Protect Your Deposit: Document Rental Damage Before Unpacking

Before putting furniture and boxes in the new rental, the tenant is liable to document the damages that are already present in the apartment with scratches on the floorboards, stained walls and broken fixtures. Taking photos, noting and contacting the landlord can help in addressing the issues. It could become valuable evidence if the tenant has the burden to prove that the repair was done during his or her tenancy or that the landlord would reimburse a portion of a security deposit upon the move-out.

1. Conducting an Initial Property Inspection

An initial inspection of an apartment should be conducted before the furniture and boxes fill up a unit, thus making it impossible to see some details. A tenant should inspect every room one by one, starting from the front door. He/she should check the walls, ceiling, floor, windows, and fixtures in the room. The existing cracks and scratches on the walls or imperfections on floors should not be overlooked and recorded as these flaws will have to be repaired during the course of a tenancy.

Making this inspection can also allow a tenant to reveal operational defects, for instance, a light switch that does not work or a window that is hard to open. In addition, the water tap, and a stove should be checked for any signs of damage during the initial walk-around. It is also required to look for leaks, water spots, mold, or outlets that do not work. If there are signs of severe defects, a tenant should call the landlord to come and see the issue. If the appliance or fixture is operating safely, a tenant should note down the operational defects to be able to report them later. In this case, a tenant should remember to take pictures of all the flaws that are present or that should be visible.

2. Taking Clear Photographic Evidence

A photograph is a convenient tool that can help in representing the condition of a rental property. The tenant should take pictures of the overall condition of each room and the defects that were found. He or she can capture an image of a kitchen to show the exact condition of the counter and then take another picture to focus on the specific flaws. It is important to take a few pictures from different angles to make the defect apparent. Lighting and image clarity should also be taken into account as a blurry picture may fail to show the issue. The images should be organized in folders with the names of the room and the nature of the defect indicated.

A video walk-through can also aid in the initial inspection. It allows you to see the general condition of an apartment and all of the defects, such as a leaking tap, a faulty door, or faulty light switches. A video inspection complements the still pictures by focusing on the details of a defect. The video file can also be useful if it is needed to prove some issues to the landlord or during a dispute. All the images and videos should be backed up in another device or in the cloud so that they can be retrieved if a tenant loses access to his phone.

3. Recording Damage in Writing

Notes will also be another helpful tool when backing up the tenant's claims and will provide extra information that a picture does not provide. Notes should also be used to write about the condition of the room generally after the initial inspection. The notes should contain the descriptions of the flaws that were noticed. The description should be detailed but should not include any guesses about what could have caused the issue. For instance, it should be noted that there is a 20 cm crack along the wall on the left in the bedroom, near the window rather than saying that the wall is damaged. Making handwritten notes can also allow a tenant to maintain a more formal and organized record of the defects, such as indicating a specific date when it was noticed. However, a tenant should also include the images that were taken of the defect with the note to the landlord to show the issue.

If there are some minor or only cosmetic defects, these should also be indicated separately. This may include peeling wallpaper on the walls, broken handles ​​on a tap or bathtub, a stained carpet, or a broken tile on the kitchen floor. Besides, a tenant should describe the problem if a particular appliance does not work and explain why, in his or her opinion, it does not work. A tenant should not attempt to repair anything before making a claim and getting the landlord’s permission. It is essential that a tenant have a record of his or her notes together with the video and photo evidence to use as proof if necessary.

4. Notifying the Landlord About Existing Damage

After completing the initial inspection and compiling the evidence, a tenant should send the landlord an email about the visible flaws on the property. Email is also a good tool because it sets a specific date and can include attachments, such as the pictures or documents, if the email is responded to. It is best to keep the email summary of the major flaws that were discovered and remind the landlord on which links the evidence can be found or provide all the documents as attachments for the email. A tenant should keep a copy of the email and the reply that a landlord had sent.

A tenant should also ask the landlord to confirm that all the issues have been included in an inspection report for the apartment. A landlord could give out a document or a form regarding the property inspection, which a tenant can review for any missing defects and sign it. If there are any disagreements about the flaws or the list is incomplete, it should be noted in the email again, with the supporting evidence attached. Rental housing and laws can vary across regions, so a tenant should consult the appropriate laws that govern his region in regards to housing and inspections. Those who are trying to view apartments for rent Vancouver should be familiar with the regulations that apply in the British Columbia region, instead of considering those that would apply elsewhere.

5. Keeping Records Throughout the Tenancy

The records created during this inspection should also be kept until the tenancy has expired and any disputes have been resolved. Organizing these items and having them saved in an accessible folder should allow a tenant to keep track of what he has sent to the landlord, what actions he has taken, and when he first noticed the flaw. As a tenant moves out of the apartment, the records can be an important resource to refer to if some of the flaws have been repaired, including the time when the repairs were made and any correspondence.

The records can also help during a final walk-through to observe the apartment's conditions and provide a reference for the property's initial state. Some wear and tear will be inevitable as a tenant moves out, so the exact nature of repair will depend on the condition of the property and its legal requirements. Having the records in order will also help to prevent a tenant from losing his evidence if he loses access to a phone.

6. Conclusion

Making an inventory of flaws on an apartment before unpacking can make a tenant's time investing in the task worthwhile. A tenant can save him or herself from a dispute over the property's condition and the reimbursement of the security deposit upon the end of the agreement term. Making a chronological list of photographs, handwritten notes, and email correspondence will aid in keeping everything organized and will make it easier for a tenant to refer to the items when needed.