RTB-13 – Application for Substituted Service

Jurisdiction: Canada | British Columbia

What is an RTB-13 – Application for Substituted Service?

The RTB-13 is the Residential Tenancy Branch form you use to ask for permission to serve documents in a different way when normal service is not possible. “Substituted service” means you propose an alternate method, such as posting on a door, sending to an email address without prior consent, text message, or delivery to another address, because the other party cannot be reached using the standard service rules.

You use this form within a residential tenancy dispute. It applies to both landlords and tenants. It also applies to their authorized agents, such as property managers, advocates, or lawyers. It covers rental unit tenancies and manufactured home park tenancies.

You typically use the RTB-13 when you need to serve important documents like a Notice to End Tenancy, an Application for Dispute Resolution, a hearing package, or supplementary evidence, but you cannot complete service using the regular methods after making reasonable efforts. The form asks you to explain what you tried, why those attempts failed, and what alternative method you want the RTB to approve instead.

Why would you need this form?

Because valid service is a foundation for a fair hearing. If you cannot prove proper service, your hearing can be delayed, dismissed, or your decision can be set aside later. The RTB-13 provides a structured way to ask an arbitrator to authorize a different, effective service method so your case can move forward.

Typical usage scenario

A landlord cannot locate a tenant who stopped responding and appears to have moved without notice. A tenant needs to serve a corporate landlord whose office is closed, and the mail keeps coming back. A property manager has safety concerns about personal service because of past threats. In each case, the person applies with an RTB-13, shows a log of diligent service attempts, and proposes a specific new method likely to reach the other party, such as posting at the rental address and emailing to the last known address.

When Would You Use an RTB-13 – Application for Substituted Service?

You use this application when the usual service options are not working or are unsafe. Standard options often include in‑person delivery, delivery to an adult at the person’s home, mail, or another method you both agreed to in writing, such as email. If you cannot complete service using those options despite clear, documented efforts, you can apply for substituted service.

As a landlord, you might use it when a tenant avoids you. You went to the unit several times at different hours. You left a calling card. You mailed documents to the rental address, and the mail returned undelivered. Neighbours confirm the tenant left. You found a personal email address and a workplace, but you do not have written consent to use the email. You ask for an order to post the documents to the unit door, mail a copy to the workplace, and send a copy by email.

As a tenant, you might use it when your landlord is hard to reach or has changed offices. You need to serve an Application for Dispute Resolution and evidence. The landlord’s business address is locked. The receptionist refuses to accept documents. Mail to the last known office comes back. You propose service to the landlord’s registered business address, plus email to the address used in prior communications.

If you are a property manager or advocate, you might use it when there is a safety issue. Maybe a previous attempt at service led to threats. You want to avoid personal contact but still reach the person. You request authorization to post the documents at the unit and send copies by email and text, with service deemed complete on a set date.

Other common situations include time pressure before a hearing, difficulty accessing a secure building, a party in a hospital or jail, or a party that moved without updating their address. In each case, you show you tried reasonable methods first. Then you propose a targeted plan that is likely to put the documents in front of the person quickly.

Legal Characteristics of the RTB-13 – Application for Substituted Service

The RTB-13 itself is not an order. It is a formal request for an order. Once an arbitrator approves your application, the resulting order for substituted service is legally binding. It authorizes a specific alternate method and sets conditions, including when service is considered complete. If you follow that order precisely, service is valid. The dispute can proceed as if you served the documents by the usual rules.

Enforceability rests on two things. First, the tribunal’s authority under the applicable tenancy laws and rules to direct how documents are served. Second, your compliance with the exact terms of the order. If the order says to post and email, you must do both. If it sets a date when service is deemed effective, that date controls your timelines. If you deviate from the order, you risk invalid service. That can delay the hearing, cause dismissal, or allow the other party to apply to set aside a decision later.

An arbitrator will look for proof that you acted in good faith and tried ordinary service methods with reasonable effort. You should show a clear record of attempts, at different dates and times, using all practical contact points. You should also show why your proposed method is likely to reach the person. Prior communications from the address or number help. A returned mail piece, delivery refusal, or concierge refusal helps. Anything that shows diligence and reliability will support your request.

Be mindful of scope. Orders for substituted service are usually document‑specific and party‑specific. If you need to serve multiple parties, you need authority for each. If you later need to serve different documents, you may need another order unless the existing order covers them. Follow privacy and safety boundaries. Do not propose methods that expose confidential information to third parties without necessity. Avoid harassment or public shaming. Keep your proposal proportional, targeted, and respectful.

Finally, timing matters. Service must meet filing or hearing deadlines. When you ask for substituted service, also ask for a clear deemed date of service that aligns with your timelines. If the order grants a method that delays deemed service by several days, ensure your hearing still allows enough time for the other side to receive and respond.

How to Fill Out an RTB-13 – Application for Substituted Service

Use this section as a practical checklist. Your goal is to give the arbitrator enough facts to approve a fair and effective alternate method. Keep your answers short, factual, and complete.

1) Identify the file and the parties

• File number. If this relates to an existing dispute or hearing, enter the RTB file number exactly. If you are seeking substituted service for a Notice to End Tenancy before filing a dispute, state that clearly where the form asks about the related proceeding.
• Applicant. Enter your full legal name and role (landlord, tenant, agent, property manager, or advocate). Include your daytime phone and email. If you are an agent, confirm you have the authority to act and be prepared to attach a signed authorization if requested.
• Respondent(s). List each person or entity you need to serve. Use full legal names. For a corporate landlord, include the legal name and any trade name. If there are multiple tenants or landlords, list each separately.

2) Provide tenancy details

• Rental address. Enter the full civic address of the rental unit or the manufactured home site. If the mailing address is different, include both.
• Tenancy type. Identify whether this is a residential rental unit or a manufactured home site. Include the start date of the tenancy if the form asks for it.
• Occupancy status. State if the unit appears occupied, vacant, or unknown. If you believe the tenant moved, say why (e.g., neighbours report a move, keys returned, unit appears empty).

3) Specify the documents you seek to serve

• List each document by name and date. For example: “Notice to End Tenancy dated [date] for [reason],” “Application for Dispute Resolution filed [date],” “Hearing Package,” “Evidence package dated [date].”
• Attach clean copies of all documents you plan to serve. Mark each attachment with a simple label (e.g., “Attachment A – Notice to End Tenancy”).
• If you need the order to cover future evidence updates for the same hearing, say so and explain why (e.g., “I will file additional photos and repair invoices one week before the hearing and need authority to serve them by the same method”).

4) Explain why ordinary service failed

• Describe each attempt to serve using the usual methods. Use a dated log. Include the date, time, location, and result for each attempt. Vary the times (morning, evening, weekend). Example: “June 3, 7:15 p.m., attended unit; no answer; lights off; posted calling card.” “June 5, 6:30 a.m., attended; no answer; neighbour says tenant moved last week.”
• Describe mail attempts. If you sent registered or regular mail, include the date, address, and outcome. If the mail was returned, attach scans of the envelopes showing the return markings.
• Describe electronic attempts if relevant. If you emailed or texted (with prior consent), note dates and any bounce‑backs or delivery failures. If you do not have prior consent for email service, do not treat those as valid service, but do list them as contact attempts.
• Describe access issues. If a concierge denied entry or the building is secured, state the date, the conversation, and any posted policies. If a workplace refused receipt, say who refused and when.
• Describe safety concerns. If direct service poses a real risk, say why in plain terms. Example: “On April 10, during a rent discussion, the tenant threatened me. I do not feel safe attending the unit.”

5) Describe your search efforts

• Last known addresses. List the last known residential and business addresses.
• Contact points. List known phone numbers, email addresses, and social media handles used in past communications.
• Reasonable searches. Summarize any simple checks you made, such as calling known numbers, emailing prior addresses, speaking with co‑tenants, or checking public directories. Keep it lawful and respectful. Do not include invasive or speculative material.
• Result of each search. Be concise: “Voicemail full,” “Email did not bounce,” “Co‑tenant said he moved June 1,” “Directory shows no listing.”

6) Propose a specific substituted service method

• State the exact method you want authorized. Be specific. Examples:
• Post the documents to the main entry door of the rental unit and place a copy in the mailbox.
• Email the documents to [email address] and text the same to [phone number].
• Deliver the documents to the landlord’s registered business address and email a copy to [email address].
• Send by courier to [address] with signature not required, and email a copy.
• Explain why this method will likely reach the person. Link to your evidence. Example: “The tenant has used [email] and [cell number] to communicate about repairs in the last two months.” “Mail to the rental address is delivered, but the tenant does not answer the door. Posting ensures notice.”
• Consider layered methods. Propose two or three complementary methods to increase reliability. For example, posting plus email. The arbitrator is more likely to approve a method that clearly reaches the person.

7) Ask for a clear deemed service date

• Propose when the service should be considered complete. Example: “Deemed served two days after posting and emailing,” or “Deemed served five days after courier delivery.” Choose a reasonable timeline that gives the other party time to respond and fits the hearing schedule.
• Align with your deadlines. Count backwards from hearing and response deadlines. Make sure your proposed deemed date leaves enough time for the other party to receive and prepare.

8) List and attach your supporting evidence

• Attach a service log. Use a simple table or list with dates, times, places, and results.
• Attach copies of returned mail, courier tracking, or delivery refusal notices.
• Attach photos if you propose posting. Include a clear image of the door and unit number. Do not include faces or private interior views.
• Attach screenshots of emails or texts showing prior communications with the addresses you propose to use. Redact sensitive content that is not relevant.
• Attach an authorization letter if you are an agent acting for a party.
• Label each attachment (Attachment A, B, C) and refer to those labels in your explanations.

9) Complete the declaration

• Read the declaration or statement of truth on the form. You confirm your information is accurate to the best of your knowledge.
• Sign and date the form. If you are submitting electronically, follow the signature instructions on the form. If you sign on behalf of a business, include your title.

10) Review for clarity and consistency

• Check names, addresses, dates, and file numbers. They must match your dispute documents.
• Confirm your proposed method and deemed date appear consistently throughout the form.
• Ensure your attachments support each claim you make. If you say mail was returned, include the envelope image. If you say the tenant uses a particular email, include a recent email from that address.

11) After you submit, follow the order precisely

• Watch for the order for substituted service. Read every condition. It will tell you exactly how to serve, how many times, and when service is considered complete.
• Execute the steps exactly as ordered. If the order says to post and email, do both. If it sets a window for completion, meet it.
• Keep proof. Take date‑stamped photos of the posting. Save sent email confirmations and delivery receipts. Prepare a short affidavit or declaration of service if requested.
• Calendar the deemed service date. Use that date to count your next deadlines for evidence or hearing response.

Practical tips to strengthen your application

• • Show diligence. Three to five well‑timed attempts at different hours usually demonstrate effort better than one long visit.
  • Be neutral. Avoid opinions about the other party’s motives. Stick to facts you can prove.
  • Be targeted. Choose a method based on where the person actually communicates. If the tenant uses text daily, include text service.
  • Respect privacy. Propose methods that limit exposure to strangers. Posting on a door is common, but avoid posting in public common areas with personal details.
  • Plan for multiple parties. If you need to serve two tenants, propose a method for each. If they share a unit, explain how posting or email will reach both.
  • Mind the scope. If you want the order to cover both the application and future evidence for the same hearing, ask for that now and explain why.

Common Mistakes to Avoid

• Vague requests. “I want to serve by any method” is not helpful. Be specific.
• No attempts. If you have not tried ordinary service, your request will likely fail. Show your efforts first.
• Missing evidence. If you mention returned mail, include the proof. If you claim safety concerns, state what happened and when.
• Overbroad exposure. Do not propose public social media posts or workplace bulletin boards unless you can justify the necessity and minimal harm.

Examples that work

• Landlord example: “I attempted personal service at 7:30 p.m. on June 2, 10:00 a.m. on June 4, and 6:45 p.m. on June 7. No answer at the door. Mail sent June 1 was returned ‘moved.’ Tenant used [email] on May 28 regarding a repair. I propose posting to the unit door and emailing to [email]. Deemed served two days after both are completed.”
• Tenant example: “I mailed my application to the landlord’s office on May 20. It was returned ‘not at this address.’ The landlord corresponded with me from [email] on May 10 and May 15. The property manager’s phone is disconnected. I propose courier delivery to the registered business address and email to [email]. Deemed served three days after courier delivery and same‑day email.”

Outcome and next steps

• If approved, complete service as ordered and file your proof of service if required. Bring your order, service log, and proof to the hearing.
• If denied, review the reasons. You may need to make more attempts, gather more evidence, or propose a different method. You can reapply with a stronger record.

By preparing a clear, evidence‑based RTB‑13, you give the arbitrator what they need to authorize a fair alternative. You move your case forward without guessing about service rules, and you reduce the risk of delay or challenge later.

Legal Terms You Might Encounter

Substituted service means asking for permission to deliver documents in a different way. You use this form when you cannot serve someone using the standard methods. The decision will allow specific alternative methods and deadlines.

Personal service means handing documents directly to the person. It is the strictest form of delivery. This form explains why you could not do that and what you tried instead.

Ordinary service refers to the usual allowed methods, like mail or leaving documents at the address. You must explain why ordinary service has not worked. Your attempts should show real effort over different days and times.

Applicant means the person filing this form. That could be you as a landlord, tenant, or agent. Make sure the applicant’s details match the dispute file.

Respondent means the person who must receive the documents. The order will authorize how you can serve the respondent. You must provide all the contact points you know for them.

Service address is where you try to serve the person. It could be the tenancy address, a last known residence, or a workplace. In this form, you explain why each address did or did not work.

Evidence is proof that supports your request. Think of photos of posted notices, returned mail, delivery tracking, or notes from neighbors. Attach evidence that proves your attempts and supports your proposed method.

Reasonable steps means you tried in a practical, fair way. You varied times, used different methods, and followed up. Your timeline of attempts shows reasonableness.

Order is the written decision on your application. It sets out approved delivery methods and deadlines. You must follow it exactly and keep proof.

Deemed service date is the official date the law treats delivery as complete. Your order may set a deemed date for the approved method. Build your hearing or response timelines around that date.

Arbitrator is the decision-maker who reviews your application. They will look at your efforts, evidence, and proposal. The arbitrator can approve, modify, or deny your request.

FAQs

Do you need an existing file number to submit this form?

Yes. You need a dispute or proceeding to serve documents in. Enter the correct file number. If you submit without a file number, your application can stall. Confirm the number from your notice or account before you file.

Do you have to try every service method before applying?

No, but you must show reasonable efforts. Try more than once and at different times. Use all contact details you have. Explain why each method failed or is not practical. Cover mail, in-person attempts, and any known email or workplace options. The arbitrator looks for a good-faith effort, not perfection.

Do you need the other party’s consent to serve by email?

Not always, but you must show they use that email. Include messages, delivery receipts, or past replies. Show that email reaches them reliably. If you lack proof, propose another method as well. The order may allow multiple methods to increase the chance of delivery.

Do you have to serve this application on the other party?

Usually, no. You apply to get permission to serve other documents. The decision may tell you what to serve and how. Follow that instruction. Do not send the application to the other party unless the decision tells you to.

Do you have to wait for a hearing to get a decision?

Not always. Some decisions issue in writing based on your materials. Others may need a short hearing or questions. Submit clear evidence and a precise proposal. That reduces delays and questions.

Do you need to attach proof of each service attempt?

Yes. Attach what you have. Include dates, times, locations, and who was present. Add photos of notices, courier slips, mail returns, or delivery logs. Save screenshots of emails or messages with timestamps. Label each item and reference it in your narrative.

Do you need a separate application for each document?

Not if you list all the documents you need to serve. Be specific. Name each document clearly and include dates. If new documents arise later, you may need another application. Ask for a method that can cover expected follow-up documents, if suitable.

Do you risk missing deadlines while you wait?

Yes, timelines continue unless paused by a decision. Apply as soon as service problems appear. Mark the hearing and response deadlines. If time is tight, explain the urgency in your application. Request quick directions on service and deemed dates.

Checklist: Before, During, and After

Before signing

• Your file number and dispute details.
• Full names of all parties and roles.
• Tenancy address and any alternate addresses.
• A list of documents you need to serve, with dates.
• A detailed timeline of attempts to serve.
• Photos of posted notices or door slips.
• Returned mail envelopes with markings.
• Courier or postal tracking pages or receipts.
• Screenshots of messages and emails with timestamps.
• Notes of calls or visits, including dates and times.
• Any known email addresses and phone numbers.
• Any workplace, P.O. box, or forwarding address.
• Proposed alternate service methods, step by step.
• Reasons why each proposed method will reach the person.
• Any safety or access issues that blocked attempts.
• Your contact information for correspondence.
• A calendar showing related deadlines and hearing dates.
• A plan to label and number all attachments.

During signing

• Verify the file number matches your dispute.
• Confirm applicant and respondent names are spelled correctly.
• Check that the tenancy and service addresses are complete.
• List each document to serve. Use exact titles and dates.
• Ensure your attempt timeline is specific and honest.
• Explain why standard service failed. Avoid vague claims.
• Describe each proposed method precisely. Include steps and timing.
• Ask for a deemed service date if needed. State why.
• Attach all evidence. Label each item and reference it.
• Confirm you signed and dated the declaration section.
• Review for consistency between the form and attachments.
• Make sure page counts and exhibit labels are correct.

After signing

• • File the application using an accepted channel.
  • Pay any required fee and keep the receipt.
  • Record the submission date and time.
  • Save a full copy of the form and attachments.
  • Track your application status and check messages.
  • Calendar expected decision windows and follow-up dates.
  • Prepare to answer questions if the decision-maker contacts you.
  • Do not serve documents until you receive directions.
  • When you get the order, read it twice and highlight the requirements.
  • Follow the approved method exactly and within the set time.
  • Capture proof of every step you take to serve.
  • Complete any proof-of-service form after you serve.
  • File proof of service as instructed by the decision.
  • Store everything in a dedicated folder for the hearing.

Common Mistakes to Avoid

Not documenting attempts. If you skip records, your effort looks thin. The decision may be denied, and you lose time. Don’t forget to log dates, times, locations, and results for each attempt.

Proposing vague methods. “Serve by email” is not enough without proof of use. The decision may refuse your proposal. Don’t forget to show that the respondent uses that channel.

Using the wrong address. Serving at an old address wastes time. The decision may view your efforts as unreasonable. Don’t forget to explain how you confirmed each address and why it is current.

Ignoring deadlines. Delays can jeopardize your case. You may miss a hearing or response window. Don’t forget to apply early and ask for deemed dates if time is tight.

Not following the order exactly. If you do more or less than the order, service may be invalid. You could repeat the process. Don’t forget to mirror the steps, timelines, and wording in the decision.

What to Do After Filling Out the Form

Submit your application with attachments. Use an accepted channel and include your file number on each page. Pay any required fee. Save a full copy and proof of filing.

Monitor for a decision or requests. Keep your phone and email accessible. If asked for more information, respond quickly. Provide clear answers and updated evidence.

Read the decision carefully. Note each approved service method. Note the mailing, posting, or electronic steps you must take. Record any deadlines and deemed service dates.

Carry out service exactly as authorized. Use the approved method and timeline. If the order allows multiple methods, complete all of them. Do not improvise or switch methods.

Capture proof as you serve. Take photos of posted documents with date and time. Save delivery receipts, tracking pages, and return confirmations. Keep email headers and read receipts.

File your proof of service. Complete the required form, if any. Attach your evidence. Submit within the timeframe set by the decision. Save confirmation of receipt.

Update your hearing materials. Add the order and proof of service to your package. Bring them to the hearing. Be ready to explain your steps.

If denied, adjust and reapply. Review the reasons for denial. Strengthen your evidence and proposal. Consider a different method or updated contact details. Reapply promptly to stay within timelines.

If you locate the respondent later, use standard service. Standard service is preferred when possible. Keep proof of delivery and file it promptly.

Maintain organized records. Store the application, decision, and proof of service together. Use clear labels and dates. This helps at the hearing and protects you from disputes.