RTB-34 – Proof of Service Notice to End Tenancy and Written Demand to Pay Utilities

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

What is an RTB-34 – Proof of Service Notice to End Tenancy and Written Demand to Pay Utilities?

The RTB-34 is a proof-of-service form you complete to confirm how and when you served two specific documents under the Residential Tenancy Act: a Notice to End Tenancy and a Written Demand to Pay Utilities. It records the service method, the date, and basic details about the parties and property. You use it as evidence that the recipient actually received the document, and on what date they are deemed to have received it. The Residential Tenancy Branch (RTB) relies on that information to decide whether a notice is valid and whether the timelines were calculated correctly.

You will typically use this form if you are the person who served a Notice to End Tenancy on a tenant, or if you served a Written Demand to Pay Utilities before issuing a notice for unpaid utilities. Landlords, property managers, and the landlord’s authorized agents are the most common users. Process servers sometimes complete the form if you hired them to deliver a document. Tenants may also use a proof-of-service form if they served their own Notice to End Tenancy on the landlord and need to show proper delivery.

You need this form because service rules in British Columbia are strict. The RTB looks closely at whether a notice was served using an approved method and on what date it took effect. If you cannot prove proper service, your notice can be set aside, your application may be dismissed, or your hearing could be adjourned. The RTB-34 helps you avoid those outcomes by documenting service clearly and consistently.

In practice, you complete the RTB-34 right after you serve the document. For example, if you hand-deliver a 10 Day Notice to End Tenancy for Unpaid Rent to a tenant, you note the date and time you delivered it, the address, and the name of the tenant. If the issue involves unpaid utilities, you first deliver a Written Demand to Pay Utilities that gives the tenant time to pay. You then complete a separate RTB-34 to prove you served that written demand. If the tenant does not pay within the required time and you issue a Notice to End Tenancy for unpaid utilities, you serve that notice and complete another RTB-34 for the notice.

Typical usage scenarios

• A Notice to End Tenancy for non-payment of rent.
• A Notice to End Tenancy for unpaid utilities (after serving a Written Demand to Pay Utilities).
• A longer-term notice due to the landlord’s use of the property or cause.
• A tenant’s own notice to end the tenancy (when a tenant is the one serving the landlord).
• A Written Demand to Pay Utilities outlining what is owed, the billing period, and the deadline to pay.

The form itself is not the notice or the written demand. It is your affidavit-style proof that the underlying document was delivered properly and when it was delivered. You retain it for your records and file it with the RTB if you start or respond to a dispute.

When Would You Use an RTB-34 – Proof of Service Notice to End Tenancy and Written Demand to Pay Utilities?

You use the RTB-34 every time you serve a Notice to End Tenancy or a Written Demand to Pay Utilities and you want to preserve solid proof of service. If you are a landlord or property manager, you complete it as soon as you deliver the document. That way, if the matter goes to dispute resolution, you can file the RTB-34 as evidence without scrambling later to recall details.

Suppose rent is unpaid on the first of the month and not paid the next day. You decide to serve a 10 Day Notice to End Tenancy for Unpaid Rent. You hand-deliver the notice to one of the tenants at the rental unit. Immediately after, you complete an RTB-34 noting the tenant’s name, the address, the method of service (in-person delivery), and the date and time. That record is essential because the notice’s timeline runs from the date the tenant is deemed to have received it, which depends on the service method. If the tenant disputes the notice, you can submit the RTB-34 with your application.

Now consider unpaid utilities. If your tenancy agreement requires the tenant to reimburse you for certain utilities you pay to the provider, and the tenant falls behind, you first serve a Written Demand to Pay Utilities. The demand outlines the amount owing, the utility period, and the deadline to pay. You complete an RTB-34 to prove delivery of that written demand. If the tenant does not pay within the required time, you may serve a 10 Day Notice to End Tenancy for unpaid utilities and complete a second RTB-34 for the notice. The two proofs work together: one shows you followed the preliminary step (the written demand) and the other shows you served the notice correctly.

Tenants use a proof of service when they deliver their own Notice to End Tenancy to the landlord. For example, a tenant ending a month-to-month tenancy serves the landlord at the address for service listed in the tenancy agreement. The tenant completes the RTB-34 to confirm the date and method of service. If a dispute arises about proper notice or timing, the tenant can rely on the form at a hearing.

Business owners who rent commercial space governed by the Residential Tenancy Act (for example, where the Act applies to residential portions) may also need to serve notices and complete the RTB-34. Most commonly, though, you will use it in residential tenancies: apartments, basement suites, houses, and similar rentals.

In short, you use the RTB-34 whenever the timing of a notice or written demand matters, and you need an authoritative record that the recipient received it in a way the law recognizes.

Legal Characteristics of the RTB-34 – Proof of Service Notice to End Tenancy and Written Demand to Pay Utilities

The RTB-34 is an evidentiary document. It is not a contract, and it does not, by itself, create or end rights. Instead, it is a signed declaration confirming the facts of service. The RTB accepts it as persuasive evidence that a notice or written demand was served on a particular date in a particular way. Because the Residential Tenancy Act and regulations set strict service rules, this proof becomes critical to enforce a Notice to End Tenancy or to show that you took a required preliminary step, such as serving a Written Demand to Pay Utilities.

Its enforceability comes from two places. First, the Act recognizes specific service methods for delivering notices and documents. If you use an approved method, the law sets a “deemed received” date that affects when a notice takes effect and when deadlines start running. Second, the RTB-34 captures the necessary details to apply those rules: who was served, how they were served, where, and when. When you sign the form, you are certifying those facts. If you give false information, you risk losing your case and facing potential consequences for misrepresentation. If your information is complete and consistent with the notice, the RTB can rely on it to assess timelines and compliance.

Several legal considerations apply:

• The service method must be one that the Act allows. Common methods include personal delivery to the person, leaving the document with an adult at the residence, leaving it in a mailbox or mail slot at the address, delivering by mail, or sending by fax. Email or other electronic service is acceptable only if you and the other party have agreed in writing to receive documents that way. Methods like text message, verbal notice, or leaving a document in a common area are not acceptable.

• The “deemed received” date depends on the service method. Personal delivery is considered received on the day of delivery. Mail adds extra days before the recipient is deemed to have received the document. Other methods may also add time. This matters because a notice is only effective from the deemed receipt date, not necessarily the day you sent it.

• For unpaid utilities, a Written Demand to Pay Utilities is a prerequisite to issuing a 10 Day Notice for unpaid utilities when the tenant owes utility charges to the landlord. Your demand must set out the amount owing, the period covered, and a clear deadline to pay. You must prove service of that written demand before you can rely on a notice for unpaid utilities. The RTB-34 is the vehicle for that proof.

• Every named tenant must be served. If there are multiple tenants on the agreement, serve each tenant or use a method that lawfully delivers the document to the household. If the tenancy is between a company and a landlord, serve the legal entity at its address for service.

• The RTB expects internal consistency: names, addresses, dates, and service methods on the RTB-34 must match the notice or written demand you served. Inconsistencies can undermine your case.

• Timing rules are strict. A small mistake in counting days—especially when you use mail—can invalidate a notice. When in doubt, add buffer days beyond the minimum.

The bottom line: the RTB-34 is legally significant because it proves you followed the required service steps. Without it, you may not be able to enforce your notice or rely on your written demand.

How to Fill Out an RTB-34 – Proof of Service Notice to End Tenancy and Written Demand to Pay Utilities

Follow these steps immediately after you serve the document. Complete one RTB-34 for each document you serve if you served both a Written Demand to Pay Utilities and a Notice to End Tenancy; complete two separate forms.

1) Identify the document you served and why you are serving it.

State whether the document was a Notice to End Tenancy or a Written Demand to Pay Utilities. If it were a notice, name the type (for example, 10 Day Notice for Unpaid Rent). If it were a Written Demand to Pay Utilities, reference the amount owing and the utility period covered. This helps align the proof with the correct document in your file and at the RTB.

2) Enter the rental unit address exactly as it appears on the tenancy agreement.

Write the full civic address of the rental unit, including unit number, street, city, and postal code. If you served the landlord (for example, a tenant serving a notice), use the landlord’s address for service as set out in the tenancy agreement or as most recently updated in writing.

3) List all recipients correctly.

Write the full legal name of each recipient. If there are multiple tenants on the agreement, list every tenant you served. If the recipient is a corporate landlord, use the legal entity name. Accuracy matters; the names on the RTB-34 should match the names on the notice or written demand.

4) Record the date and time of service.

Enter the calendar date and the local time when you served the document. Use the actual time, not an estimate. If you mailed the document, use the mailing date from the post office receipt. If you faxed the document, use the transmission date from the fax confirmation.

5) Select the approved service method you used and provide details.

Choose only methods recognized under the Residential Tenancy Act.

Common options include:

• Personal delivery to the recipient at the residence or another location. If you delivered it to the tenant or landlord directly, note “personal delivery.”

• Leaving with an adult at the address. If the recipient was not available, you may leave the document with an adult who appears to reside at the rental unit address. Record that you left it with an adult at the address.

• Leaving in a mailbox or mail slot at the address. If you placed the document in a mail slot or mailbox for the unit, record that method and whether it was a private box or slot serving the specific unit.

• Mail. If you sent it by mail (regular or registered), record “mailed” and keep the proof of mailing. Attach the receipt or tracking page to your records. Remember that mailing adds days to the deemed receipt date.

• Fax. If you faxed the document to the recipient’s fax number, record “fax” and keep the fax confirmation page showing a successful transmission.

• Email or electronic delivery only if both sides agree in writing to that method. If the tenancy agreement or a signed consent allows email service, record “email” and keep a copy of the sent email showing date and time, recipient’s address, and attachments. If you do not have written consent to email service, do not use this method.

Avoid unapproved methods like text message, verbal delivery, or leaving the document in common areas. If you are unsure whether a method is allowed, use personal delivery, mail, or fax.

6) Note the deemed received date for your internal timeline.

The RTB-34 may not require you to state the deemed receipt date, but you should calculate it and add it to your file. Personal delivery counts the same day. Mail adds extra days before the document is considered received. Other methods may also add time before deemed receipt. You will need the deemed receipt date to calculate deadlines, such as the end of a notice period or the last day to pay utilities under a written demand. When working with mail or non-personal methods, add a safety buffer to avoid cutting timelines too close.

7) If the document was a Written Demand to Pay Utilities, itemize the essentials on or with the RTB-34.

While the RTB-34 is about service, you should cross-reference the demand’s key details in your records:

• The total amount owed and the billing period.
• The due date by which the tenant must pay.
• How payment must be made (method and where to pay).
• Any supporting documents (utility bills, calculations).

Keep a copy of the written demand and attachments, and staple or digitally link your RTB-34 proof of service to that package. If the tenant does not pay and you later issue a Notice to End Tenancy for unpaid utilities, you will need to show that you served the written demand properly and gave the required time to pay.

8) Identify the server and its authority.

Enter the full name of the person who served the document. If you are the landlord or tenant, write your name. If an agent, property manager, or process server delivered the document, they should complete and sign the RTB-34. Include a brief description of your role, such as “property manager authorized by landlord” or “tenant.”

9) Sign and date the declaration.

Read the declaration carefully and sign where indicated. By signing, you declare that the information is true. Use ink for paper forms or an approved digital signature if completing electronically. Date the signature. If someone else served the document for you, they must be the one to sign.

10) Attach supporting proof and organize your file.

For mail, attach the proof of mailing or tracking page. For fax, attach the transmission confirmation. For email (if allowed), save the sent email with timestamp and attachments. For personal delivery, add a short note describing the interaction, especially if you delivered to an adult at the residence rather than the named recipient. Keep a copy of the notice or written demand that was served. File everything together: the notice or demand, the RTB-34, and supporting proof.

11) Serve each recipient and complete additional forms if needed.

If there are multiple tenants, serve each one. If you use a service method that reaches the household (like leaving in a mailbox or mail slot for the unit), that can be sufficient for all tenants at that address, but best practice is to serve each named tenant or complete a separate RTB-34 listing each named recipient. When serving a landlord, use the address and method specified in the tenancy agreement. If the landlord is a company, serve the company at its address for service.

12) Check timelines and take next steps.

Use the deemed receipt date to calculate the end of the notice period or the payment deadline. For unpaid utilities, do not issue a Notice to End Tenancy until after the written demand’s payment window expires without payment. If you plan to apply to the RTB, include the RTB-34 with your application and bring it to the hearing.

Practical examples help tie this together. Imagine you placed a Written Demand to Pay Utilities in the tenant’s mail slot at 2:00 p.m. on March 3. On your RTB-34, you record the date and time, the address, and the method “left in mail slot.” You note in your file when the demand is deemed received and set the payment deadline accordingly. When payment does not arrive, you serve a 10 Day Notice for unpaid utilities by personal delivery on March 20 at 5:15 p.m. You complete a second RTB-34 for that notice. If the tenant applies to dispute the notice, you submit both RTB-34s at the hearing to prove compliance with the service rules and the prerequisite written demand.

Avoid common mistakes. Do not use a service method that the Act does not allow. Do not assume the day you mail a notice is the day the notice takes effect. Do not forget to serve every tenant named on the agreement. Do not backdate or estimate times. Keep your records neat, legible, and consistent. Those small discipline points often decide whether a notice stands or falls at the RTB.

Finally, remember what the RTB-34 is and is not. It is not the notice itself, and it is not the written demand. It is your proof that those documents were delivered properly and when they were delivered. Fill it out carefully, keep it with your records, and include it with any RTB application or hearing package. That simple habit protects your position and helps the decision-maker apply the timelines correctly.

Legal Terms You Might Encounter

• Proof of Service refers to your signed statement confirming how and when you delivered a Notice to End Tenancy or a Written Demand to Pay Utilities. On this form, you record the date, method, and details of delivery so you can show that the tenant received the document in line with the rules.
• Service means the act of delivering a document to the other party in a way the rules permit. The form captures the exact service method you used—such as in-person delivery, leaving it in a mailbox, or sending it by mail—so you can demonstrate proper notice.
• Deemed Receipt (or Deemed Service) is the date the law treats the document as received, based on the method of delivery. You input the actual service date on the form, and you use the deemed receipt to calculate deadlines for paying utilities, disputing, or the effective date of ending a tenancy.
• Personal Service means handing the document directly to the tenant or landlord. If you do this, the form asks for the date, time, and location, and often the name or description of the person you served. If the person refuses to take it, you can still note the attempt and what happened.
• Substitute or Alternative Service refers to leaving documents in a way that is allowed when you cannot hand them directly to the person. Common examples include leaving them in a mailbox or sliding them under a door. The form asks you to identify exactly how and where you left the documents, and to record details that help verify it was the correct address and unit.
• Agent means someone authorized to act for the landlord or tenant, including serving documents. If an agent serves the documents, the agent completes and signs the Proof of Service. The form will ask for the agent’s name and contact details.
• Notice to End Tenancy is a formal notice that ends a tenancy on a specified date for a particular reason. The Proof of Service form logs how you served that notice. Accurate service details help confirm the notice is valid and enforceable.
• Written Demand to Pay Utilities is a written request that the tenant pay the unpaid utilities they are responsible for under the tenancy agreement. If you serve this demand, you record service details on the form, and you keep copies of related bills, meter readings, or calculations as evidence.
• Effective Date is the date the tenancy is set to end, or the date by which payment is due, depending on the document served. You do not set the effective date on the Proof of Service, but your service date affects whether the effective date meets the required notice period.
• Declaration refers to your signed statement on the form confirming that the service details are true. This is not casual; it is a formal declaration. If the information is inaccurate, you risk the notice being set aside or a claim being dismissed.
• Business Day vs. Calendar Day matters for counting deadlines. Some timelines exclude weekends and holidays; others count every day. You record the date of service on the form, then use the appropriate counting method to determine the recipient’s deadline to act.
• Evidence is any proof supporting your service method—like a mail receipt, tracking page, a photo of a document posted on a door, or a delivery confirmation. The form itself is evidence, but attaching supporting documentation strengthens your position if anyone challenges the service.

FAQs

Do you need one Proof of Service form for each tenant?

Yes. If more than one tenant is named on the tenancy agreement, you should serve each person individually and complete a separate Proof of Service for each. This avoids confusion and ensures each tenant’s deadlines are clear.

Do you need to file the Proof of Service right away?

Keep it with your records. If there is a dispute or a hearing, you will submit it as evidence. Some processes require filing it with your application. Others require serving it on the other party with your evidence. Follow the instructions for your specific process and keep copies.

Can you serve the notice by email or text?

Only if electronic service is allowed and the other party has agreed to receive documents that way. If you use electronic service, keep a clear record of the agreement, the exact email address or number used, and the time and date sent. If you are unsure, use a method clearly allowed by the rules or your tenancy agreement.

What if the tenant refuses to take the document?

You still record what happened. Describe the attempt in detail—date, time, place, and the tenant’s response. Then complete service using another permitted method, such as leaving it at the unit or sending it by mail. Update the Proof of Service to reflect the method you ultimately used.

How do you calculate deadlines after service?

Deadlines are based on when the document is deemed received. Deemed receipt depends on the service method. For example, in-person delivery is often deemed to be received sooner than regular mail. After you note the service date on the form, apply the method-specific deemed receipt rule to calculate when payments or disputes are due. If timing is critical, allow extra cushion.

Should you attach evidence to the Proof of Service?

Attach what you have. Mail receipts, tracking pages, courier confirmations, photos of posted documents, door labels, and unit numbers all help. Keep originals where possible. If you served in person, a brief service note with details and, if feasible, a witness statement strengthens your proof.

What if the mail is returned or the courier cannot deliver?

Keep the unopened envelope and the carrier’s documentation. Do not ignore a return. Consider re-serving using a method you can verify, then complete a new Proof of Service with the new method and date. Note the first attempt in your file for completeness.

Can you fix an error on the Proof of Service?

If the error is minor and caught immediately, neatly correct it and initial the change. Do not alter dates or facts after the fact. If the error affects the substance—like the wrong address, person, or date—complete a new Proof of Service and re-serve the notice if needed. Keep both versions in your file and be prepared to explain the correction.

Checklist: Before, During, and After the RTB-34

Before signing

• Confirm that the names of all tenants and the landlord match the tenancy agreement.
• Verify the full civic address and unit number of the rental unit.
• Identify which document you are serving: Notice to End Tenancy or Written Demand to Pay Utilities.
• Check that your chosen service method is permitted by the rules or the tenancy agreement.
• Review timelines tied to your notice (effective date, payment due date, dispute window) so you can confirm you are serving in time.

Gather evidence to attach:

• For mail/courier: receipts, tracking numbers, and delivery confirmations.
• For posting: dated photos showing the door, unit number, and posted notice.
• For in-person: notes on date, time, location, and who accepted service.
• If you are an agent, confirm you are authorized in writing and have your contact details ready.
• Prepare one Proof of Service for each recipient you serve.
• For utility demands, collect supporting documents: bills, statements, meter readings, and any allocation calculations.

During signing

• Fill in the correct legal names of the parties and the full rental address.
• Identify the document served and its date (notice or demand).

Record the service method with specifics:

• In person: date, time, and where the service happened.
• Mail/courier: date sent, service address, and carrier details.
• Posting: date, time, exact location (door/mail slot), and unit label.
• Electronic (if allowed): email/number used, date, time, and proof of consent.
• Enter the name and contact details of the person who served the document.
• Sign and date the declaration. Print your name clearly.
• Initial any small corrections. Avoid whiteout that obscures text.
• Attach your supporting evidence (copies are fine; keep originals safe).
• Review for consistency: the address, unit, names, and dates must match the notice or demand.

After signing

• Keep the original Proof of Service and all attachments in a secure file.
• If a hearing or application is planned, include the Proof of Service in your evidence package and follow any service and filing timelines for that process.
• If required, provide a copy of the Proof of Service to the other party with your evidence.

Calendar key dates:

• Deemed receipt date (based on service method).
• Payment due date for utilities, if applicable.
• Dispute deadline.
• Effective date of ending the tenancy, if applicable.
• Monitor mail or electronic confirmations and download tracking pages before they expire.
• Back up your file digitally: scan the signed form and attachments.
• If service is challenged, be ready to provide the form and supporting evidence promptly.

Common Mistakes to Avoid

• Using the wrong address or unit number. A small address error can void service. Don’t forget to confirm the exact unit and civic address before you serve. Consequence: your notice may be invalid, and timelines restart.
• Serving only one tenant when multiple are on the lease. Each tenant must be served. Don’t forget to prepare and complete a separate Proof of Service for each person. Consequence: a tenant who was not served may dispute, delay, or defeat your claim.
• Relying on a service method that isn’t allowed. Not all methods are permitted in every situation. Don’t forget to choose a method that the rules or tenancy agreement allow. Consequence: service may be set aside, and your notice may be unenforceable.
• Miscounting deadlines from the wrong date. Deadlines usually run from deemed receipt, not the day you prepared the notice. Don’t forget to calculate based on the method-specific deemed receipt and allow buffer time. Consequence: you may set an invalid effective date or miss a filing window.
• Leaving out key details or not signing the declaration. An incomplete or unsigned Proof of Service is weak evidence. Don’t forget to fill in the method, date, time, location, and your signature. Consequence: your application or hearing may be dismissed or adjourned.
• Failing to keep evidence. Without receipts, tracking, or photos, you have little to prove service. Don’t forget to attach and retain backup documentation. Consequence: the other party may successfully challenge the service.
• Altering dates after the fact. Changing the service date undermines credibility. Don’t forget: if you discover a material error, redo the form and re-serve if needed. Consequence: the decision-maker may reject your evidence or impose costs.

What to Do After Filling Out the Form

Verify your service package:

• Ensure the Proof of Service matches the notice or utility demand you delivered.
• Confirm the service method and date align with the timelines you need.
• Check that attachments (receipts, photos, tracking) are included.

Organize your evidence:

• Place the signed Proof of Service on top of your service evidence.
• Label each attachment with the recipient’s name and the service date.
• Save digital copies (PDFs, image files, tracking pages) with clear filenames.

Decide on next procedural steps:

• If the tenant pays the utility amount by the deadline, record the payment and close the file.
• If the tenant does not comply, prepare your application or response as required. Include the Proof of Service and all supporting documents.
• If you served a Notice to End Tenancy, track the effective date and be ready to proceed if the tenant does not vacate or disputes.

Handle amendments and corrections:

• If you discover a material error, complete a new Proof of Service that reflects a fresh, valid service event.
• Re-serve the underlying notice or utility demand if the original service is compromised.
• Note the reason for re-service in your file and keep both versions for transparency.

Distribute as required:

• Keep the original Proof of Service in your records.
• Provide copies of your application or evidence package when needed.
• If the other party requests a copy, provide it promptly.

Calendar and monitor:

• Record the dispute deadline, payment due date, and any hearing date.
• Set reminders a few days before each deadline to check status or take next steps.
• Before a hearing, re-verify that your Proof of Service and attachments are legible, complete, and consistent.

Prepare for challenges:

• Be ready to explain exactly how the service occurred, step-by-step.
• Bring originals of receipts and any device-stamped photos if possible.
• If service was by posting, be prepared to identify the unit door and show the photo’s date and context.

Close out properly:

• After resolution, note the outcome and store the file securely.
• Retain records for an appropriate period in case of future disputes.