Module 11: Move-In & Move-Out Inspections in BC | LandlordPass.com

Module 11 — Inspections

Move-In & Move-Out Inspections

Most deposit disputes are preventable — if you treat inspections like compliance

January 2026 • Updated for extinguishment rules, RTB-22 protocol, and depreciation logic

Dispute Prevention (Real Lesson)

People fight over deposits when there’s no shared baseline, no clear photos, late paperwork, and poor communication.

The Extinguishment Trap

If you miss required steps, your right to claim against the deposit for damage can be extinguished under the RTA.

Useful Life Math

Even when damage is proven, compensation is commonly reduced by depreciation (useful life).

Module Summary (What to master)

The Condition Inspection Report (RTB-27) is the key evidence document for deposit disputes. This module shows you how to: (1) schedule properly using the two-opportunity rule and RTB-22, (2) document a defensible move-in baseline, (3) compare baseline to move-out condition, and (4) claim fairly using Policy Guideline 1 (wear vs damage) and Policy Guideline 40 (useful life / depreciation).

Key statutory timelines (Regulation):

Move-in RTB-27 copy: give the tenant a copy promptly and in any event within 7 days after the inspection is completed
Move-out RTB-27 copy: give the tenant a copy promptly and in any event within 15 days after the later of (a) inspection completion and (b) receiving the tenant’s forwarding address in writing
Scheduling window: inspections must be scheduled between 8am and 9pm unless both parties agree otherwise

Reality check: If it’s not written down, dated, and delivered properly, you’re betting your deposit position on memory — and memory loses at RTB.

1. Why deposit disputes happen: the “Extinguishment” trap

Many landlords assume: “If the tenant damages the unit, I keep the deposit.” In British Columbia, that mindset creates avoidable losses. Deposit deductions are a process, not a feeling.

What “extinguishment” means (plain English)

Under the Residential Tenancy Act, if required condition inspection steps are not met, the landlord’s right to claim against the deposit for damage can be extinguished (void). That’s why inspection compliance is not optional.

If your claim-right is extinguished, you may be ordered to return the deposit even if there is damage. You can still pursue damages, but you lose the “deposit leverage” and your proof burden usually gets heavier.

Treat inspections as a compliance system: empty unit + two opportunities + RTB-22 + RTB-27 + proof of service.

Evidence rule (Regulation): a condition inspection report completed in accordance with the Regulation is evidence of the unit’s condition on the inspection date unless the other side proves otherwise.

2. The dispute-prevention checklist (what RTB expects to see)

The fastest way to avoid a deposit dispute is to remove ambiguity. Your goal is simple: both parties can look at the move-in baseline and agree what changed at move-out.

2.1 Communication standards (keep it calm, clear, and in writing)

Confirm inspection offers in writing (email is ideal). Avoid “only text message” scheduling.
Use neutral language: facts, dates, photos, and next steps (no accusations).
Offer a pre-move-out walkthrough about 2 weeks before move-out to reduce surprises.

2.2 Documentation standards (make your file audit-ready)

Photos: wide + close-up, same angles at move-in and move-out when possible.
RTB-27 detail: measurements, locations, and descriptions (“3cm gouge on baseboard”).
Receipts/quotes: only claim real costs you can prove (invoice, receipt, contractor quote).
Service proof: keep email sent items, attachments, and delivery confirmations.

Aim for a “no argument file”: if a neutral third party reads it, the conclusion is obvious.

3. Move-In protocol (baseline that prevents disputes)

3.1 First principle: inspect when the unit is empty

The Regulation requires inspections when the unit is empty of the tenant’s possessions, unless both parties agree otherwise. This protects everyone — it prevents later arguments about what was “hidden.”

3.2 Scheduling: the two-opportunity rule (RTB-22)

You must attempt in good faith to mutually agree on a date/time. If the tenant is not available at the first offered time, you must propose a second opportunity by providing RTB-22 (approved form).

Schedule between 8am–9pm unless both parties agree otherwise. If first offer fails, issue RTB-22 for the second and final opportunity.

3.3 Conducting the inspection (RTB-27)

Go room-by-room: walls, floors, windows, doors, appliances, plumbing fixtures.
Write specific observations: “3cm gouge on hallway baseboard” beats “scratched.”
Take wide photos + close-ups of any defect (date-stamped if possible).
Both parties sign. If someone refuses, write “Refused to sign” and complete the report anyway.

3.4 Deadline: provide the copy within 7 days

The Regulation requires the landlord to give the tenant a copy of the signed move-in inspection report promptly and in any event within 7 days after the inspection is completed.

Late delivery is a common reason landlords lose credibility and leverage in deposit disputes.

4. Move-Out protocol (prove what changed)

4.1 Compare to baseline (not to your memory)

Bring the original move-in RTB-27 and compare line-by-line.
Only claim new damage (not pre-existing, not wear and tear).
Re-take photos using similar angles as the move-in photos when possible.

4.2 Scheduling again: two opportunities still apply

Use the same two-opportunity logic. If the first proposed time fails, provide the second opportunity using the approved notice form (RTB-22).

4.3 Deadline: provide the copy within 15 days (the “later of” rule)

The Regulation requires the landlord to give the tenant a copy of the signed move-out inspection report promptly and in any event within 15 days after the later of: (1) the date the move-out inspection is completed, and (2) the date the landlord receives the tenant’s forwarding address in writing.

Ask for the forwarding address in writing at move-out (email is fine). Without it, deadlines and deposit workflows become messy.

4.4 Deposit deductions: consent or RTB order (don’t “just deduct”)

Even if damage exists, you generally cannot keep any of the deposit unless the tenant agrees in writing to the deduction or you obtain an RTB order. This is why good documentation + good communication saves time and money.

5. Wear and tear vs damage (Policy Guideline 1)

Most deposit disputes are not about what happened — they’re about classification: normal wear and tear (landlord cost) vs damage (tenant cost). Use Policy Guideline 1 as your framework.

Item	Wear & Tear (Landlord Pays)	Damage (Tenant Pays)
Walls	Minor scuffs; small number of nail holes	Large holes (anchors); gouges; marker/crayon
Paint	Fading; aging; peeling due to age	Unauthorized repaint; heavy smoke staining; intentional marks
Floors	Worn traffic paths in carpet	Cigarette burns; pet urine stains; ripped linoleum
Cleaning	Reasonably clean	Heavy grease; mold in appliances; filthy oven
Blinds	Age-related wear	Torn slats; missing parts; pet chewing

Decision rule: Ordinary use over time is usually wear and tear. Negligence, misuse, or unauthorized alteration is more likely damage.

6. Useful life (depreciation) — Policy Guideline 40

Even when damage is proven, compensation is often reduced based on remaining useful life. The goal is not “brand new replacement” — it’s fair compensation for remaining value.

Don’t claim “full replacement cost” for an old item. Claim the remaining value based on useful life and condition.

Simple depreciation example (illustrative only)

If an item has a 10-year useful life and it is already 8 years old at move-out, the remaining life is about 20%. A claim for full replacement is commonly reduced.

Practical tip: Keep records of install dates (invoice, strata docs, renovation receipts). If you can’t prove age, depreciation arguments get weaker.

7. Failure points: common landlord mistakes

7.1 The “casual walkthrough”

Scenario: “Looks good” and keys are handed over. No RTB-27. No baseline.

Fix: No report, no baseline. RTB-27 completion is a hard gate.

7.2 The “text-only invite”

Scenario: One casual text offer. Tenant can’t attend. Landlord inspects alone without proper notice.

Fix: Confirm offers in writing and use RTB-22 for the second opportunity.

7.3 The “upgrade claim”

Scenario: Tenant damages an older item. Landlord claims full brand-new replacement cost.

Fix: Apply Policy Guideline 40 depreciation logic. Claim remaining value only.

7.4 The “late copy / no proof of service”

Scenario: Inspection is done, but the signed copy is delivered late (or you can’t prove delivery).

Fix: Email same-day where possible. Save sent email + attachment + any reply confirming receipt.

8. Top 20 common questions: inspections in BC

Q1: Can I do the inspection alone?

Only if you followed the scheduling rules (good faith + two opportunities + proper notice) and the tenant did not participate.

Q2: What if the tenant refuses to sign RTB-27?

Write “Refused to sign” on the report, complete the inspection, and deliver the copy on time with proof of service.

Q3: Do I have to fix pre-existing damage before move-in?

Not always, but you must document it clearly. Health/safety issues must be addressed.

Q4: Can I charge for nail holes?

Only if excessive or unusually large. A small number of picture nail holes is typically treated as wear and tear.

Q5: How clean must the unit be at move-out?

“Reasonably clean” is commonly used in guidance. Heavy grease, mold, or a filthy oven may support a cleaning claim.

Q6: Is professional carpet cleaning mandatory?

Not automatically. Focus on condition + evidence. If cleaning is required due to abnormal soiling, claim reasonable, provable costs.

Q7: Can I deduct from the deposit immediately?

Only if the tenant agrees in writing to the deductions. Otherwise, you generally need an RTB order.

Q8: What if I forget to provide the move-in copy within 7 days?

Send it immediately and keep proof. Late delivery can seriously weaken your position and trigger extinguishment risk depending on facts.

Q9: Can inspections be on weekends?

Yes. The key is good faith scheduling and compliance with the 8am–9pm window unless both agree otherwise.

Q10: What if damage is hidden by furniture at move-in?

Write “area blocked” on RTB-27 at move-in. At move-out, inspect that area carefully and document differences.

Q11: Can I use a video instead of RTB-27?

No. Video supports your evidence, but RTB-27 (or a compliant report) is the required legal inspection document.

Q12: Does the tenant have to be present?

They have the right to participate. If they don’t participate after proper opportunities, you may proceed as allowed.

Q13: Can the tenant send a representative?

Yes. The tenant may appoint an agent to attend and sign on their behalf (tell the landlord in advance).

Q14: Can I charge for light bulbs?

Often tenants replace burnt-out bulbs during the tenancy. Document at move-in and move-out.

Q15: What is the useful life of interior paint?

Useful life varies by facts. Claims are commonly reduced or eliminated when paint is already near end-of-life.

Q16: Can I do a pre move-out inspection?

Yes. It’s one of the best dispute-prevention tools: show expectations early and reduce surprises at move-out.

Q17: What if the tenant leaves garbage behind?

Document it, take photos, keep disposal receipts, and claim reasonable costs (with consent or RTB order if disputed).

Q18: Does the report need to be typed?

No, but it must be legible and complete. Digital is common; handwriting is fine if clear.

Q19: What if I buy a property with a tenant already in place?

You inherit the file. If the move-in RTB-27 is missing, your baseline is weak. Try to obtain it from the seller/previous manager immediately.

Q20: Can I charge an administration fee for the inspection?

No. Condition inspections are a mandatory landlord duty, not an add-on service.

References & official sources

Residential Tenancy Act (BC Laws)
https://www.bclaws.gov.bc.ca/civix/document/id/complete/statreg/02078_01
See: condition inspections (s. 23–24; s. 35–36), and security deposit handling / timelines (e.g., s. 38).
Residential Tenancy Regulation (BC Laws) — inspections (Part 3)
https://www.bclaws.gov.bc.ca/civix/document/id/complete/statreg/10_477_2003
See: empty unit (s. 14), scheduling window (s. 16), two opportunities (s. 17), copy deadlines (s. 18), evidentiary weight (s. 21).
RTB-27: Condition Inspection Report (Official Form PDF)
https://www2.gov.bc.ca/assets/gov/housing-and-tenancy/residential-tenancies/forms/rtb27.pdf
RTB-22: Notice of Final Opportunity to Schedule a Condition Inspection (Official Form PDF)
https://www2.gov.bc.ca/assets/gov/housing-and-tenancy/residential-tenancies/forms/rtb22.pdf
RTB Policy Guideline 17: Security Deposits and Set Off
https://www2.gov.bc.ca/assets/gov/housing-and-tenancy/residential-tenancies/policy-guidelines/gl17.pdf
RTB Policy Guideline 1: Responsibility for Residential Premises (wear vs damage)
https://www2.gov.bc.ca/assets/gov/housing-and-tenancy/residential-tenancies/policy-guidelines/gl01.pdf
RTB Policy Guideline 40: Useful Life
https://www2.gov.bc.ca/assets/gov/housing-and-tenancy/residential-tenancies/policy-guidelines/gl40.pdf
TRAC: Condition Inspection Reports (plain-language)
https://tenants.bc.ca/your-tenancy/condition-inspection-reports/
BC Gov: Tenancy forms directory
https://www2.gov.bc.ca/gov/content/housing-tenancy/residential-tenancies/calculators-and-resources/tenancy-forms

Operational standard: treat inspections like accounting — if it’s not recorded and served properly, it didn’t happen.