How to Conduct a Compliant Unit Inspection While Tenants Are in Place

Before you start: confirm you have a valid reason to enter

The Residential Tenancies Act generally allows a landlord to enter an occupied rental unit to inspect its condition, but only for a genuine purpose recognized under the Act, and only following the proper notice process. A routine, periodic inspection to check the general state of repair is generally an accepted reason, as is confirming the unit's condition before carrying out planned maintenance or before a renewal. What isn't generally accepted is entry used as a pretext for something else — checking up on a tenant personally, intimidation, or entering so frequently that it starts to interfere with the tenant's reasonable enjoyment of the unit. Reviewing our overview of landlord entry and tenant privacy before scheduling an inspection is generally a useful way to confirm the planned visit fits within what the RTA actually permits.

It also helps to separate a condition inspection, which this guide focuses on, from other kinds of entry that follow different rules — showing the unit to prospective tenants or buyers, carrying out an already-scheduled repair, or responding to an emergency each have their own considerations, even though the same basic 24-hour written notice principle generally underlies most of them. Treating each visit according to its actual purpose, rather than using one blanket "inspection" label for everything, generally keeps the paperwork and the tenant relationship clearer.

Step 1: Choose a time that fits the permitted entry window

Entry for inspection purposes generally needs to occur between 8 a.m. and 8 p.m., and at a time that is otherwise reasonable in the circumstances. Before drafting the notice:

1. Pick a specific date and a specific time, or a narrow time window, rather than a vague range spanning most of the day.
2. Avoid scheduling repeated inspections in quick succession, since frequency itself can become a problem even where each individual visit would otherwise be valid.
3. Consider the tenant's likely schedule where you reasonably can, even though the Act does not generally require the landlord to accommodate a tenant's preferred time for a compliant entry.

If you manage several units and plan to inspect more than one on the same day, it's worth building in enough time between visits that each one can proceed at a reasonable pace, rather than treating inspections as a rushed, back-to-back circuit. A hurried visit is more likely to miss issues worth documenting, and can also come across to tenants as less of a genuine condition check than the notice described.

Step 2: Give proper written notice 24 hours in advance

Notice of entry generally needs to be in writing and given at least 24 hours before the scheduled time, and it generally needs to specify:

1. The specific date of entry.
2. A specific time, or a reasonably narrow time window, between 8 a.m. and 8 p.m.
3. The reason for entry, described specifically enough that the tenant understands the purpose (for example, "routine inspection of the unit's condition").

Written notice generally means something the tenant can read and keep, such as a letter, a notice slipped under the door, or an email or text if that's a method the tenant has used to communicate with the landlord before. A verbal heads-up the day before, without anything in writing, generally does not satisfy this requirement on its own. Keeping a copy of the notice itself, along with a note of how and when it was delivered, is generally worthwhile even though the Act doesn't require you to prove service in advance — if the tenant later disputes receiving notice, having your own dated record on hand avoids the dispute turning into a he-said-she-said situation.

Step 3: Conduct the inspection itself

On the day of the inspection:

1. Arrive at or very close to the time specified in the notice, since entering well outside that window can itself raise a compliance issue.
2. Limit the visit to the stated purpose — a general condition inspection is generally not an opportunity to search through personal belongings or closets unrelated to the purpose given.
3. If the tenant is present, it's generally good practice to briefly explain what you're there to check, even though this isn't strictly required once proper notice has been given.
4. Keep the visit reasonably brief and professional, consistent with the stated purpose.

If the inspection uncovers something clearly urgent — an active leak, exposed wiring, or a safety hazard that needs immediate attention — it's generally reasonable to address that specific issue right away even though it goes slightly beyond the originally stated purpose, since most tenants would expect a genuine safety concern to be dealt with promptly rather than deferred to a separate visit.

Step 4: Document the unit's condition carefully

Whatever the purpose of the inspection, documenting what you observe is generally worthwhile, both for your own maintenance planning and as a record if a dispute arises later:

1. Take dated photos of the general condition of each room, along with any specific issues noticed.
2. Make brief written notes immediately after the visit while details are still fresh.
3. Where you identify a repair need, follow up with the tenant in writing about next steps and a reasonable timeline.

Our guide on properly documenting a unit's condition covers useful documentation habits that apply just as well to an occupied-unit inspection as to a move-in or move-out check.

After the inspection: what to do with what you found

If the inspection reveals a maintenance issue, follow up with the tenant promptly in writing, describing the issue and a reasonable plan and timeline for addressing it — this generally helps avoid the issue developing into a larger dispute or a tenant-initiated T6 application later. If the inspection reveals a potential lease compliance issue unrelated to maintenance, that generally needs to be addressed through its own proper notice process rather than acted on informally during the inspection itself. Keeping the inspection records organized alongside other unit documentation generally makes it easier to show a consistent, good-faith maintenance history if a dispute about the unit's condition ever reaches the LTB.

Common mistakes that cause complaints or disputes

A few recurring problems generally come up with occupied-unit inspections:

1. Giving verbal notice only, without anything in writing.
2. Giving less than 24 hours' notice, or notice without a specific date and time.
3. Scheduling entry outside the permitted 8 a.m. to 8 p.m. window.
4. Conducting inspections too frequently, which can itself amount to interference with the tenant's reasonable enjoyment.
5. Using an inspection as an opportunity to look into matters unrelated to the stated purpose.
6. Failing to document what was observed, leaving no record if a later dispute arises.

Where an inspection reveals a serious issue, or where a tenant disputes the landlord's right to enter at all, consulting a paralegal or lawyer before proceeding further is generally a sound precaution, particularly where the relationship has already become contentious.

Frequently Asked Questions

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Reviewed by Ryan J. Manilla, BA, JD

Legal Reviewer · Landlord Tenant Ontario