooms or amenities because they appeared fine at the time. A wall undocumented at move-in cannot be claimed as damaged at move-out.
- Missing tenant signature. A move-in inspection that the tenant did not sign is significantly weaker evidence.
- Photographs without dates embedded. Hearing officers cannot verify when an undated image was taken.
- Failing to provide the tenant with a complete signed copy immediately after the inspection.
- No record retention. Discarding inspection reports after one year leaves the landlord defenseless against later claims.
- Conducting the inspection outside the one-week window. Section 19 timing is strict.
- Combining the inspection with a casual showing rather than treating it as a formal documented exercise.
Record Retention Under the RTA
Section 19 requires the landlord to retain copies of both inspection reports for at least three years after the tenancy terminates. Calgary landlords should retain digital and paper copies of:
- The signed move-in inspection report and all accompanying photographs.
- The signed move-out inspection report and all accompanying photographs.
- Any mid-tenancy inspection records.
- The original signed lease and any amendments.
- All written communications with the tenant about the property's condition or maintenance.
- Statement of deposit account and proof of deposit return or deduction.
Three years is the minimum. UrbanLease retains records for seven years to align with CRA tax record retention standards.
Frequently Asked Questions
What does Section 19 of the Alberta RTA require?
Section 19 requires landlords and tenants to conduct written move-in and move-out inspections within one week before or after possession changes. Both reports must be signed by both parties, the tenant must receive a complete copy immediately, and the landlord must retain records for at least three years.
What happens if a landlord skips the move-in inspection in Alberta?
It is an offence under the RTA and the landlord cannot deduct from the security deposit for damages at move-out. Deposit deductions for damage require a complete move-in inspection report establishing baseline condition.
Can a tenant refuse to sign the move-in inspection report?
Yes, but it does not invalidate the inspection. Document the tenant's specific objections on the report itself, retain your photographs, and proceed. The landlord's good-faith inspection still meets the section 19 requirement.
Does the move-in inspection need to be on a specific form?
There is no mandatory form. The report must include the statements required by section 4 of the Residential Tenancies Ministerial Regulation, signatures from both parties, and a description of the premises at the time of inspection. Templates are available from Alberta.ca and CPLEA.
How long does a landlord need to keep the inspection report in Alberta?
At least three years after the tenancy terminates. Many Calgary landlords keep records for seven years to align with CRA tax record retention requirements.
Can the move-in inspection be conducted virtually or by video?
The RTA does not specify the format. A virtual or video walkthrough can satisfy the inspection requirement if it produces a written report signed by both parties within the one-week window. For high-value properties, in-person inspections remain the best practice.
What if damage is discovered after the move-out inspection?
Damage discovered after the deposit has been settled within the 10-day return window must be pursued through a separate RTDRS monetary claim. The deposit cannot be retroactively adjusted once the statement of account has been issued.
Is the move-in inspection required if I am renting to a long-term existing tenant in a property I just bought?
Where ownership of a tenanted property changes hands, the new landlord steps into the existing tenancy. A fresh move-in inspection is not statutorily required if a valid signed inspection report exists from the start of the tenancy. Where no such report exists, conducting a current condition inspection with the tenant and documenting any agreement on baseline condition is strongly recommended.
Can a property manager conduct the move-in inspection for the owner?
Yes. A RECA-licensed property manager acting as agent for the owner can conduct and sign the inspection report. The tenant still signs as the other party. This is the standard practice when the owner uses professional management; the manager's name and brokerage appear on the report alongside the owner identification.
What happens if the tenant signs the move-in report but later disputes condition at move-out?
The signed move-in report is strong evidence of the agreed baseline condition. A tenant who later disputes a finding at move-out faces an evidentiary uphill battle. The hearing officer compares the two reports plus the photographs and applies the depreciation framework. Disputes are usually resolved on the documented record.
Bottom Line
The move-in and move-out inspection reports are the foundation of every deposit dispute, every damage claim, and every condition-related RTDRS hearing in Calgary. The RTA framework is unforgiving: skip the inspection and the landlord loses the right to deduct damages. Conduct the inspection properly with the tenant present, photograph every surface with dates embedded, sign every page, provide a copy immediately, and retain records for at least three years. UrbanLease conducts and documents every inspection for owner-clients as part of full-service management, and the same inspection-only service is available for self-managing landlords who want professional documentation without full management.