The inspection report that protects the deposit
Skip it and the deduction rights are gone, no matter what the unit looks like at move-out. Here are the rules, and a template you can print and use today.
Effectively, yes. Alberta landlords and tenants must inspect the premises within one week before or after the tenant takes possession, and again within one week of giving it up. A landlord who does not complete compliant, signed inspection reports and give the tenant a copy loses the right to deduct from the security deposit for damage. If the tenant will not attend, the landlord must offer two inspection times on different non-holiday days between 8 a.m. and 8 p.m., and may then inspect alone with a signed statement saying the tenant was not present.
The rules, briefly
- When: A move-in inspection report must be completed with the tenant within one week before or one week after the tenant takes possession. A move-out inspection report must be completed within one week before or one week after the tenancy ends.
- Together: the inspection is done with the tenant. If they will not take part, offer two inspection times on two different days: not holidays, between 8 a.m. and 8 p.m. If neither is taken up, the landlord may inspect alone and must sign a statement on the report that the tenant was not present.
- Paper: the report describes the condition room by room, is signed, and a copy goes to the tenant immediately.
- Why it matters: A landlord who fails to complete the required inspection reports and give the tenant a copy loses the right to deduct from the security deposit for damage.
Same form, both ends: the template below has a move-in and a move-out column, because the comparison between the two is the whole point. Photographs dated alongside each entry make deductions, or the defence against them, close to unarguable.
Rental premises inspection report: Alberta
| Area / item | Condition at move-in | Condition at move-out |
|---|---|---|
| Entry: door, locks, closet | ||
| Kitchen: cabinets, counters | ||
| Kitchen: stove and oven | ||
| Kitchen: refrigerator | ||
| Kitchen: dishwasher, sink, taps | ||
| Living room: walls, ceiling, floor | ||
| Living room: windows, coverings | ||
| Bedroom 1: walls, floor, closet, windows | ||
| Bedroom 2: walls, floor, closet, windows | ||
| Bedroom 3: walls, floor, closet, windows | ||
| Bathroom 1: tub or shower, toilet, sink, fan | ||
| Bathroom 2: tub or shower, toilet, sink, fan | ||
| Basement or suite, condition throughout | ||
| Laundry: washer and dryer | ||
| Furnace or heating, hot water tank | ||
| Smoke and CO alarms: present and working | ||
| Exterior: doors, garage, fence, yard | ||
| Keys, fobs and remotes, number issued | ||
| Other: ______________________ |
Statement (complete if applicable): The tenant was offered two inspection times on different days, not holidays, between 8 a.m. and 8 p.m., and did not take part. This inspection was conducted without the tenant present. Landlord signature: ______________________
A copy of this report was given to the tenant immediately after each inspection. Template provided as general information under the Alberta Residential Tenancies Act, not legal advice.
The mistakes that cost the deposit
- No report at all: the deduction right is simply gone, and the RTDRS applies that strictly.
- A report the tenant never received. Completing it and filing it is not compliance, the copy goes to the tenant immediately.
- "Good" written in every box. A report with no detail protects nobody. Note the chip in the counter and the mark on the wall at move-in, that is what makes the move-out comparison honest in both directions.
- Normal wear and tear deducted anyway. Deductions may only be taken for amounts the tenant agreed to in the tenancy agreement, for unpaid rent, or for damage beyond normal wear and tear. Normal wear and tear may never be deducted.
Want a second set of eyes before you return the deposit?
Send me the completed report and what you intend to deduct. A report that does not hold up is what turns a deduction into an RTDRS hearing.
Rather hand it to someone?
I offer two landlord services in Calgary, Airdrie, Chestermere, Cochrane and Okotoks, through KO Realty.
- Full management: screening, rent collection, inspections and the tenancy paperwork, for 8–10% of rent collected.
- Tenant placement only: I find, screen and sign the tenant for 50–75% of one month's rent, once, and you manage from there.
Questions
What happens if a landlord skips the move-in inspection in Alberta?
The landlord loses the right to deduct from the security deposit for damage, regardless of the unit's condition at move-out. The reports must be completed within one week either side of possession changing hands, signed, and a copy given to the tenant immediately.
Does the tenant have to attend the inspection?
They must be given the genuine chance to. The landlord offers two inspection times on two different days, not holidays, between 8 a.m. and 8 p.m. If the tenant takes up neither, the landlord may inspect alone and must sign a statement on the report that the tenant was not present.
Can a landlord deduct for normal wear and tear in Alberta?
No. Deductions may only be taken for what the tenant agreed to in the tenancy agreement, unpaid rent, or damage beyond normal wear and tear. The inspection reports are what establish which side of that line a mark on the wall falls on.
Sources
- Government of Alberta: Inspection reports (Residential Tenancies Act)
- Government of Alberta: Residential Tenancies Act (Alberta), full text
- Government of Alberta: RTA Handbook for Landlords and Tenants
Rules, fees and programs change. Confirm current details with the issuing authority before acting.
Last updated 2026-09-28 · Written by Mohammad Emon, REALTOR® (SRES®) & Licensed Property Manager, KO Realty · RECA licence CON-00133897