The Guide to Rental Inspections in Calgary

Rental inspections are a critical part of property management, ensuring both landlords and tenants uphold their responsibilities under the Residential Tenancy Act of Alberta. A well-documented inspection process helps protect both parties in case of disputes and ensures a smooth transition between tenancies. In Calgary, inspections must be conducted at move-in, move-out, and midterm intervals to maintain property condition and compliance.

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1. Move-In Inspections - Timeframe & Legal Requirements

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A move-in inspection must be completed before the tenant takes possession of the rental unit or on the day possession is granted. The Residential Tenancy Act of Alberta mandates that this inspection be conducted with the tenant present (or a representative if the tenant cannot attend). Both parties must sign the inspection report. This inspection is crucial in documenting the property’s condition before the tenant moves in, serving as a reference for comparison during the move-out process.

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Key Steps for a Move-In Inspection:

1. Schedule the Inspection: Coordinate with the tenant to conduct the inspection before keys are handed over.

2. Use a Standardized Checklist: Document all areas, including walls, floors, ceilings, appliances, windows, doors, and fixtures.

3. Take Photos & Videos: Capture high-resolution images and videos of each area, including close-ups of any pre-existing damage, to provide clear evidence of the property’s condition.

4. Test Appliances & Utilities: Ensure that all appliances, plumbing, and electrical systems are in working order. Check heating, air conditioning, smoke detectors, and carbon monoxide detectors.

5. Note Any Pre-Existing Damage: Identify and document any scratches, dents, or issues to prevent disputes at move-out. Look for signs of water damage, cracked tiles, and loose door handles.

6. Tenant & Landlord Sign the Report: This agreement ensures both parties acknowledge the property's initial state. Providing a copy to the tenant prevents future disagreements.

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2. Midterm Inspections - Purpose & Best Practices

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Midterm inspections are conducted every 6 months to ensure the tenant is maintaining the property responsibly. These inspections help catch minor issues before they become major repairs and ensure compliance with lease terms (e.g., unauthorized pets or subletting). Regular check-ins also allow landlords to build a positive relationship with tenants while ensuring proper property care.

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Key Steps for a Midterm Inspection:

1. Provide Written Notice: Give the tenant at least 24 hours’ notice before entering the property, as required by Alberta law. Clearly communicate the purpose of the inspection.

2. Check for Lease Violations: Ensure no unauthorized alterations, additional tenants, or excessive damage. Look for signs of smoking if the lease prohibits it.

3. Assess Property Condition: Look for leaks, mold, pest infestations, and maintenance issues. Ensure plumbing and electrical systems are functioning properly.

4. Document with Photos: Take clear pictures of each room to track property condition over time. This provides a comparison point for future inspections.

5. Discuss Concerns with Tenant: Address any maintenance issues or violations immediately. Provide the tenant with an action plan if necessary.

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3. Move-Out Inspections - Timeframe & Legal Requirements

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A move-out inspection must be completed after the tenant has removed all belongings and returned the keys within a week of move out. According to the Residential Tenancy Act of Alberta, this inspection must be conducted with the tenant present, and both parties must sign the final inspection report. Conducting the move-out inspection properly ensures fair handling of the security deposit.

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Key Steps for a Move-Out Inspection:

1. Conduct the Inspection Immediately After Vacancy: This ensures an accurate assessment of any damages caused by the tenant.

2. Use the Original Move-In Report for Comparison: Compare the condition of each area to determine if any deductions from the security deposit are necessary. Look for new stains, holes, or appliance malfunctions.

3. Photograph All Areas Again: Capture images and videos to support claims of damages. Include close-ups of any issues.

4. Check for Unpaid Utility Bills or Cleaning Issues: These may be deducted from the security deposit if outlined in the lease agreement.

5. Sign the Inspection Report: Both parties must acknowledge the findings to finalize the process. Provide the tenant with a copy of the signed report.

6. Return the Security Deposit: If deductions are made, provide an itemized list explaining the reasons. The deposit must be returned within 10 days of the move-out inspection if no deductions are made.

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Why Inspections Are Crucial

• Prevents Disputes: A thorough inspection record protects landlords from false damage claims and ensures tenants are treated fairly.

• Maintains Property Value: Regular checks help identify maintenance issues early, preventing costly repairs.

• Legal Compliance: Following Alberta’s Residential Tenancy Act ensures landlords meet their obligations and avoid legal repercussions.

• Protects the Security Deposit: Clearly documented inspections ensure deductions are justified and legally enforceable.

• Encourages Tenant Accountability: Knowing inspections will take place encourages tenants to maintain the property.

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Best Practices for a Smooth Inspection Process

• Keep Detailed Records: Maintain copies of all inspection reports and correspondence with tenants.

• Use Inspection Software: Digital tools streamline documentation and make it easier to track property condition over time.

• Be Professional & Courteous: A cooperative approach fosters a positive landlord-tenant relationship.

• Address Issues Promptly: Minor maintenance concerns can escalate if left unattended. Regular inspections ensure timely repairs.

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By conducting detailed move-in, midterm, and move-out inspections with proper documentation and photo evidence, landlords in Calgary can ensure their rental properties remain in excellent condition while protecting their investment. A well-executed inspection process leads to fewer disputes, lower repair costs, and a more positive rental experience for both landlords and tenants.