RTB-41-Tenant Proof of Service of Forwarding Address

Jurisdiction: Country: Canada | Province or State: British Columbia

What is an RTB-41 – Tenant Proof of Service of Forwarding Address?

This form records when and how you gave your forwarding address to your former landlord in writing. It is a simple, sworn record of service. You use it to prove you provided your final mailing address after you moved out. That proof matters because your landlord’s deadline to return your deposit starts when they receive your address in writing.

Who typically uses this form?

Tenants who have ended a tenancy and want their security or pet damage deposit back. You complete it when you have already given your forwarding address to your landlord or their agent. It is not the forwarding address itself. It is your evidence that you served it, and when you served it.

You would need this form if your landlord claims they never got your address. You would also need it if they missed the deposit deadline and you plan to make a claim. The form helps you show the date the service occurred. That date triggers the 15‑day timeline for the deposit decision. It also helps you show you met the one‑year rule to provide your forwarding address in writing.

Typical usage scenarios

You moved out and emailed your forwarding address to your property manager. Weeks pass, and no deposit arrives. You use this form with a copy of that email to prove the date you sent the address. Or you hand-delivered a letter with your address to the landlord’s office. You complete this form and attach a photo of the letter and a note about who accepted it. Or you mailed your address by registered mail to the landlord’s address for service. You complete this form with the postal tracking receipt.

Without clear proof, deposit disputes become “you said, they said.” This form cuts through that. It shows the exact method, date, and details of the service. It also brings all your supporting documents into one package you can rely on later.

When Would You Use an RTB-41 – Tenant Proof of Service of Forwarding Address?

You use it right after you deliver your forwarding address. Do it the same day if possible. The goal is to lock in the facts while they are fresh. The form becomes part of your move‑out file, with your condition inspection, photos, and keys checklist.

Use it when the landlord is slow to return your deposit. The law gives landlords 15 days to either return your deposit in full, return part with your written consent, or file a claim. That 15‑day clock starts when they receive your forwarding address in writing. Your completed form shows the date the clock started. If they miss the deadline, your form supports your demand for payment.

Use it when the landlord says they never got your address. This happens when you put the letter under the office door or send it by mail. Your form explains how you served it, where, and to whom. If you used mail or email, include your proof with the form. If you posted it to a door or left it in a mail slot, record the date and time and add photos.

Use it if you need to apply for dispute resolution. Attach the form to your application along with your deposit receipt. It tells the decision‑maker two key facts. First, you delivered your address in writing. Second, the landlord received it on a specific date or is deemed to have received it. That supports an order for the deposit, and any additional amounts allowed.

Use it if your tenancy has multiple tenants. If you were co‑tenants, one of you could serve the forwarding address on behalf of all. Still, you should note every tenant’s name on the form. If each tenant serves the address, each tenant can complete a form. This helps when only one person is in contact with the landlord, or when the deposit needs to be split.

Use it if the landlord is a company or you dealt with a manager. You can serve the company’s business address or the authorized agent named in your tenancy agreement. Record the exact name you used, the address used, and who accepted delivery. That clarity avoids arguments later about whether you served the right party.

Use it if you want to protect your privacy. You can use a safe mailing address, like a P.O. Box or a work address. Provide a place where you can receive a cheque. State the address clearly in the letter you served, and then record it on this form. The form shows you met your duty to provide an address without disclosing your residence.

Legal Characteristics of the RTB-41 – Tenant Proof of Service of Forwarding Address

This form is not an order. It does not force the landlord to pay you by itself. It is a piece of evidence, created by you, that records the service at your address. It is legally important because it supports time‑sensitive rights and duties under provincial tenancy law.

Why is it legally meaningful?

The landlord’s obligations on your deposit activate only after they receive your forwarding address in writing. If they fail to act within the deadline, consequences can follow. The form helps you prove exactly when their obligations started. That is often the central issue in deposit disputes.

What ensures enforceability?

Two things. First, proper service. You must serve your address using a method allowed by the rules. Personal delivery is effective on the day delivered. Other methods have built‑in delivery timelines. For mail, delivery is presumed after a short delay. For posting to a door or sending by email or fax, delivery is also presumed after a short delay. When in doubt, choose a method you can prove, such as personal delivery with a signed note or registered mail with tracking.

Second, reliable evidence. The form should include enough detail to be credible. You should attach your supporting proof. That may include a copy of the letter you served, the envelope, a tracking receipt, a delivery photo, or an email with time stamps. The more objective proof you include, the stronger your position.

There are general legal considerations to keep in mind. You must provide your forwarding address within one year after you move out. If you do not, you may lose the right to get your deposit back. You also must give your address in writing. A phone call is not enough. A text message may work if it includes your mailing address and you can prove it. However, a clear letter, email, or mailed notice is better.

Consider the address for service. Use the address given in the tenancy agreement or the last address the landlord gave you for notices. If they name an agent, you can serve the agent. If you pay rent at a specific office, you can serve that office. If you do not have a current address for the landlord, you can serve the last known address you have and document your efforts.

Be accurate in what you record. The form usually includes a declaration that the information is true. Inaccurate statements can harm your credibility and your claim. If you are not sure of a detail, say so and attach what you do have. Precision helps more than guesswork.

Finally, this form does not replace the need to apply if the landlord refuses to pay. If the deadline passes with no payment or claim, you can take the next step. Your form is one of the key documents you will rely on to get an order.

How to Fill Out an RTB-41 – Tenant Proof of Service of Forwarding Address

Follow these steps. Keep copies of everything you complete and attach.

1) Gather your documents.

• Your tenancy agreement.
• Your deposit receipt.
• The letter or email where you gave your forwarding address.
• Any delivery proof, such as a tracking number or photos.

2) Complete the tenant information.

• Write your full legal name as it appears on the tenancy agreement.
• If there were co‑tenants, list each full name.
• Provide a phone number and email where you can be reached.

3) Identify the rental unit and tenancy.

• Write the full address of the rental unit you vacated.
• Include unit number, street, city, and postal code.
• Add the tenancy start date and the move‑out date.

4) Identify the landlord or agent served.

• Write the full legal name of the landlord, or the company name.
• If you served an agent, write the agent’s full name and company.
• Add the address for the service used. This is the address you sent or delivered to.

5) State your forwarding address.

• Write your mailing address clearly. Include the postal code.
• This can be a P.O. Box, a workplace mailroom, or a trusted third party.
• You can add your preferred payment method, such as e‑transfer, but still include a mailing address.

6) Select the method of service used.

• Check the box for the method you used. Typical methods include:
• Personal delivery to the landlord or agent.
• Leaving in a mail slot or mailbox at the address for service.
• Posting to the door of the address for service.
• Registered or regular mail to the address for service.
• Courier delivery to the address for service.
• Email or fax, if the landlord agreed to receive notices that way.
• If you used more than one method, list each method.

7) Record the service details.

• Write the date you delivered or sent the notice.
• Write the time of day for personal delivery or posting.
• If you delivered in person, name the person who accepted it and the location.
• If you left it in a mail slot or posted it on a door, note exactly where.
• If you mailed it, write the mailing date and the tracking number.
• If you emailed or faxed, write the address or number used and the send time.

8) Explain how delivery is proven.

• Attach the postal receipt and tracking page for mail or courier.
• Attach a printout or screenshot for email or fax, showing date and time.
• Attach photos if you posted to a door or used a mail slot.
• Attach a signed acknowledgment if you received one at delivery.
• List any witness names and contact details if someone saw the delivery.

9) Calculate the deemed receipt date.

• Personal delivery is received the day delivered.
• Mail is generally deemed received several days after mailing.
• Posting to a door or leaving in a mail slot is deemed received after a short delay.
• Email or fax is deemed received after a short delay, and only if agreed upon as a method.
• To be safe, note the latest likely date. You can write, “Deemed received by [date].”
• Use that date to track the 15‑day deposit deadline.

10) Sign and date the declaration.

• Read the declaration carefully.
• Sign and date. Use ink if you are completing on paper.
• If there are co‑tenants, each should sign, or one signs and lists all names.

11) Attach your supporting documents.

• Staple or combine the form with your proof.
• Include only clear, readable copies.
• Keep the originals in a safe place.

12) Store and use the form.

• Keep a copy for your records.
• Send a copy to the landlord only if helpful. You do not have to send it to them.
• Use it if you follow up on the deposit or apply for an order.

Practical tips for the service method you choose:

• Personal delivery. Go during business hours if serving an office. Ask for the recipient’s name and a written note, such as “Received on [date].” If they refuse to sign, record the time and name anyway. A friend can attend as a witness.

• Mail or courier. Use registered mail when possible. Keep the receipt and tracking record. Address the envelope to the landlord’s address for service from your tenancy agreement. If you do not have an address, use the last known address where you paid rent or picked up keys.

• Email. Only use email if the landlord has used email with you for tenancy notices or agreed to it in writing. Include your full forwarding mailing address in the body of the email. Use a clear subject line, like “Forwarding Address for Deposit – [Your Name].” Turn on delivery receipts if available. Save the sent message and headers.

• Mail slot or posting. Take a timestamped photo of the notice going into the slot or on the door. Include the building number and any signage in the photo. Do not trespass or force entry. Record the exact address.

Common mistakes to avoid:

• Serving the wrong person. Serve the landlord named in your agreement or their named agent. If the landlord is a company, serve the company’s office or its authorized manager.

• Omitting the postal code. An incomplete address can cause delays or disputes. Write the full mailing address with postal code.

• Relying on a phone call. Calls do not count. Always give your forwarding address in writing.

• Forgetting the one‑year deadline. You must provide your forwarding address in writing within one year of moving out. If you are close to the deadline, use a provable method like registered mail or personal delivery.

• Mixing up dates. Record the date you sent or delivered the notice. Also record the date you consider it received. Use calendar reminders to follow up on the 15‑day deadline.

Real‑world example:

You moved out on June 30. On July 2, you hand delivered a letter with your forwarding address to the property manager at their office. They refused to sign a receipt. You wrote down their name and the time of delivery. You completed this form the same day and attached a copy of the letter. You noted July 2 as the service date and July 2 as the receipt date. You set a reminder for July 17. On July 18, with no deposit received and no claim filed, you follow up. Your form supports your demand and any application you make.

Another example:

You do not feel safe sharing your new home address. On move‑out day, you emailed your work mailing address to your landlord because the agreement lists email as an accepted method. You completed this form, attached the sent email with time stamps, and wrote the work address clearly. You counted the receipt date after the short email delay. You tracked the 15‑day timeline and followed up with confidence.

Final checks before you file or rely on the form:

• Are the names and addresses complete and consistent with your agreement?
• Does the form state the method and date of service clearly?
• Are your attachments legible and linked to the method used?
• Have you calculated a conservative receipt date?
• Have you kept originals and copies in a safe place?

If you answer yes to these, you are ready. Your RTB‑41 form will support your deposit request and any claim you decide to pursue. It shows you did your part, on time, in writing, and by a valid method. That is often the difference between delay and resolution.

Legal Terms You Might Encounter

Forwarding address means the new address where you want mail or money sent. On this form, it is the address you gave the landlord after you moved. Your deposit refund hinges on the landlord receiving this address in writing.

Service means how you officially deliver a document. For this form, service refers to how you delivered your forwarding address to the landlord. You record the method so you can prove delivery later.

Deemed service is the legal date the law considers a document delivered. It may differ from the actual send date. On this form, you note the date and method so the deemed service date can be calculated under the rules.

Proof of service is the evidence that a document was served. This form is your proof that you provided a written forwarding address. It works best when paired with receipts, screenshots, or delivery records.

Agent for service is a person authorized to accept documents for the landlord. That can be a property manager or representative named in your agreement. If you served the agent, you record that person’s name and details on the form.

Registered mail or tracked delivery is a mail method that provides a tracking number or delivery confirmation. If you used it, attach the receipt or tracking printout. The record supports the service details you list on this form.

Personal service means handing the document to a person. That could be the landlord or an adult at the service address. If you used personal service, you record the name of the person who accepted it, and the date and time.

Security or damage deposit is the money you paid at the start of the tenancy. The landlord must return it or justify deductions. This form helps show when the clock started for the landlord to handle your deposit.

Dispute resolution is the formal process to resolve tenancy disagreements. If the landlord does not return your deposit within the legal timeline, you may apply. This form is key evidence to show the landlord got your address.

Declaration is the statement you sign to confirm the service details are true. When you sign the form, you declare that you served the forwarding address as described. False details can weaken your position in a dispute.

FAQs

Do you have to use this form to get your deposit back?

No. You must provide your forwarding address in writing first. This form is not the address itself. It is your record that you served the address properly. It strengthens your position if a dispute arises.

Do you need the landlord to sign anything?

No. You do not need the landlord’s signature on this form. You sign the declaration yourself. If you served in person, you can note who accepted the document. Keep any delivery receipts or photos as backup.

Do you have to serve every landlord or just the property manager?

Serve the person named in the notices in your agreement. If a property manager is listed as the contact, serve them. If multiple landlords are named, serve each one or their authorized agent. Note each service on the form.

Can you serve the forwarding address by email?

Yes, if email is an agreed method for notices. Check your tenancy agreement or written consent. If you serve by email, save the sent email, timestamp, and any read receipt. Attach those to your form.

What if you do not know the landlord’s mailing address?

Use the address listed in your tenancy agreement. You can also serve the property manager if they act for the landlord. If you only have a service address in the agreement, use that. Record that address on the form.

Do roommates or co-tenants need separate forms?

Each person who paid part of the deposit should protect their claim. You can list shared service details, but complete a separate form for each tenant. Each tenant should sign their own declaration and keep a copy.

How do you count the days for the landlord’s deadline?

Look up the deemed service rules for the method you used. The deadline starts from the deemed service date, not necessarily the send date. Record the method and date clearly so the date can be calculated if needed.

What if you made a mistake on the form?

Complete a new form with the correct information. Label your files so the latest version is clear. Keep both versions and all supporting proof. If you have already filed a dispute, notify the tribunal of the corrected form.

What if the landlord claims they never got your address?

Use your form and attachments to show service. Provide tracking, screenshots, or delivery notes. Point to the deemed service date based on the method you used. This usually resolves credibility issues quickly.

Can you use this form for manufactured home pad tenancies?

Yes. The form records the service of a forwarding address. It applies to residential tenancies, including manufactured home pad arrangements. Follow the same service rules and keep the same supporting proof.

Checklist: Before, During, and After the RTB-41 – Tenant Proof of Service of Forwarding Address

Before signing

• Your full legal name and contact information.
• The tenancy address, including unit number and postal code.
• The landlord’s full legal name from the tenancy agreement.
• The landlord’s service address or the property manager’s address.
• Your forwarding address, written clearly and completely.
• The date you delivered the forwarding address.
• The service method you used (mail, hand delivery, email, etc.).
• Any required consent for email or fax service, if applicable.
• Evidence of delivery:
• Mail or courier receipt with tracking number.
• Email sent copy, timestamp, and read receipt (if any).
• Photos of door posting or mailbox drop (if allowed).
• Name of the person who accepted personal service.
• Names and contact details of any witnesses who saw the service.
• Copies of your move-out inspection report and deposit receipt.
• A calendar to note the deemed service date and follow-up reminders.

During signing

• Confirm all names and addresses match your agreement.
• Check that the tenancy address and forwarding address are complete.
• Select the correct service method used for delivery.
• Enter the actual date and, if relevant, the time you served.
• Identify who accepted the documents, if served in person.
• Describe the attached proof (tracking number or screenshots).
• Sign and date the declaration. Print your name clearly.
• If someone else served for you, they should sign as the server.
• Review legibility. If a line is messy, rewrite it clearly.
• Scan or photograph the completed form and attachments.

After signing

• Keep the original form with your delivery proof.
• File digital copies in a labeled folder.
• Set a reminder for the landlord’s response timeline.
• If you served multiple landlords or agents, label each service set.
• If you change your forwarding address, serve the new address and complete a new form.
• If the landlord returns the deposit, note the date and amount.
• If a dispute arises, attach this form and proof to your application.
• Store records for the full retention period recommended for tenancy documents.

Common Mistakes to Avoid RTB-41 – Tenant Proof of Service of Forwarding Address

Don’t forget to use a permitted service method. Serving by a method not allowed can void delivery. Consequence: your timeline may not start, delaying your deposit.

Don’t leave out the unit number or postal code. An incomplete address can cause misdelivery. Consequence: the landlord may deny receipt, forcing a dispute.

Don’t rely on verbal notice alone. Verbal conversations do not prove written service. Consequence: weak evidence and possible loss of credibility.

Don’t skip the server’s signature and date. An unsigned proof is easy to challenge. Consequence: the form may carry little weight in a dispute.

Don’t mix up dates. The send date and the deemed service date are not always the same. Consequence: you may follow the wrong deadline and miss key timelines.

Don’t ignore attachments. If you say “served by mail,” include the receipt or tracking. Consequence: you lose the strongest part of your proof.

Don’t serve the wrong party. Serving a caretaker without authority may not count. Consequence: the landlord’s timeline never starts, delaying your refund.

What to Do After Filling Out the Form RTB-41 – Tenant Proof of Service of Forwarding Address

Confirm delivery of your forwarding address

• Make sure your forwarding address was delivered using an allowed method.
• Save delivery confirmations, screenshots, or photos.
• Note the deemed service date based on the method you used.

Organize your evidence

• Keep the completed form with:
• Tracking receipts or courier slips.
• Email sent copies and read receipts, if any.
• Photos or witness statements for personal service.
• Label everything with the tenancy address and move-out date.
• Keep copies of your condition inspection and deposit receipt with the file.

Track the statutory timeline

• Set calendar reminders for key dates after deemed service.
• Watch for either a deposit payment or communication from the landlord.
• If you receive a proposal for deductions, respond in writing and keep copies.

If you need to correct or update

• If you spot an error, complete a new form with the correct details.
• Keep both versions, but mark the latest as “Corrected.”
• If your forwarding address changes, serve the new address. Complete a new proof of service.

If there are multiple recipients

• Serve each landlord named in the agreement or their agent.
• Prepare a separate proof set for each recipient.
• Track the service dates separately for each one.

If you must escalate

• If the landlord does not respond within the legal timeline, consider a dispute application.
• Attach this form and all proof to your application package.
• Include bank records showing no deposit refund, if relevant.

Coordinate with co-tenants

• Share copies with roommates who are on the tenancy.
• If you paid a combined deposit, align your evidence and timelines.
• Each co-tenant should keep their own copy of the form and proof.

Store and retain

• Keep the original form and attachments in a secure place.
• Maintain a digital backup in a cloud folder.
• Retain records for the full period in case questions arise later.