In Alberta, written move-in and move-out inspection reports are mandatory, and they are the backbone of security-deposit decisions. Photos and video are not a substitute for the signed report—but they are often the clearest proof of what a scratch or stain looked like on day one. This guide is about how to document well. For timing and legal basics, see RentTrader’s inspections guide and security deposits guide.
General information only, not legal advice.
Why documentation matters
Alberta.ca explains that inspection reports describe the premises when you move in and when you move out. Tenants use them to show they did not cause pre-existing damage. If required inspection reports are not completed properly, landlords generally cannot deduct damage or cleaning costs from the security deposit (they may still pursue other paths through RTDRS or court for some claims).
Your job as a renter is simple: make the written report accurate, keep your copy, and back it with media that a stranger could understand months later.
The written report comes first
- Walk the unit with the landlord or property manager when possible.
- Note condition room by room—walls, floors, ceilings, trim, windows, doors, counters, appliances, fixtures.
- Write specific words (“chip on tub enamel near drain,” not only “tub OK”).
- Both parties sign; you receive a copy as soon as it is completed.
- If you disagree with a line, write your disagreement on the report before signing.
- Move-in: within one week before or after you take possession.
- Move-out: within one week before or after you give up possession.
Landlords should offer two inspection opportunities on different days, 8 a.m.–8 p.m., not on holidays, before inspecting without an adult tenant present.
Photo and video method that holds up
Settings
- Use your phone’s original camera roll (not a social app that compresses heavily).
- Turn on date/time in settings if your phone shows it on-screen; either way, keep original files so metadata remains.
- Shoot in daylight or bright overhead light. Turn on every light you can.
- Film a slow walk-through video first, then stills of problem areas.
Room order (same every time)
Entry → kitchen → living → bedrooms → bathrooms → laundry/storage → garage/parking assigned to you → exterior door/yard areas you are responsible for under the lease.
Consistency helps you compare move-in to move-out without guessing which corner a photo shows.
What to capture in every room
- Wide shot from the doorway covering most of the room.
- Each wall, floor field, and ceiling corner if stains exist.
- Window frames, sills, and screens.
- Closets (shelf edges and hanging rods).
- Baseboards and door edges (common chip locations).
Always detail these
- Appliances: fridge shelves, freezer, oven interior, stovetop, dishwasher gasket, washer drum seal.
- Plumbing: under-sink cabinets (look for swelling or staining), around toilets, tub caulking.
- Existing holes, nails, command-strip marks, scuffs behind doors.
- Carpet wear paths vs unique stains—photograph both so “wear” is visible in context.
- Smoke and carbon monoxide alarms in place (do not remove them).
- Meter faces if you pay utilities.
Scale and clarity
Place a coin, tape measure, or pen next to small chips so size is obvious. Avoid heavy filters. Narrate the video quietly: “Kitchen, north wall, existing hairline crack above outlet.”
Storage and sharing
- Keep a folder:
address / move-in / YYYY-MM-DDand the same for move-out. - Back up to a second place you control (computer or trusted cloud).
- Share a copy of photos with the landlord if they ask; keep originals.
- Do not rely on a chat app as your only archive—export them.
At move-out, photograph the empty unit after cleaning, then stills of any areas that matched move-in damage. Side-by-side comparison is the point.
Hypothetical example (not a real case)
Alex moves into a Calgary basement suite in March. The laminate near the patio door has a prior water stain. Alex writes it on the move-in report, photographs the stain with a tape measure, and stores the files. In November, at move-out, the stain looks the same. Because it was documented at move-in, Alex can point to the report and photos if a deduction is proposed for that mark alone. (Other issues—if any—would be assessed separately.)
What documentation cannot do
- It does not replace the signed inspection report.
- It does not decide “normal wear and tear” by itself—that is a factual assessment under the RTA framework.
- It does not allow you to withhold rent because you documented a repair issue.
- Emergency hazards (no heat in deep cold, sewage backup, gas smell) need immediate safety steps and the right official pathway—not only photos. See Landlord won’t fix something.
Printable companion
Use the printable move-out checklist and condition photo log: one line per room, columns for issue, photo ID/filename, and noted on report (Y/N). It is a personal worksheet, not a tenancy agreement or government form.
FAQ
Are photos required by the RTA?
The Act focuses on written inspection reports. Photos are practical evidence, strongly recommended.
What if the landlord refuses to note damage?
Write your own notes on the report; photograph anyway; keep correspondence.
How long should I keep files?
Alberta.ca advises tenants to keep copies of all their tenancy documents for 3 years. Keeping your photos and video for the same period is a practical match.
Next step: Print the condition photo log, complete move-in stills the same day as the signed report, and store originals offline.
General information only, not legal advice. The Residential Tenancies Act and its regulations are the final word; check the official sources above or get legal advice for your situation.