Plain-language answer
Photograph everything, room by room, on or before the day you move in — ideally before your belongings arrive. The goal is a complete, dated record of the unit's condition that no one can argue with later: walls, floors, ceilings, windows, doors, appliances inside and out, bathroom fixtures, closets, balconies, and any existing damage, stains, or wear.
Get close-ups of every pre-existing problem — chipped tiles, carpet stains, scratched counters, marks on walls — and wide shots that show where each problem sits in the room. Photograph serial numbers and the condition of appliances, the state of smoke and carbon monoxide detectors, and utility meters if you pay utilities.
Keep the original files, not just copies. Original photos carry embedded date information, and originals are generally more persuasive than edited or re-saved versions. Back them up somewhere that will survive a lost phone.
Why it matters
Condition disputes — over damage, cleanliness, or wear — often come down to whose story is more believable. Dated move-in photos convert your story into a record.
The same photos also protect you during the tenancy: if a maintenance issue develops, your move-in photos establish the baseline it developed from.
Facts that affect the answer
Based on the information available, these are the kinds of facts that commonly change how a situation like this is assessed:
- Whether the photos are dated and clearly show the unit before your occupancy.
- Whether pre-existing damage was also reported to the landlord in writing at the time.
- Whether the photos cover the whole unit or only a few spots.
- Whether you still have the original files with their embedded data.
- Whether a written condition report or inspection was completed with the landlord.
Evidence to preserve
Preserve these now, in their original form
- Original photo and video files from move-in day, backed up in at least two places.
- A written list of pre-existing damage sent to the landlord (email works well), with any reply.
- Any condition report or move-in inspection form, signed if possible.
- Photos of keys, fobs, and anything else you received.
- The same set of photos repeated at move-out, taken after cleaning and before returning keys.
Common mistakes
- Photographing only obvious damage and skipping rooms that look fine — the "fine" rooms are the ones disputes appear in later.
- Never sending the landlord a written note about pre-existing damage, so there is no acknowledgment on record.
- Keeping photos only on one phone with no backup.
- Editing, cropping, or re-saving photos in ways that strip their original date information.
- Forgetting to repeat the process at move-out, which is when the move-in photos do their real work.
Possible official process
There is no required government process for move-in photos — this is self-protective documentation. If a dispute later reaches the Landlord and Tenant Board, photos are commonly submitted as evidence under the Board's filing procedures.
If you find significant pre-existing problems, reporting them in writing at move-in both requests repair and dates your knowledge of the issue.
RTO Pro's Evidence Vault can help you keep originals organized by room and date on your own device.
Tools that help with this
Jurisdiction: Ontario · Last reviewed 2026-07-15 · currently under review. Rules, forms, and deadlines can change — always confirm against the official sources above.
This is legal information, not legal advice. RTO Pro is not a law firm. Deadlines and exceptions may apply to your situation — a qualified legal professional should confirm anything important before you rely on it.