If you’re renting out a property in BC, the condition inspection report is one of those things that seems like admin until a dispute shows up at the end of a tenancy and you realize it was the only thing standing between you and a lost deposit claim.

BC law requires a condition inspection process at move-in and move-out, and landlords should use the RTB form or another form that captures the required information. Skip it (or do it wrong), and you could lose the right to claim against the security deposit.

Always confirm current forms and deadlines directly with the Residential Tenancy Branch. Rules change, and this guide isn’t a substitute for checking with the RTB or a legal professional when the stakes are high.

Why the Inspection Report Actually Matters

The condition inspection report is your paper trail. It documents what the unit looked like when the tenant moved in, and what it looked like when they left. Without both reports, an RTB arbitrator may refuse to hear a damage claim, depending on the facts of the situation.

This applies to most residential rentals in BC: suites, condos, townhouses, single-family homes. If you’re renting under a tenancy agreement, assume the rules apply to you.

The Move-In Inspection

When It Needs to Happen

Complete the move-in inspection on or before the date the tenant takes possession. Once it’s done and signed, the tenant must receive a copy of the move-in report within 7 days — written or digital both work.

Who Needs to Be There

Both you (or your authorized agent) and the tenant should be present and sign the report. If the tenant can’t make your first proposed time, propose a second inspection time in writing. If they don’t participate after being given two opportunities, you may be able to complete the inspection independently — but the consequences depend on who failed to participate and how the process was followed. When in doubt, contact the RTB before proceeding.

What to Document Room by Room

General: walls (scuffs, holes, paint condition), ceilings (water stains, cracks), floors (scratches, stains, carpet wear), windows (cracks, seals, screens, blinds), doors and locks, light fixtures and switches, smoke and CO detectors.

Kitchen: stove and oven, refrigerator, dishwasher, sink and faucets, cabinets and countertops, exhaust fan.

Bathroom: toilet, tub and shower (caulking, tiles, drain speed), sink and vanity, exhaust fan, towel bars and hooks.

Bedrooms: closet doors and rods, windows (lock and screen), flooring.

Exterior/Common Areas: parking stall, storage locker, patio or balcony, garage door, landscaping (note initial state).

The Move-Out Inspection

Move-out follows the same format. Offer the tenant a chance to be present in writing. The RTB provides Form 27 as a standard option, but landlords may use their own form if it meets the requirements — having a consistent format for both inspections makes side-by-side comparison more straightforward if a dispute reaches the RTB.

Once the move-out inspection is done, you have 15 days to give the tenant their copy. The deposit timeline starts once the landlord has received the tenant’s forwarding address in writing — check the RTB’s current procedures for the full sequence.

Wear and Tear vs. Actual Damage

BC law is clear: landlords can’t deduct for deterioration from normal daily living. Only damage beyond ordinary use qualifies, and it needs to be documented.

Normal wear and tear (cannot deduct): faded or lightly scuffed paint, minor carpet wear in high-traffic areas, small nail holes from pictures, light hardwood scratches, worn countertop finish.

Tenant damage (may be deductible if documented): large holes in drywall, carpet stains or burns, broken windows or doors, unauthorized paint left unrestored, pet damage, missing fixtures or appliances.

Trying to claim for normal wear is one of the fastest ways to lose credibility with an arbitrator.

How Inspections Protect Your Security Deposit

In BC, you can collect up to half a month’s rent as a security deposit — not a full month. If you need to make a claim at the end of the tenancy, completed move-in and move-out reports are your evidence. Depending on the circumstances, a landlord who skips the inspection process may lose the right to claim against the deposit. Disputes go to the RTB, so verify current filing deadlines at gov.bc.ca/landlordtenant before taking any action.

Best Practices

• Use the official RTB form, or ensure your own form meets all required standards
• Do the inspection in person with the tenant whenever possible
• Photograph every room before and after tenancy (dated photos hold up well)
• Be specific: “2 cm hole in drywall, north wall of bedroom” beats “hole in wall”
• Deliver the move-in copy within 7 days; follow RTB timelines for the move-out copy and deposit
• Store everything securely — a property management platform works well for this
• Never alter a signed report after the fact
• When something’s unclear, contact the RTB or get legal advice before acting

FAQ

Can I use my own inspection form instead of the RTB form?

Yes — landlords may use their own form as long as it captures everything required by BC regulations. That said, the official RTB Condition Inspection Report (Form 27) is the safest default. If you use a custom form, make sure it covers all required elements.

What if the tenant refuses to sign?

Note the refusal on the form with the date and time, and keep a record of how you tried to conduct the inspection jointly. A missing signature doesn’t automatically void the report, but document it carefully and reach out to the RTB if unsure.

Do I need a separate form for furnished units?

Same form, but add a detailed inventory section listing every included item and its condition. Attach it to the inspection report and get both parties to sign it.

Does this apply to secondary suites?

Yes, in most cases. Basement suites and secondary suites rented under a tenancy agreement generally fall under the RTA. Confirm your specific setup with the RTB if there’s any doubt.

How much can I collect as a security deposit?

Up to half of one month’s rent. Collecting more than that isn’t permitted under the Residential Tenancy Act.