Ontario Rental Inspection Checklist: What Landlords Should Check and Document

Ontario Rental Inspection Checklist · Updated for 2026

Featured photo by Luba Ertel on Unsplash.

Regular rental-property inspections can help Ontario landlords identify maintenance problems early, document the condition of a unit and plan repairs. An inspection must still comply with the Residential Tenancies Act (RTA): owning the property does not create an unrestricted right to enter an occupied rental unit.

General information only: This checklist is not a substitute for legal, building-code, fire-code or professional inspection advice.

Before the inspection: confirm lawful entry

Section 27 of the RTA permits a landlord to enter with at least 24 hours’ written notice to conduct a reasonable inspection for the purpose of determining whether the unit is in a good state of repair, fit for habitation and compliant with applicable health, safety, housing and maintenance standards. The notice must state the reason, day and a time between 8 a.m. and 8 p.m.

Review Ontario landlord entry rules before scheduling an inspection.

Exterior and water-entry checks

• Visible roof or flashing concerns where safely observable
• Gutters and drainage
• Foundation or wall moisture
• Window and door seals
• Evidence of water penetration
• Exterior stairs, guards and handrails

Moisture and mould

• Ceiling or wall staining
• Plumbing leaks
• Condensation around windows
• Bathroom ventilation
• Kitchen ventilation where provided
• Musty odours or visible mould

See Mould in Ontario Rentals.

Plumbing

• Leaking faucets and supply lines
• Toilet operation
• Drainage problems
• Water damage below sinks
• Caulking around wet areas
• Visible signs of leakage near water heaters or mechanical equipment

Heating, cooling and ventilation

• Heating equipment appears operational
• Supply and return vents are unobstructed where applicable
• Exhaust fans operate
• Filters and landlord-maintained components are serviced as appropriate
• Tenant reports of temperature or ventilation problems are documented

Smoke and carbon monoxide alarms

Inspect and maintain alarms in accordance with applicable Ontario fire-safety requirements and manufacturer instructions. Record the inspection or testing performed and any replacement required. Do not rely on a generic checklist as a substitute for current Fire Code requirements.

Doors, windows and locks

• Entry doors close and secure properly
• Locks function correctly
• Windows open and close where designed to do so
• Broken glass or damaged frames
• Required guards or safety hardware appear intact

Electrical observations

• Damaged switch or receptacle covers
• Visible damaged wiring
• Tenant-reported electrical problems
• Signs of overheating or scorching
• Landlord-supplied fixtures that require repair

Electrical repairs should be handled by appropriately qualified persons where required.

Pests

• Droppings or pest sightings
• Entry points around pipes, walls or doors
• Tenant reports of bed bugs, cockroaches, rodents or other pests
• Prior treatment areas requiring follow-up

See Bed Bugs and Pests in Ontario Rentals.

Appliances supplied with the tenancy

• Refrigerator and freezer operation
• Stove and oven concerns
• Dishwasher leaks where applicable
• Laundry equipment where supplied
• Visible damage or maintenance issues

Documenting condition versus damage

Record deterioration neutrally. Do not label every defect as tenant damage during the inspection. Responsibility depends on cause and evidence. Compare the current condition with move-in records and maintenance history.

See Tenant Damage vs Normal Wear and Tear.

Inspection documentation checklist

• Date and time
• Reason for inspection
• Copy of entry notice
• People present
• Room-by-room notes
• Dated photographs where appropriate
• Tenant-reported concerns
• Repairs required
• Contractor or trade required
• Target follow-up date
• Date work was completed

After the inspection

1. Prioritize urgent health, safety and water-related issues.
2. Create written work orders.
3. Give lawful notice for any required return visits.
4. Keep invoices and contractor reports.
5. Confirm completion.
6. Reinspect recurring problems where reasonable.

Use our Ontario Landlord Inspection Log and Rental Maintenance Request Log to keep records organized.

Frequently asked questions

Can a landlord inspect every month?

The RTA permits a reasonable inspection for specified purposes; frequency and circumstances matter. Landlords should avoid unnecessary or excessive entries that could interfere with a tenant’s reasonable enjoyment.

Does the tenant have to leave during an inspection?

The RTA does not generally require a tenant to leave simply because a lawful inspection is taking place.

Should landlords photograph the unit?

Photographs can be useful for documenting maintenance and condition, but landlords should keep the inspection focused on legitimate property-management purposes and respect tenant privacy.

Official source

Review sections 20 and 25–27 of the Residential Tenancies Act, 2006 and applicable municipal, building and fire-safety requirements for the property.