Ensuring a Smooth Residential Tenant Moving-In and Moving-Out Process
Before we review the tips and steps for a smooth residential tenant moving-in and moving-out process, let’s first cover some key points about landlord and tenant rights, obligations, and tenancy agreements in Ontario.
Compliance with Provincial Laws
Residential landlords renting in Ontario are required to use the Residential Tenancy Agreement (Standard Form of Lease), which must comply with the Residential Tenancies Act, 2006 (RTA). Any lease term that conflicts with the RTA may not be enforceable by the Landlord and Tenant Board (LTB).
The RTA outlines the rights and responsibilities of both landlords and tenants, including rules around rent increases, maintenance obligations, eviction processes, and dispute resolution through the LTB.
Basic Rights and Responsibilities of Landlords and Tenants
Landlords are responsible for ensuring that rental units are in a good state of repair, suitable for habitation, and compliant with applicable health, safety, housing, and maintenance standards. This includes maintaining essential systems such as appliances, furnaces, heating and cooling equipment, plumbing, electrical systems, and smoke detectors where required.
Tenants have a legal obligation to pay rent on time, keep the rental unit in an ordinary and reasonably clean condition, and repair or pay for damage caused by their own conduct or the conduct of their guests. Tenants may also be responsible for ordinary day-to-day consumable items, such as light bulbs, accessible smoke detector batteries, furnace filters, and microwave filters, where applicable.
It can be a good idea for landlords to enter into annual maintenance contracts with reputable companies for appliances, heating, cooling, electrical, and plumbing. This can help ensure smoother operations, quicker repairs, and easier property management.
Landlords and tenants can also review the Landlord and Tenant Board’s Maintenance and Repairs brochure for additional clarification.
Efficient Onboarding for New Tenants, Tenant Moving-In Process
To help ensure a smooth tenancy, landlords should provide tenants with relevant information about city by-laws, condominium by-laws, building rules, and property management procedures. In condo buildings, contacting the property management office is especially important for booking elevators during both the moving-in and moving-out process.
Landlords should also introduce tenants to important features of the home or condo, including:
- the electrical panel and breakers
- how to turn off the main breaker
- how to turn off the main water shut-off valve in case of a leak
- individual water shut-off valves for the kitchen, bathrooms, and washer/dryer area
- basic appliance functions and appliance manuals, if available
- how to replace furnace filters and microwave filters, where applicable
These small steps can contribute to a more positive living experience and may help avoid unnecessary maintenance issues or misunderstandings later.
Landlords should also provide emergency contact information so tenants can communicate quickly in case of urgent issues. By following both legal and practical guidelines, landlords and tenants can help create a respectful and well-maintained living environment.
Documenting the Condition of the Unit Before Move-In
It is a prudent practice for landlords to photograph the condition of the rental unit before the tenant moves in and share those photos with the tenant. These photographs can serve as a documented record and may be helpful if questions arise when the tenant eventually moves out.
As a proactive measure, tenants may also prepare a short checklist within the first 2 to 3 days of moving in, noting any areas that may require attention, and share it with the landlord in writing.
Normal Wear and Tear
When tenants move into older condos or homes, normal wear and tear is generally expected. Landlords should distinguish between ordinary wear and tear and actual tenant-caused damage. Examples of normal wear and tear may include worn carpet, minor floor scratches, light wall marks, small nail holes from ordinary picture hanging, worn cabinetry, or minor aging of fixtures and finishes.
Maintaining a written and photographic record of these items at the beginning of the tenancy is a good housekeeping practice for both landlords and tenants.
Seamless Tenant Moving-Out Process
Importance of Pre-Listing or Pre-Move-Out Inspection
In Ontario, tenants are generally required to provide at least 60 days’ written notice to terminate a tenancy, subject to the Residential Tenancies Act and the terms of the lease. Once notice is received, this is a good time for the landlord to re-inspect the property and begin preparing for the next stage.
This stage is important for three main reasons:
- To help ensure the tenant returns the property in good condition
- To help facilitate a smoother moving-out process for the tenant
- To allow a smoother showing process for prospective new tenants
The landlord should conduct a reasonable inspection of the property, with proper notice where required, to review its condition before the tenant vacates. Minor wear and tear is expected, but any damage caused by the tenant, occupants, or guests should be addressed before moving out.
Landlords generally provide the property to tenants in a clean and move-in ready condition. In return, tenants are expected to return the property in an ordinarily clean condition, reasonable wear and tear excepted.
This is also a good time for the landlord to remind the tenant to book the elevator for moving, if applicable, remove all personal belongings and garbage, and return all keys, fobs, mailbox keys, garage remotes, and access cards to the landlord at the time of final move-out.
While tenants are encouraged to promptly report maintenance issues during the tenancy, it is especially important to notify the landlord of any known concerns before the move-out date, such as leaky faucets, flickering lights, burnt-out light bulbs, appliance issues, clogged drains, or other maintenance concerns.
During the pre-move-out inspection, landlords should also check key areas of the property, including operating taps and flushing toilets to inspect plumbing, checking for leaks, inspecting caulking around kitchens and bathrooms, testing appliances, and identifying any maintenance items that may need attention before the next tenant moves in.
Clear communication can help avoid misunderstandings. While the Ontario Residential Tenancy Agreement requires tenants to maintain the ordinary cleanliness of the rental unit, many landlords also invest in professional deep cleaning before a tenant moves in. As a general expectation, tenants should aim to return the property in a reasonably clean and move-in ready condition, reasonable wear and tear excepted.
Tenant Move-Out Cleaning Checklist
To help facilitate a smoother move-out process, landlords may wish to provide tenants with a cleaning checklist. Depending on the rental property, the checklist may include:
- Clean countertops, backsplash, sinks, and fixtures
- Wipe the inside and outside of cabinets and drawers
- Clean the exterior of major appliances
- Clean the inside of the microwave, refrigerator, dishwasher, and oven
- Move and clean behind the stove and refrigerator, where accessible
- Dust interior surfaces, including blinds, ledges, glass, and baseboards
- Clean showers, bathtubs, sinks, and toilets
- Clean mirrors and bathroom fixtures
- Dust light fixtures and ceiling fans, where applicable
- Wipe light switches and outlet covers
- Wipe doors, door frames, trim, and baseboards, including balcony doors
- Clean intake and air return vents, where accessible
- Sweep and mop hard surface floors and vacuum or professionally clean carpets if heavily soiled
- Empty the dryer lint trap and remove lint build-up where accessible
- Clean balconies, patios, or terraces, where applicable
- Remove all personal belongings, garbage, and unwanted furniture from the property
Many tenants use expandable brackets or wall mounts to secure large televisions, mirrors, or shelving to walls. While small nail holes from ordinary picture hanging are generally considered normal wear and tear, larger holes, wall damage, or unauthorized mounting installations should be repaired by the tenant and restored to a reasonably similar finish before vacating.
Storage Areas and Parking Checklist
- Empty the storage locker or locker cage completely
- Remove all belongings from parking areas
- Check the parking space or driveway for oil leaks or stains and clean where possible
- Return all parking remotes, garage door openers, keys, and access devices
As a landlord or tenant, you can find answers to many common questions about renting in Mississauga and the GTA.
Preparing the Property for the Next Tenant
After the previous tenant has vacated, the landlord or handyman can address any items identified during the pre-move-out inspection and final move-out, if not already resolved by the tenant. This may include replacing burnt-out light bulbs, installing new smoke detector batteries or replacing expired smoke detectors, addressing plumbing concerns, fixing leaky faucets, unclogging drains, repairing minor damage, re-caulking bathrooms or kitchen areas, and performing general touch-ups to prepare the property for the next occupant.
In the case of condominium apartments, certain repairs may fall under the responsibility of the condominium corporation or property management. In such situations, the landlord may need to coordinate directly with building management to ensure any required repairs are completed in a timely manner.
Whether you own a condo apartment, condo townhouse, or detached rental property in Mississauga or the GTA, having a clear tenant moving-in and moving-out process can help reduce misunderstandings, protect your investment, and create a smoother tenancy experience for everyone involved.
Remember, a well-maintained, clean, and properly priced rental property is more likely to attract quality tenants and lease quickly.
If you are a landlord looking to lease your condo, townhouse, or home in Mississauga or the GTA, or a tenant looking to rent, you may find answers to many common questions in our frequently asked landlord and renter questions.
Other Rules About Property Left Behind by Tenants and Collecting Money from a Former Tenant
The Residential Tenancies Act (RTA) contains specific rules regarding the handling of a tenant’s belongings left behind after vacating a rental unit. There are also legal processes available to landlords for recovering money owed by a former tenant, where permitted under the law.
This may include unpaid rent, NSF cheque charges, unpaid utility bills (such as heat, electricity, water or gas where applicable), damages caused beyond normal wear and tear, and reasonable costs arising from a tenant’s conduct that substantially interfered with the landlord’s lawful rights, interests, or reasonable enjoyment of the property.
To help avoid disputes, landlords are encouraged to maintain clear records, photographs, invoices, inspection notes, and written communication throughout the tenancy and at move-out.
A well-organized tenant moving-in and moving-out process benefits both landlords and tenants. Clear expectations, proper communication, documented inspections, and timely maintenance can help reduce disputes and ensure a smoother transition for everyone involved.
