Move-In / Move-Out Inspection Report (Quebec)

A Move-In / Move-Out Inspection Report (Quebec) in Quebec a Quebec property inspection report (état des lieux, also called constat de l'état des lieux) is a document that records the physical condition of a rental dwelling at a specific point in time — typically at the beginning of a lease (move-in) and at the end of a lease (move-out). In Quebec, this type of report is governed primarily by article 1890 of the Code civil du Québec (CCQ) and informed by the regulations and practices of the Tribunal administratif du logement (TAL), the specialized administrative tribunal that handles residential tenancy disputes in Quebec.

Article 1890 CCQ establishes the fundamental obligation: the tenant must return the dwelling at the end of the lease in the same condition as received, with the exception of deterioration resulting from normal use (usure normale) or force majeure. The article also creates an important legal presumption: in the absence of a written inspection report, the tenant is presumed to have received the dwelling in good condition at the start of the lease. This presumption has significant practical consequences. Without a move-in inspection report, a tenant who disputes damage claims at move-out bears the burden of proving that the alleged damage existed before their occupancy — which is very difficult to do without documentary evidence.

A properly completed inspection report serves multiple functions. It documents the pre-existing condition of walls, ceilings, floors, appliances, plumbing fixtures, windows, doors, and all other elements of the dwelling. It records the cleanliness of the dwelling at the inspection date. It notes pre-existing damage, wear, or defects to protect the tenant from being unfairly charged at move-out. It establishes a baseline that can be compared at move-out to determine what damage, if any, occurred during the tenancy and whether such damage constitutes normal wear and tear or tenant-caused damage.

In Quebec, security deposits (dépôts de garantie) are strictly prohibited under article 1904 CCQ. Unlike most other Canadian provinces where landlords can hold a damage deposit, Quebec landlords cannot collect any advance payment exceeding one rental period. This makes a thorough inspection report even more important in Quebec, as it is the primary mechanism for establishing the pre-existing condition of the dwelling and resolving disputes about damage responsibility.

A Quebec move-in and move-out inspection report is needed at two critical moments in every residential tenancy relationship, and it is recommended that both moments be documented as carefully and thoroughly as possible.

At move-in (start of lease): An inspection report should be completed when the landlord hands over the keys to the new tenant, before or on the day the tenant takes possession of the dwelling. Both the landlord (or their authorized representative) and the tenant should be present during the inspection. The report documents the initial condition of every room, all appliances, plumbing fixtures, windows, doors, closets, and any common or accessory spaces included in the lease (parking, storage, balcony). Any pre-existing damage, defects, or areas of concern should be noted in detail. Both parties should sign the report to acknowledge its accuracy.

At move-out (end of lease): A second inspection should be conducted when the tenant vacates the dwelling and returns the keys, ideally with both parties present. This move-out report documents the condition of the dwelling at the time of departure and is compared against the move-in report to determine whether any damage beyond normal wear and tear occurred during the tenancy. CORPIQ (the Quebec landlords' association) recommends conducting a preliminary inspection a few weeks before the end of the lease to give the tenant notice of any concerns and the opportunity to remedy them before the final move-out date.

Why this matters: Because Quebec prohibits security deposits under article 1904 CCQ, landlords cannot hold funds to cover potential damage. If damage occurs and is documented in the move-out report compared to the move-in report, the landlord must apply to the Tribunal administratif du logement (TAL) to seek compensation. A well-documented inspection report — ideally accompanied by dated photographs — is the primary evidence the TAL will consider in such disputes.

For tenants, the move-in inspection report is equally critical. It protects them from being held responsible for damage that existed before they moved in. Without a signed inspection report, a tenant who disputes damage claims at the TAL faces an uphill battle, as the legal presumption under article 1890 CCQ is that the dwelling was received in good condition.

A legally effective Quebec property inspection report should include several key elements to serve as valid evidence before the Tribunal administratif du logement (TAL) and to protect both parties.

**Type and Date of Inspection**: The report must clearly state whether it is a move-in report, a move-out report, or a combined comparative report. The exact date and time of the inspection must be recorded.

**Dwelling Identification**: The full civic address of the dwelling, including the apartment number, the type of dwelling (apartment, house, condo, room), the number of rooms in Quebec format (3 1/2, 4 1/2, etc.), and whether the dwelling is furnished must all be included.

**Parties Identification**: The full names and contact information of the landlord (or their representative) and tenant(s) who participated in the inspection must be documented. Reference to the associated lease dates is also important.

**Room-by-Room Condition Assessment**: The report must systematically cover all rooms and spaces included in the lease. For each room (entrance, hallway, living room, dining room, kitchen, each bedroom, each bathroom), the condition of walls, ceiling, floors, windows, doors, closets, light fixtures, electrical outlets, and heating should be noted. The condition should be rated (good, fair, poor) and specific observations recorded in detail.

**Kitchen Appliances**: The condition of each appliance (stove, refrigerator, dishwasher, range hood, microwave) should be documented individually, as appliances are a frequent source of end-of-lease disputes.

**Additional Spaces**: Any spaces included in the lease beyond the main dwelling (parking, storage room, basement, balcony, garage) should be inspected and documented separately.

**Keys and Access Devices**: The number and type of keys, electronic fobs, and access codes provided to the tenant must be documented to prevent disputes at move-out about missing keys.

**Cleanliness Assessment**: The overall cleanliness of the dwelling should be assessed and rated, as excessive cleaning costs can be charged to tenants who return a dwelling in an unacceptable state of cleanliness.

**Photographs**: While not a required element of the written report, dated photographs of all rooms and any pre-existing damage are strongly recommended. The report should reference whether photographs were taken and attached.

**Both Parties' Signatures**: The report must be signed by both the landlord and tenant to serve as a mutually acknowledged document. Any disagreements should be noted in writing by the dissenting party before signing.

**Bonne Foi Principle (Art. 1375 CCQ)**: The inspection should be conducted in good faith by both parties, who must cooperate in good faith during the inspection process as required by article 1375 CCQ.

Additional compliance elements for a Move-In / Move-Out Inspection Report (Quebec) used in Quebec include: Data Protection — applicable privacy legislation requires a lawful basis for processing personal data; Governing Law — specify Quebec law and jurisdiction; Dispute Resolution — parties may refer disputes to the appropriate tribunal or court.