Move-In & Move-Out Inspection Reports in Alberta
Alberta law requires a written move-in inspection report and a written move-out inspection report for every residential tenancy. Each inspection has to happen within one week before or after the tenant takes or gives up possession, the report must carry prescribed statements and signatures, and the tenant gets a copy as soon as it's done. Without both reports, a landlord can't deduct damage costs from the security deposit.
That last rule is why these reports matter so much. They're the evidence behind every damage deduction you'll ever make. The move-in inspection usually follows right after professional suite clean-up services, when the unit is at its best, and the move-out inspection is the comparison. Here's what the Residential Tenancies Act and its regulation require, and how to produce a report that holds up.
What does Alberta law require, and when?
Section 19 of the Residential Tenancies Act requires the landlord and tenant to inspect the unit within one week before or after the tenant takes possession, and again within one week before or after they give up possession. The landlord must hand over a report describing the unit's condition as soon as each inspection is finished.
A few details decide if you're inside that window:
Move-in: a tenant is treated as taking possession once they've paid the deposit, any fees and the first rent, and received the keys, unless you both agree otherwise.
Move-out: unless you agree on a different time, a tenancy ends at 12 noon on its last day, so an afternoon inspection that day fits easily.
Both are mandatory. Alberta.ca states plainly that landlords and tenants must complete both reports.
Retention: keep every report for at least three years after the tenancy ends, and make it available to the Director of Residential Tenancies on request.
Who counts as the landlord for the inspection?
The Act's definition of landlord includes a property manager or leasing agent acting for the owner. If a manager signs leases and hands over keys, the inspection duty sits with them, and so does the three-year record keeping. Owners who switch managers should collect every report before the handover.
Can you inspect without the tenant?
Yes, but only after proposing two inspection times on different days, neither of them a holiday, between 8 a.m. and 8 p.m., and no adult tenant agrees to take part. You can offer both times in the same notice, with the second applying if the first falls through. Keep a copy of that notice.
If you believe the tenant has abandoned the unit, Service Alberta's RTA Handbook says you still need to make a reasonable effort to reach them and arrange the move-out inspection, and to keep a record of those attempts. Finish and photograph the inspection before any eviction cleanouts begin, since clearing the unit first wipes out the evidence.
What must an Alberta inspection report contain?
Section 4 of the Residential Tenancies Ministerial Regulation sets out statements every report must include, signed as the regulation requires. Service Alberta's handbook summarises them in six parts, and pre-printed forms from landlord associations already carry the exact wording:
The inspection date, the names of everyone present, and the landlord's signature.
A statement the tenant signs if they agree the report fairly represents the unit's condition.
A statement the tenant signs if they disagree, with their reasons.
A statement the landlord signs if the tenant refuses to sign.
A statement the landlord signs if the inspection was done without the tenant.
A statement that inspections should be done while the unit is vacant unless both parties agree otherwise.
Check the regulation for the exact wording. Beyond those statements, describe the condition of walls, floors, ceilings, windows, cupboards, appliances and plumbing fixtures, room by room. The handbook also suggests noting what needs fixing or cleaning and who is responsible for each item.
Specific notes beat vague ratings. "Scratch on living room floor by the patio door, about 10 cm" is evidence. "Floor: fair" isn't. A simple good, fair or poor rating plus a short note per item makes the move-in and move-out reports easy to compare line by line.
What photo and timestamp standards hold up?
Photos aren't legally required, but Service Alberta's handbook describes pictures or video kept with the report as useful. The strongest photo evidence is dated, shot from matching angles at move-in and move-out, and tied to a specific line in the written report.
Take a wide shot of every room from the doorway, then close-ups of anything you note.
Repeat the same angles at move-out so the two sets can sit side by side.
Keep the original files. Their metadata carries the date and time, and screenshots or edited copies can lose it.
Reference photos in the report, such as "see photo 14", so text and pictures back each other up.
Store the photos with the report for the full three years.
This is the job the Spartan App was built for. Every site visit is logged, photographed and timestamped, so condition records live in one place instead of someone's camera roll.
Which mistakes cancel a deposit deduction?
Any failure to meet the section 19 requirements blocks damage deductions, however obvious the damage. Section 46 of the Act says so directly, and taking a damage deduction anyway is an offence that carries a fine of up to $5,000. These are the slips that cause it most often:
No move-in report. A perfect move-out report can't make up for it.
Missing statements or signatures.
The tenant didn't get a copy when the inspection ended.
An inspection held outside the one-week window.
Inspecting alone without first offering two proper times.
Buying a rented property without the previous landlord's move-in report. The handbook says a new landlord can't deduct for damage if the old landlord never completed one.
Unpaid rent and other agreed charges can still come off the deposit without reports, and damage can still be pursued through the Residential Tenancy Dispute Resolution Service or court. You just lose the right to take it from the deposit directly.
Should you keep paper or digital inspection records?
Either works. The Act requires a written report with the prescribed statements and signatures, but it doesn't mandate a particular form, so the choice comes down to what you can complete correctly every time.
Paper forms sold by the Alberta Residential Landlord Association and the Calgary Residential Rental Association have the statements pre-printed, put move-in and move-out on one sheet for comparison, and come in duplicate. Digital records are faster, attach photos directly and don't get lost in a filing cabinet. If you switch, confirm the template includes every prescribed statement, that both parties can sign, and that the tenant leaves with a copy. If you're unsure whether an electronic signature suits your situation, check with Service Alberta or a lawyer first.
For Edmonton property management across several buildings, digital records also make it easier to compare condition between units and plan repairs before they turn into turnover surprises.
FAQs
Does the tenant have to sign the inspection report?
The tenant signs either the agreement or the disagreement statement. If they refuse to sign at all, the landlord signs a statement recording that refusal, and the report still meets the requirements.
Can I do the move-in inspection with furniture already in the unit?
The prescribed statement says inspections should happen while the unit is vacant unless both parties agree otherwise. If you inspect an occupied unit, make sure the report shows you both agreed to it.
How long do I have to keep inspection reports in Alberta?
At least three years after the tenancy ends. The Director of Residential Tenancies, or someone authorised by the Director, can ask to see them during an inspection or investigation.
What happens if the tenant disagrees with the report?
They sign the disagreement statement and write down their reasons. The report is still valid. Both views are simply on record if a dispute comes up later.
Are mid-tenancy inspections required?
No, only move-in and move-out inspections are mandatory. Service Alberta's handbook suggests at least one inspection a year in a long-term tenancy, with proper 24-hour written notice of entry.
This article is general information about Alberta tenancy law, not legal advice. Check the Residential Tenancies Act and the Ministerial Regulation for exact requirements.
Spartan Enhanced records suite condition with timestamped photos before and after every clean-up and turnover in Edmonton. Call 780-935-9243 to set up your next move-in or move-out.
