What to Include in a Move-In Rental Property Inspection Report
Are you a landlord looking to streamline your rental process and ensure the condition of your property is meticulously documented before a new tenant moves in? A thorough move-in inspection is crucial for protecting both you and your tenant, helping to avoid disputes over security deposits when the lease ends. But what exactly should be included in a move-in rental property inspection report?
Last updated: January 2026.Quick answer (2026)
A move-in inspection report documents the property's condition before a tenant moves in, protecting both landlord and tenant by recording pre-existing damage. In Saskatchewan, landlords must complete a written inspection report at move-in and again at move-out, with both parties signing to confirm accuracy.
What is in a Move-In Inspection Report?
A move-in inspection report is a critical document that outlines the condition of a rental property at the time a new tenant moves in. This report serves as a benchmark for the property's condition, against which the state of the property will be compared when the tenant moves out. But what should this report include to be effective?
Photos
Visual evidence is key. Including photos in your inspection report provides an indisputable record of the property's condition at move-in. Make sure to take clear, well-lit photos of every room and any existing damages, no matter how minor they seem.
Signed by Both Parties
For the inspection report to be legally binding, it must be signed by both the landlord (or property manager) and the tenant. This ensures that both parties agree on the condition of the property at the start of the lease.
Dated
The date of the inspection is just as important as the signatures. It confirms when the inspection took place, tying the condition of the property to a specific point in time.
Descriptions
While photos are invaluable, they should be accompanied by written descriptions. These descriptions can provide clarity where photos cannot, such as noting the functionality of appliances, the presence of smoke detectors, and the operation of locks and windows. Be as detailed as possible to avoid any ambiguity.
Download Our Example Move-In Inspection
Frequently Asked Questions
What notice must a landlord give before entering a rental unit in Saskatchewan for an inspection?
Landlords must provide 24 hours to seven days written notice to enter, except in emergencies. The notice must state the purpose and date/time of entry. Entry is only allowed between 8 a.m. and 8 p.m., and not on Sundays or the tenant's day of religious worship.
What specific items should be checked during a move-in inspection?
Look for damaged windowsills, blinds, doors, or frames; scratches or marks on floors or walls; stained carpets; holes in walls; and broken or poorly functioning appliances or fixtures. Record all pre-existing damage on the inspection form.
Why is it important for both landlord and tenant to sign the move-in inspection report?
Both signatures confirm that the records are accurate and complete. Each party should keep a copy in their files to prevent disputes later about which damages existed before the tenant moved in.
Can a tenant refuse entry for a move-in inspection in Saskatchewan?
Once proper notice is given, a tenant cannot refuse entry for an inspection. However, a tenant can ask to reschedule to a better time, especially if they want to join the walkthrough.
When should a move-in inspection be conducted?
The inspection should occur before any items are moved into the property, with the landlord and tenant conducting the walkthrough together. This ensures an accurate record of the property's condition at the start of the tenancy.
What landlords often get wrong
Many landlords assume wear and tear counts as damage they can deduct from the security deposit. In fact, only damages from negligence, vandalism, lease violations, or failure to report maintenance issues qualify as at-fault damage.
