The Complete Property Inspection Checklist for Ontario Landlords

Regular property inspections are one of the most effective ways to protect your rental investment. They catch maintenance issues before they become expensive emergencies, verify that tenants are caring for the property, and create documentation that protects you if disputes arise later.

Yet many Ontario landlords either skip inspections entirely or do them inconsistently. This guide provides a complete inspection framework you can use whether you manage your property yourself or work with a professional property manager.

When to Inspect Your Rental Property

Ontario’s Residential Tenancies Act allows landlords to enter a rental unit for inspections with 24 hours written notice, between the hours of 8 AM and 8 PM. The notice must specify the date, time window, and reason for entry.

At minimum, plan for these inspection points:

Move-in inspection: Conducted with the tenant present on or before their move-in date. Documents the condition of every room, surface, and fixture. Both parties should sign the inspection report. This is your baseline for comparison when the tenant eventually moves out.

Routine inspections: Every 6 months is standard practice. These catch developing issues like moisture problems, pest activity, HVAC maintenance needs, and lease compliance concerns. Some property managers conduct quarterly inspections for higher-risk properties.

Seasonal inspections: A fall inspection before winter ensures furnaces are functioning, windows seal properly, and exterior drainage is clear. A spring inspection checks for winter damage, assesses roof condition, and identifies landscaping needs.

Move-out inspection: Conducted after the tenant vacates. Compare against the move-in report to identify damage beyond normal wear and tear.

Interior Inspection Checklist

Kitchen

Check all appliances for proper function — open the fridge, run the dishwasher through a cycle, test all stove burners and the oven. Inspect under the sink for leaks, moisture, or mold. Check countertops and cabinets for damage. Test the exhaust fan. Run the garbage disposal if present. Look at the condition of flooring, especially near the dishwasher and sink where water damage often starts.

Bathrooms

Flush every toilet and check for running water after the flush cycle completes. Run all faucets and check for leaks under sinks. Inspect caulking around tubs and showers — deteriorating caulk leads to water damage behind walls. Test the exhaust fan. Check for signs of moisture, mold, or mildew on walls and ceilings. Inspect tile grout condition.

Living Areas and Bedrooms

Check walls and ceilings for cracks, stains, or damage. Test all light switches and electrical outlets. Open and close all windows — check locks and screen condition. Inspect flooring for damage, stains, or excessive wear. Check closet doors and shelving. Look for signs of unauthorized modifications (extra locks, wall-mounted items causing damage, etc.).

Basement

Look for moisture on walls or floors, especially along the foundation. Check the sump pump if present — pour water into the pit to verify it activates. Inspect the furnace filter and note when it was last changed. Check the hot water tank for leaks or corrosion. Verify that the electrical panel is accessible and not obstructed.

Exterior Inspection Checklist

Roof and gutters: Look for missing or damaged shingles visible from ground level. Check gutters for blockages and proper drainage. Verify downspouts direct water away from the foundation.

Foundation: Walk the perimeter and look for cracks, settling, or water staining. Check that grading slopes away from the building — poor grading is the most common cause of basement water issues.

Exterior walls: Check siding, brick, or stucco for cracks, gaps, or deterioration. Look for peeling paint or rotting wood trim, especially around windows.

Driveways and walkways: Note cracks, heaving, or trip hazards. These are both maintenance and liability concerns.

Landscaping: Verify that trees and shrubs are not contacting the building or blocking drainage. Check fence condition if applicable.

Safety Items (Never Skip These)

Regardless of how thorough or brief your inspection is, always check these safety-critical items:

Smoke detectors on every level and outside sleeping areas — test each one. Carbon monoxide detectors where required by Ontario law (near fuel-burning appliances and sleeping areas). Fire extinguisher presence and expiry date. Electrical panel accessibility. Water heater temperature (should be set to 49°C / 120°F to prevent scalding). Handrail stability on all staircases.

Documenting Your Inspections

Every inspection should produce a written report with photographs. Date-stamped photos of each room, any damage or concern, and the overall condition create a record that protects you in disputes. Store inspection reports digitally with backups — they become valuable documents if you ever need to file at the Landlord and Tenant Board.

When Inspections Reveal Problems

If an inspection uncovers maintenance needs, address them promptly. Ontario law requires landlords to maintain rental properties in a good state of repair and comply with health, safety, and maintenance standards. Delaying repairs can result in tenant applications to the LTB for rent abatement or repair orders.

For landlords who want structured inspections without doing them personally, Catana Property Management includes semi-annual inspections in our Standard package and quarterly inspections in our Rent-Guard package. Every inspection produces a documented report with photos and recommended actions, included in your monthly property health snapshot.

Frequently Asked Questions

Can my tenant refuse an inspection?

If you have provided proper 24-hour written notice with a valid reason (inspection is a valid reason), the tenant cannot legally refuse entry. However, if a tenant does refuse, you should not force entry. Document the refusal in writing and seek legal advice if the pattern continues.

How detailed should a move-in inspection be?

As detailed as possible. Photograph every room from multiple angles, document every existing mark, scratch, stain, or defect, and have the tenant sign the report. This protects both parties and eliminates disputes at move-out.

Do I need to inspect between tenants?

Yes. The turnover period is your best opportunity to assess the full property condition without a tenant present. This is when you identify needed repairs, schedule maintenance, and prepare the unit for the next tenancy.

What counts as normal wear and tear versus damage?

Normal wear includes minor scuffs on walls, light carpet wear in high-traffic areas, and fading from sunlight. Damage includes holes in walls, stained or burned carpets, broken fixtures, and missing items. Documentation from move-in and move-out inspections is how you distinguish between the two.