RTB-27 – Condition Inspection Report

Jurisdiction: Country: Canada | Province or State: British Columbia

What is an RTB-27 – Condition Inspection Report?

The RTB-27 is a standard inspection report for residential rentals in British Columbia. You use it to document the condition of a rental unit at the start and end of a tenancy. It records the state of rooms, surfaces, fixtures, appliances, and included areas. It also logs meter readings, keys, and any agreed-upon notes. Both you and the other party sign it.

Landlords and tenants typically use this form. Property managers use it on behalf of landlords. A head tenant who sublets to a subtenant should use it as well. It is not for commercial leases. It is meant for residential homes, suites, apartments, and similar units.

You need this form to protect your interests. As a tenant, it helps protect your security deposit. It proves you did not cause pre-existing damage. It lets you note cleaning or repairs the landlord promised. As a landlord, it helps you prove damage beyond normal wear and tear. It shows if cleaning was required at move-out. It supports a claim against a deposit when justified.

You also need this form to comply with tenancy rules. In British Columbia, a move-in inspection and a move-out inspection are standard practice. The RTB-27 is the accepted format for that record. It ensures everyone uses the same checklist and layout. It reduces ambiguity and disputes.

Typical usage scenarios

You walk through the unit together on the possession date. You test lights and appliances. You note scratches, stains, and wear. You mark the condition of the bathroom and kitchen. You take photos. Then you both sign and exchange copies.

Another typical use is at the end of the tenancy. You walk through again on or near the last day. You compare the current condition to the move-in report. You note new damage, if any. You record cleaning issues. You log key returns. You read the meters. You both sign again and exchange copies.

Other scenarios occur, too. A property manager may conduct an inspection when one roommate leaves. The remaining tenants stay. An interim report can help fairly apportion the deposit. A head tenant who sublets a room can use the form with a subtenant. This keeps a clear record between them. Furnished rentals use the form to list furniture and its condition. A landlord who adds a pet to a tenancy may update the record to reflect that change. The core goal remains the same. Clear, shared evidence of the unit’s condition.

When Would You Use an RTB-27 – Condition Inspection Report?

You use it at two key times. First, at move-in. Second, at move-out. These are the moments that matter most for deposits and claims.

At move-in, complete the report as close to key handover as possible. The best time is before you move your belongings in. Boxes and furniture hide defects. Take an hour to go room by room. Test everything that should work. Note what does not. Agree on what needs attention. Document any promises to fix or clean. Sign and exchange copies.

At move-out, complete the report on or near the last day. Ideally, do it after the unit is empty and cleaned. This lets you see the condition clearly. Check each item against the move-in notes. Confirm key counts. Log meter readings. Attach photos of any issues. Record if the tenant agrees or disagrees with the findings. Sign and exchange copies.

Use it when one party cannot attend as well. If you are a landlord and the tenant declines to attend, proceed as the form allows. Offer two reasonable opportunities. Record those offers on the form. Then conduct the inspection with a witness if you can. Take clear photos and videos. Note the tenant’s absence on the form. This preserves your ability to rely on the record.

Use it if the landlord is not available too. If you are a tenant and the landlord fails to participate after reasonable notice, complete your own inspection. Take photos and video. Describe issues in detail. Sign and date it. Send a copy to the landlord promptly. Keep proof of delivery.

It is also helpful in special cases. For furnished units, use the form at the start and end to list items. Note fabric stains and furniture dents. For rentals with parking or a storage locker, include those areas. Note the locker number and condition. For yards and patios, capture damage or wear. Record heavy pet activity or planter stains. Note broken fence boards or dead patches. These details can matter later.

In short, use the report whenever the tenancy begins or ends. Use it if either party does not show up despite offers. Use it for unique inclusions tied to the unit. Treat it as your shared record of fact.

Legal Characteristics of the RTB-27 – Condition Inspection Report

The RTB-27 is a formal record under residential tenancy law in British Columbia. It is not a lease. It does not set rent or rules. It records physical condition and related facts. However, it carries legal weight. It is critical evidence in any dispute over damage or deposits.

It is legally significant because it is created at the required times. The move-in report sets the baseline condition. The move-out report shows the end condition. Combined, they help determine what changed during the tenancy. They also show cleaning standards at both points. If signed by both sides, they show agreement on facts. If one side refuses to sign, the form allows you to note that refusal. That note, along with proof of attendance offers, supports enforceability.

The form’s structure supports fairness. It requires a date and time. It lists the parties. It records who attended. It allows you to document no-shows. It provides spaces for detailed notes. It includes a clear place to agree or disagree. It requires signatures. It invites attachments. These features make the record complete and reliable.

The report underpins deposit rights. If a landlord fails to complete a proper move-in report, they may lose the right to claim damages later. If a tenant refuses to attend a proper move-out inspection, a landlord may still rely on a documented report. The reverse can apply too. If a landlord refuses to attend a move-out after reasonable notice, a tenant’s own report can carry weight. The key is reasonable opportunities, clear documentation, and timely copies.

Electronic records are acceptable if clear and complete. You can complete the form on paper or digitally. Both parties can sign electronically if they agree to do so. Ensure signatures are legible and dated. Ensure every attachment is referenced on the form. Ensure the final copy is readable and secure.

You should store the report and attachments. Keep them for at least two years after the tenancy ends. Many disputes arise months later. You will want the original report, high-resolution photos, videos, and proof of delivery. Keep proof that you offered two inspection times if needed. Keep proof of any cleaning or repair invoices tied to issues on the report.

Privacy matters too. The report contains personal information. It has names, contact details, and unit identifiers. Store it securely. Share it only with the parties or as needed in a dispute process. Avoid adding unrelated personal details. Stick to the unit’s condition and linked facts.

In summary, the RTB-27 is enforceable because it is structured, timely, and signed. It becomes central evidence if there is a disagreement. Complete it carefully. Keep it safe. Treat it as an official record.

How to Fill Out an RTB-27 – Condition Inspection Report

Follow these steps. Bring the form, a pen, and a flashlight. Bring a phone or camera. Bring something small to test outlets. Leave enough time. Do not rush.

Step 1: Identify the inspection type.

• Check “Move-In” for the start of tenancy.
• Check “Move-Out” for the end of tenancy.

If you are doing both on one day for any reason, use separate forms. Keep the records distinct.

Step 2: Enter property and unit information.

• Write the full civic address.
• Include the unit number and building name, if any.
• Note parking stall and storage locker numbers if included.
• Note other included areas, like a garage or yard.

Step 3: List the parties.

• Write the legal name of the landlord or agent.
• Write the legal names of all tenants on the lease.
• Add phone and email for each party.
• If an agent attends, list the agent’s name and role.

Step 4: Record the inspection details.

• Enter the date and time.
• Record who attended.
• If someone refused or did not attend, note it.
• If this is due to a no-show, record the two offered times.
• Keep proof of how you sent those offers.

Step 5: Log keys, fobs, and remotes.

• Count and describe each item.
• Note serial or ID numbers if visible.
• At move-out, record what was returned.
• Note any missing items.

Step 6: Record meter readings.

• List hydro, gas, water, or other meters.
• Record the exact reading and unit (kWh, m³).
• Take clear photos of each meter.

Step 7: Walk the unit room by room.

Use a consistent order. For example, entry, living room, dining, kitchen, bedrooms, bathrooms, hallways, closets, laundry, balcony, storage, and exterior areas.

For each room, check:

• Floors: stains, scratches, cracks, loose boards, chips.
• Walls and ceilings: holes, scuffs, cracks, stains, water marks.
• Doors and frames: alignment, locks, handles, damage.
• Windows: glass, screens, latches, drafts, blinds, curtain rods.
• Electrical: outlets, switches, cover plates, lights, fans.
• Heat and vents: baseboards, registers, thermostats, filters.
• Smoke and CO alarms: test and note beeps and date codes.
• Cleanliness: dust, grime, odours, pet hair.

For kitchens, also check:

• Countertops: burns, cuts, seams.
• Cabinets: hinges, shelves, doors, water damage.
• Sink and faucet: leaks, sprayer, drain flow, caulking.
• Appliances: fridge, freezer, stove, oven, hood, dishwasher, microwave.

Test every appliance. Confirm each function. Note any missing racks, shelves, trays, knobs, or bulbs. Record model and serial numbers if accessible.

For bathrooms, also check:

• Toilet: wobble, tank, flush, leaks, staining.
• Tub and shower: chips, grout, caulking, glass doors, water flow.
• Sink and vanity: chips, leaks, drawers, and mirror condition.
• Fan: noise, suction, timer.

For laundry, check:

• Washer: cycle start, leaks, hoses, drawer.
• Dryer: heat, drum, vent screen, and duct.
• Note lint buildup or vent safety issues.

For exterior or included spaces:

• Balcony or patio: deck boards, railings, stains.
• Yard: fences, gates, lawn condition, pet wear.
• Parking: oil stains, damage to walls or curbs.
• Storage locker: door, lock, any damage.

Write clear notes. Avoid vague terms. Use simple facts. For example: “Two 3 cm holes on the south wall.” Or “Fridge light out; freezer seal worn.” Or “Living room carpet has an iron burn, 5 cm.”

Step 8: Mark the condition.

The form provides fields to rate the condition. Use the provided labels. Common labels include clean, damaged, or needs repair. Pick what matches. Then add specifics in the comment box. If something is worn but functional, say so. If it is unsafe, say that too.

Step 9: Take photos and video.

Capture wide shots and close-ups. Include something for scale, like a coin or tape measure. Turn on timestamp if available. Do not rely on memory. Photograph meter readings and key sets. Photograph serial numbers for appliances where possible.

Step 10: Reference attachments.

List the number of photos and videos. Name them in a simple way. For example, “Kitchen_01_FloorChip.jpg.” Add “Schedule A – Photos” if you have many images. Note “Schedule B – Furniture List” for furnished units. Write “Schedule C – Repair Commitments” for agreed items.

Step 11: Note repair or cleaning commitments.

If you agree on the work to be done, write it down. State what will be done and by when. For example, “Landlord to replace broken blind in Bedroom 2 by May 15.” Or “Tenant to deep clean oven by Friday.” Keep the promises realistic and clear. Remember, the form records the condition. It can also record related commitments.

Step 12: Capture tenant comments.

There is space for the tenant to add notes. Encourage clear, factual comments. If the tenant disagrees with a rating, they should say why. Example: “I disagree that the wall stain is new. It was present at move-in.” Or “Fan is noisy, not broken.”

Step 13: Record agreement or disagreement.

The form includes a place to mark if the tenant agrees. If they agree, check that box. If they disagree, check that box. Either way, the tenant can still sign to confirm attendance. A disagreement box does not void the report. It just preserves each side’s position.

Step 14: Signatures and dates.

Both parties sign and date. Print names clearly. Add the time. If someone will not sign, note the refusal. Note why, if known. If absent, record that you proceeded after offering two times. Your signature still completes the report from your side.

Step 15: Provide copies.

Each party should get a complete copy. If you complete the form on paper, exchange copies at the inspection. If you complete it digitally, send a PDF the same day. Ensure attachments are included. Keep proof of delivery. Email with attachments is fine. Confirm the files open and are clear.

Step 16: Forwarding address at move-out.

Ask the tenant for a forwarding address. Record it on the form if space allows. If not, add it to an attached page and reference it. This address is needed to return the deposit or send a statement. Encourage the tenant to provide it in writing.

Step 17: Follow up promptly.

If the form notes repairs or cleaning, complete them when due. If you intend to claim against a deposit, base your claim on the report. Provide any required statements on time. Attach invoices, receipts, and photos that link to the specific issues. If you resolve everything, confirm that in writing.

Practical tips:

• Use consistent measurements and terms. Measure chips and stains.
• Use the same room names in all documents.
• Avoid subjective words like “ugly” or “nice.” Stick to facts.
• Test alarms and replace batteries if needed. Note the action.
• Ventilate bathrooms and kitchens during inspection to check fans.
• If a fixture is sealed or inaccessible, note “not accessible.”
• Note seasonal limits. For example, snow may block deck inspection. Clarify that you will recheck later.

Handling no-shows:

If you are a landlord and the tenant does not attend after two offers, proceed. Record the two offers, with dates and times. Keep proof of delivery. Complete the inspection with a witness if possible. Take thorough photos and videos. Note the tenant’s absence on the form. Send the report to the tenant promptly.

If you are a tenant and the landlord does not attend after reasonable notice, proceed. Complete your own inspection. Take photos and videos. Send the report to the landlord promptly. Keep proof of delivery. Save all files and emails.

Furnished rentals:

Add a furniture and equipment schedule. List every item by room. Record condition and any existing marks. Photograph upholstery, tabletops, and lamps. Note remotes and chargers. Confirm all items at move-out. Note any missing items.

Shared tenancies and roommate changes:

If one tenant leaves and others stay, an interim inspection helps. Use the form to record the departing tenant’s room and shared areas. This helps fairly allocate the deposit. Make sure all current tenants and the landlord agree to the scope. Keep the move-in and final move-out reports intact as well.

By following these steps, you will complete the RTB-27 properly. You create a fair, reliable record. You reduce risk and protect your rights. You also set clear expectations for care and cleanliness. Most importantly, you make any later disputes easier to resolve.

Legal Terms You Might Encounter

You will see a few recurring terms on the RTB-27 – Condition Inspection Report. “Landlord” means the person or company that rents out the unit. “Tenant” means you, if you rent the unit and sign the tenancy agreement. “Rental unit” refers to the specific space you rent, such as an apartment, basement suite, or house. “Premises” usually means the unit plus any areas you have exclusive use of, such as a garage or storage locker.

“Common areas” are shared spaces you may use, like hallways or laundry rooms. These are usually not part of the condition inspection unless your exclusive use is stated. “Fixtures” are things attached to the unit, such as light fixtures, built-in shelving, or taps. “Appliances” are movable items included with the unit, like the stove, fridge, and dishwasher. When the form lists rooms and features, you will record the condition of fixtures and appliances you received.

“Wear and tear” means the normal deterioration from everyday living. Faded paint, minor scuffs, or loose hinges can be wear and tear. “Damage” is harm beyond normal use, like holes in walls, broken windows, or a ruined countertop. On the RTB-27, you should note both. Use clear words to show if it is wear and tear or damage.

“Security deposit” is money held as security against damage or cleaning costs. You usually pay it at the start. “Pet damage deposit” is a separate amount for pet-related damage if you have a pet. The RTB-27 supports decisions about returning deposits. A complete report makes deposit discussions faster and clearer.

“Move-in inspection” is the walkthrough and report when you first take possession. “Move-out inspection” is the walkthrough and report when you return the unit. The RTB-27 is designed for both. Keep both versions. You will compare them when you move out.

“Deficiency” means something is not right in the unit. A stain, a missing key, or a broken blind can be a deficiency. “Acknowledgment” is the part of the form where you and the other party sign. Your signatures confirm the listed condition on that date.

“Possession date” is when you get the keys and can move in. “Vacate date” is when you return keys and leave the unit. Record both when you complete the RTB-27. “Representative” means someone who attends on behalf of the landlord or tenant. If a representative signs, their name and contact information should be recorded on the form.

FAQs

Do you need to be present for the inspection?

Yes. You should attend both the move-in and move-out inspections. Your presence helps ensure the report is accurate. You can point out issues and agree on the description. If you cannot attend, you can send a written representative. Make sure their authority is clear and they understand your concerns.

Do you have to use the RTB-27 form, or can you use your own?

You should use the RTB-27 because it covers the key areas consistently. It prompts you to review each room, fixture, and appliance. It also includes places for signatures and dates. If another checklist is used, ensure it contains the same details. The RTB-27 format reduces missed items and disputes.

Do you need separate RTB-27 forms for move-in and move-out?

Yes. Complete a new RTB-27 at move-in and another at move-out. Do not write over the move-in version. You will compare them later to see what changed. Keep both with your tenancy records.

Do you have to take photos or video with the RTB-27?

Photos and video are not mandatory but strongly recommended. They support what you write on the form. Take clear, date-stamped images in good light. Capture full rooms and close-ups of issues. Store the files with your RTB-27. Label them by room and date so you can find them later.

Do you record utility meter readings on the RTB-27?

Yes, if meters apply to your unit. There is space to record readings and notes. Photograph the meters with clear readings on move-in and move-out dates. This helps allocate utility charges correctly. Keep the photos with your copy of the form.

Do you sign the RTB-27 if you disagree with something?

Yes, but add written comments before you sign. Use the notes section to state what you disagree with. You can also attach a page that explains your position. Ask the other party to initial the added page. Sign and date once your comments are included. Keep a copy of everything you submit.

Do you get a copy of the RTB-27 after the inspection?

Yes. You should receive a complete copy after each inspection. Review it shortly after you get it. If you notice missing pages or errors, report them right away. Store the copy with your lease and deposit receipts. You will need it when the tenancy ends.

Do you need to list cleaning separately from damage?

Yes. The form allows you to note cleanliness. Cleaning is different from damage. Be specific about what needs cleaning, like ovens, carpets, or bathrooms. Take photos of areas needing deep cleaning. Clear notes help avoid confusion when the unit is returned.

Checklist: Before, During, and After the RTB-27 – Condition Inspection Report

Before signing

• Bring the tenancy agreement and any addendums.
• Gather deposit receipts and any move-in promises in writing.
• Charge your phone or camera for photos and video.
• Print blank RTB-27 forms for move-in and move-out.
• Prepare a flashlight, notepad, and tape measure if needed.
• List known pre-existing issues to confirm on-site.
• If applicable, bring pet details for the pet deposit section.
• Plan access to all rooms, storage, parking, and lockers.
• Arrange to read meters. Bring a step stool if the meters are high.
• Confirm both parties’ contact details to record on the form.

During signing

• Verify the rental unit’s address and unit number on page one.
• Confirm names and contact details for both parties or representatives.
• Record the possession or vacate date and inspection date.
• Walk room by room. Follow the RTB-27 room sequence to avoid gaps.
• Touch fixtures and appliances. Test them while you observe.
• Note cleanliness separately from damage or wear and tear.
• Record all keys, fobs, garage remotes, and mailbox keys issued or returned.
• Write utility meter readings with locations. Photograph each meter.
• Describe issues in plain words. Avoid vague terms like “fine” or “okay.”
• Use the notes section for anything that does not fit the checklist.
• Add extra pages if needed. Number and initial the added pages.
• Take wide and close-up photos. Capture serial numbers if useful.
• Review totals of keys and remotes. Confirm parking and storage identifiers.
• Read the entire report aloud together. Correct any mistakes in writing.
• Initial every correction and added a page.
• Sign and date in the acknowledgment section. Print names clearly.

After signing

• Exchange complete copies of the RTB-27 the same day if possible.
• Store your copy with the tenancy agreement and deposit receipts.
• Label and save photos and videos by date and room.
• Create a short action list of repairs or cleaning agreed at move-in.
• Set deadlines for those actions and confirm in writing.
• If you added pages, ensure both parties have identical sets.
• For move-out, prepare a summary of any proposed charges.
• Attach estimates or invoices for any claimed damage or cleaning.
• Keep records of all communications about the inspection.
• If something was missed, schedule a follow-up review promptly.

Common Mistakes to Avoid

Skipping the walkthrough or sending only one person

If you miss the joint inspection, you lose a chance to agree on facts. That can lead to deposit disputes. Don’t skip it. If you cannot meet, appoint a trusted representative with written authority.

Using vague descriptions

Words like “good” or “fine” do not help in a dispute. Vague notes can weaken your position. Be precise. Write “two nail holes above bedroom window” or “burn mark on left front burner.”

Forgetting to record keys, fobs, and remotes

Unlisted keys and remotes cause confusion at move-out. You may be charged for replacements, or you may struggle to show what you returned. Don’t forget to count and record them.

Not taking photos or video

Without images, you rely on memory and brief notes. That creates risk if facts are contested. Take clear, dated photos for every room, plus close-ups of all issues.

Leaving blanks or unsigned sections

Blank lines or missing signatures can call the report’s validity into question. Missing dates can cause timeline disputes. Complete every field that applies. Draw a line through sections that do not apply and initial it.

What to Do After Filling Out the Form

Distribute copies promptly

• Give the other party a full, legible copy the day you sign, or as soon as possible.
• Confirm receipt in writing, even by a short email or text.

Organize your records

• File the RTB-27 with the tenancy agreement and deposit receipts.
• Store photos, videos, and any added pages together in one folder.
• Name files with the date and room (for example, “2025-03-01_kitchen_sink”).

Address agreed items

• For move-in, list repairs or cleaning tasks and target dates.
• Share the list and confirm who will do what.
• Document completion with photos and brief notes.

Plan amendments when needed

• If you both discover an issue soon after move-in, create an addendum.
• Reference the original RTB-27 date. Describe the new item clearly.
• Both parties should sign and date the addendum. Exchange copies.

Prepare for move-out early

• Keep a running list of changes throughout the tenancy.
• Save service records for appliances or fixtures.
• At the end, compare the move-in and move-out RTB-27 reports line by line.

Handle disagreements the right way

• Note disagreements on the form or addendum rather than refusing to sign.
• Keep communications factual and dated.
• Gather estimates and photos if costs are disputed.

Close out the tenancy

• For move-out, collect all keys, fobs, and remotes. Record totals.
• Document meter readings again with photos.
• Provide a clear statement of any proposed charges with supporting documents.
• Ensure both parties have complete copies of the final RTB-27.

Maintain access to records

• Keep all RTB-27s, photos, and communications in an accessible place.
• You may need them for future questions about deposits or repairs.