Does a Calgary Landlord Need a Move-In Inspection Report?

The Alberta requirement is a written inspection report completed at move-in and move-out. Photographs and video can make condition easier to understand, but they do not replace the required report, statements, signatures, attendance process or copy. A generic checklist with no statutory wording may still leave the landlord exposed.

Use the same room and item order at both ends. Identify floors, walls, ceilings, windows, doors, cabinets, plumbing fixtures, appliances, alarms, exterior areas, parking, storage and included furnishings. Describe condition rather than using unexplained check marks.

The parties are required to inspect within one week before or after the tenant takes possession and within one week before or after the tenant gives up possession. Schedule the move-in inspection before keys are released when practical and put the move-out window into the operating calendar at the tenancy start.

Record possession and inspection dates separately. A lease start date, key handoff, physical move and possession date may not always be identical. If the facts are unusual, obtain advice before relying on a date that could affect the report's validity.

The preferred process is a joint inspection. If the tenant does not attend, Alberta's official guidance allows the landlord to proceed after offering two inspection times on different days that are not holidays and between 8 a.m. and 8 p.m. Preserve both offers and the response or non-attendance.

Do not schedule two nominal choices that are effectively the same appointment. Give realistic notice and document the date, time, delivery and result. If an agent attends, record who represented each party and their authority.

The report must include specific statements identifying who attended and allowing the tenant or agent to agree or explain disagreement. If the tenant refuses to sign, or the landlord proceeds after two failed attendance attempts, the report requires the corresponding landlord statement and signature.

Use a current form or have the form reviewed. Do not alter the signed original after inspection. Corrections should be initialled or attached transparently, and each party should receive the same complete version.

Start each room with an orientation image, then capture material wear, cleanliness, stains, chips, leaks, appliance interiors, meter readings, keys and included items. Use good light and a consistent naming pattern. Preserve original metadata where possible and avoid tenant documents, faces or unrelated possessions.

At move-out, repeat the same angles and item order. A hundred random close-ups are less useful than a paired baseline. Add a short index linking each report item to its relevant files.

Record every existing defect and whether it is cosmetic, functional, safety-related or scheduled for repair. Put promised repairs in a separate work order with the owner, access plan and due date. Do not erase the original condition entry after the repair; attach completion evidence.

For Calgary properties, pay attention to basement moisture, window condensation, drainage, furnace and hot-water condition, exterior steps, garage controls, smoke and carbon-monoxide alarms, suite doors and shared systems. These issues can change quickly through winter and spring.

A landlord cannot deduct damage or cleaning costs from the security deposit when inspection-report requirements were not met. That makes inspection compliance a money control. Link the signed reports, copy-delivery evidence, photographs and repair invoices to the deposit record from the first day.

Normal wear, tenant responsibility, depreciation, repair cost and contractual obligations remain separate questions. A compliant report does not make every difference deductible. Obtain advice for disputed or material deductions.

At move-out, record possession return, keys, utilities, cleanliness, damage observations and areas that could not be inspected. Compare the reports item by item, distinguish ordinary wear from alleged damage, gather invoices or reasonable estimates and calculate the deposit and applicable annual interest.

Follow the current Alberta deadline for return, statement or estimated statement. Preserve delivery and payment evidence, then issue any required final accounting. If costs exceed the deposit or responsibility is disputed, use the appropriate claim process.

Alberta's inspection guidance says landlords must keep the reports for three years after the tenancy terminates. Keep the signed reports, attendance offers, copy-delivery evidence, photographs, repair work orders, invoices, deposit statement and related communication together.

Make the file exportable when management or ownership changes. A new owner cannot recreate a missing move-in baseline, and a property sale does not make the condition or deposit history disappear.

Last source review: July 30, 2026. Tenancy rules, forms, interest rates, service methods, dispute procedures, health requirements, insurance terms and licensing can change. Verify the actual agreement, property, event and deadline with the Alberta lawyer, licensed property manager, insurer, accountant, contractor, municipality or government service responsible for the answer.