Disagreements about condition often surface at move-out: was that scratch there before, or did it happen during the tenancy? Landlords who document a unit’s condition at the start are far better placed to answer that question.
Why the Starting Condition Matters
If a unit isn’t clean and documented at move-in, it’s hard to show what changed later. A thorough move-in clean followed by dated photos creates a clear baseline.
A Practical Landlord Process
- Complete any repairs and painting
- Book a professional move-in clean
- Walk through immediately after the clean
- Take dated photos of every room, appliance, and fixture
- Note any existing marks or wear in writing
- Share the record with the tenant and keep a copy
What to Photograph
- Walls, ceilings, and floors in each room
- Inside the oven, fridge, and dishwasher
- Bathroom fixtures, tiles, and grout
- Windows, blinds, and screens
- Existing marks, scratches, or stains, close up with a wide shot for context
- Meter readings and keys provided, where relevant
Inviting the Tenant to Add Their Notes
Ask the tenant to confirm the condition or add anything you missed within a short window after moving in. It builds goodwill and reduces later disputes.
A Note on Ontario Rules
Ontario’s Residential Tenancies Act generally requires landlords to keep a unit in a good state of repair and fit for habitation, and it doesn’t require a formal condition report the way some other provinces do. Many landlords still use one because it helps. For specifics about your situation, the Landlord and Tenant Board or a qualified paralegal or lawyer is the right resource. This is general information, not legal advice.
Consistency Across Units
If you own several units, using the same cleaning checklist and documentation routine for every tenant makes your records comparable and your process repeatable.
My Canada Cleaning provides photo-documented move-in cleaning for Toronto and GTA landlords, giving you a clean baseline and a record to refer back to.