The Solar Paperwork and Tax Records Checklist

What paperwork do I need before installation?

Start with the written quote and the draft contract. Check the equipment named, the system size, the scope of work, the payment schedule and who obtains permits. Ask for the installer's insurance and any required licence details, and confirm in writing which programmes the price assumes. Our installer checklist and quote comparison guide help here.

Before signing, take a photograph of the roof and the electrical panel, and note the roof's age. Those pictures matter later if a dispute about damage arises.

Permits, inspections and utility connection

Most installations need a building or electrical permit, a final inspection and an approval from the local utility to connect and export power. The requirements differ by municipality and province. For Alberta, see the permits guide and the rules about who can generate and export in the micro-generation regulation guide. Keep the permit number, inspection sign-off and the utility's permission to operate. Do not switch the system on before that permission arrives, even if the installer says it is minor.

Warranties, manuals and insurance

Gather the equipment warranty documents, the installer's workmanship warranty, serial numbers, manuals and the commissioning report. Note the warranty start dates, which may differ from the installation date, and any condition about transfer to a new owner. The warranty guide explains the typical split between product and performance cover. Send your insurer notice and keep the reply, following the home insurance guide.

Receipts and tax records

Keep invoices, proof of payment, any statement of GST or HST charged, and every programme approval and payment letter. If a federal or provincial programme paid a rebate, keep its paperwork, because the rebate may affect how a cost is treated for tax. Business owners will also need the date the equipment became ready to use, the cost and the class used for depreciation, as described in the capital cost allowance guide. The overview of deductions is in the tax deduction guide, and the sales tax side is in the GST and HST guide.

• Contract and change orders
• Invoices and payment proof
• Rebate or grant approval and payment letters
• Utility bills before and after

Records to keep after the first year

Save monthly production figures and utility statements. If you receive bill credits or payments, keep those statements for the tax office's possible questions, see the income tax guide for roof rentals and grid sales. A yearly check of performance against the estimate uncovers faults early, as the monitoring guide describes. Tax records are generally kept for several years after filing, so confirm the current period with the Canada Revenue Agency.

Good records were a habit at the community project too. Its published results, collected on the DLSC performance page, only exist because measurements were logged year after year.

How to organise it so you can find things

A single folder with five labelled sections is enough: before install, approvals, equipment and warranties, money, and operation. Scan paper documents the same week you receive them and store a second copy somewhere other than the house. Name files with the date first, so they sort in order. Add a one-page index at the front listing what each file is and where the original sits.

Put the installer's name, phone number and your contract number on that index page too. In a winter fault or a roof leak, you will not want to hunt for them. When the house is sold, hand the folder to the buyer, as the selling guide suggests.

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