RTB-54 – Request for a Hearing Recording

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

What is an RTB-54 – Request for a Hearing Recording in British Columbia?

The RTB-54 is the Residential Tenancy Branch form you use to request the audio recording of your dispute resolution hearing. The recording is the official audio captured by the arbitrator platform during the hearing. It includes what the parties said, questions from the arbitrator, and any oral rulings given at the hearing.

You use this form after a hearing has finished. The form tells the RTB who you are, which file you want, and how you want to receive the recording. The RTB uses the details to confirm your identity and your right to access the record. It also ensures the right file is located, copied, and released to you.

Who typically uses this form?

Tenants, landlords, property managers, and their authorized representatives. Legal clinics, advocates, and lawyers use it when clients want to review what was said. Sometimes, insurers or corporate owners ask an authorized agent to request it on their behalf. If you did not attend the hearing but were a named party, you still qualify to request the recording, provided you verify your identity and role.

Why would you need this form?

You might want to confirm what evidence or statements were made. You may need the recording to prepare an internal summary for your file. If you plan to challenge a decision in court through judicial review, you will likely need the recording for the court record or for transcripts. You may want to check procedural fairness concerns, such as whether you had a fair chance to speak or if the interpreter worked properly. If you misheard or missed part of the oral reasons, the recording helps you verify. Landlords sometimes use the recording to brief staff on compliance steps required by the order. Tenants use it to double-check dates, instructions, or references to evidence the arbitrator relied on.

Typical scenarios

• You lost a dispute and want to understand exactly why before taking the next steps.
• You are within a tight deadline to consider further legal action and need to review the hearing quickly.
• The decision references statements you do not recall making, and you want to confirm.
• You believe something important was cut off due to a technical issue and want to check.
• You won, but you want to ensure you comply with the order’s conditions and dates mentioned orally.
• You want to produce a certified transcript for court use and need the source audio.

The RTB-54 is not used to challenge a decision by itself. It is simply the standardized way to ask the RTB for the hearing audio. Think of it as a formal records request tied to your specific residential tenancy file.

When Would You Use an RTB-54 – Request for a Hearing Recording in British Columbia?

You would use the RTB-54 as soon as you realize the recording will help you make or explain a decision. If you are a tenant who is considering a judicial review, time matters. Courts work on fixed deadlines. You may need a transcript to support your filing. The audio recording is the starting point for accurate transcription. If you are still deciding whether to pursue a court process, listening to the recording often clarifies whether there were procedural issues.

A landlord would request the recording to confirm what the tenant said about damages, payment dates, or notices. You might need to align your compliance steps with what the arbitrator said during the hearing. The written decision is binding, but oral comments often give context. Reviewing that context can help you communicate better with your team, your counsel, or your tenants. It can also help you avoid future disputes by understanding what went wrong.

Property managers use the form after staff turnover or when the person who attended the hearing has left. The recording helps the new manager rebuild the case history. It can support internal quality checks and improve future preparation for hearings. It is also useful if you suspect a misunderstanding during a phone or virtual hearing. Audio reveals tone, pacing, and exact wording that written notes may miss.

Advocates and lawyers use the RTB-54 when preparing a client for the next steps. You may hear that a witness contradicted themselves or that a piece of evidence was not properly described. The recording helps you decide whether to raise issues in later proceedings. For example, if an interpreter cut out during key testimony, the audio could show gaps that matter for procedural fairness.

You also use the form when the written reasons are brief or when the arbitrator delivered detailed oral reasons and the written decision is a shorter version. In those cases, the recording helps you understand the full chain of reasoning. If the arbitrator made an oral correction or clarification near the end of the call, the audio will capture it. This can be important where strict dates or conditions were adjusted.

If you missed the hearing due to a documented technical failure and want to confirm what occurred, the recording is essential. It may support your explanation for why you did not participate or why you believe your absence affected the outcome. If you attended but struggled with connectivity, the recording can fill in gaps in your notes.

In short, you use the RTB-54 any time you need a precise, official account of the hearing to make informed decisions, communicate accurately, or engage with a court process.

Legal Characteristics of the RTB-54 – Request for a Hearing Recording in British Columbia

This form does not create new rights or obligations between the parties. It is an administrative request within a tribunal process. Its legal effect comes from the RTB’s authority to control and release its records. When you submit it, you are asking the RTB to disclose an official record that contains personal information. The RTB handles that request under its privacy and records policies.

Is it legally binding? The form is binding only in the sense that you declare your identity and your relationship to the file. You also agree to any stated use restrictions. The RTB may condition access on compliance with those restrictions. For example, the RTB can limit distribution of the recording to the parties and their representatives. The recording often includes personal information, so privacy rules apply. You should treat the file as confidential. You should not post it publicly, share it broadly, or use it for non-legal purposes.

What ensures enforceability? The RTB controls the record and sets terms for release. If you misuse the recording, the RTB can withhold future access, require undertakings, or take other administrative steps permitted by law. If you breach privacy law, you may face legal consequences outside the RTB. If a court needs the record, the court can require production through its own processes. In that context, the audio is part of the official proceeding record.

General legal considerations include:

• The audio recording is the best evidence of what was said at the hearing, but the written decision is the enforceable order. If there is a difference, the written order controls enforcement steps.
• A court may require a certified transcript. The recording allows a professional transcriber to produce that official document.
• The RTB may redact or limit content to protect third-party information. You should expect that only material relevant to your file is shared.
• The RTB keeps records for a limited retention period. Request the recording promptly to avoid availability issues.
• If you are not a named party, you need written authorization from a party or legal authority to receive the recording.

Treat the recording as sensitive. Store it securely. Share it only with those who need it for legitimate legal reasons. If you plan to use excerpts in another proceeding, keep the original file unchanged and maintain a clear chain of custody.

How to Fill Out an RTB-54 – Request for a Hearing Recording in British Columbia

Follow these steps to complete the form accurately and avoid delays.

1) Confirm you are entitled to request the recording

• Ensure you are a party to the RTB file (tenant or landlord) or an authorized representative.
• If you are an agent, secure a signed authorization from the party. The authorization should name you, identify the RTB file, and confirm you can receive the recording. Keep a copy to attach.

2) Gather your file details

• RTB file number. This is essential. It appears on your Notice of Dispute Resolution Proceeding and on the decision.
• Names of the parties as they appear on the file. Use exact legal names where possible.
• Property address tied to the dispute.
• Hearing date and time. If there were multiple sessions, note each date.
• Arbitrator’s name, if you have it. This helps the RTB locate the correct recording.

3) Choose what you want

• Full recording or a specific segment. If you want a segment, specify start and end times or the issue discussed. Precise requests can reduce fees and processing time.
• Delivery format. State whether you prefer a digital download or a physical medium. Digital is faster and reduces mailing delays.
• Number of copies. Most people need only one. If you need separate copies for counsel and insurer, explain why.

4) Complete the applicant section

• Provide your full name, role (tenant, landlord, or representative), phone number, and email. Use an email you check often, as delivery may occur by link.
• Provide your mailing address if requesting a physical copy. Double-check the postal code.

5) Identify the parties and file

• List each party as shown on the original RTB documents. Include middle initials if used on the file.
• Write the RTB file number exactly, including dashes or letters if present. A single character error can cause a mismatch.

6) Enter hearing details

• Provide the hearing date(s), start time(s), and the arbitrator’s name if known.
• Note the hearing format (phone or web conference) if you remember. This can help staff confirm the correct record.

7) State the purpose and any deadlines

• If you need the recording for a court deadline, say so and give the date. The RTB cannot guarantee expedited delivery, but clear timelines help triage.
• If you plan to order a transcript, mention that. Some delivery formats are better for transcription.

8) Confirm consent and authorization

• If you are a representative, attach the signed authorization from the party. Make sure the name on the authorization matches the party name on the RTB file.
• If the RTB requires identity verification, be ready to provide it. A simple copy of government ID may be requested.

9) Payment details

• The RTB may charge a fee for providing the recording. Be prepared to pay. If paying by credit card, complete the payment section exactly as requested. If paying by cheque or money order, ensure the payee is correct and the amount matches the fee schedule.
• If you are seeking a fee waiver due to financial hardship, provide the documents the RTB requires and explain the basis clearly.

10) Acknowledge use restrictions

• Read the confidentiality and use statements on the form. You are promising not to misuse the recording. You may not publish or broadcast it. You may use it for legal purposes connected to your file and to obtain legal advice.

11) Sign and date

• Sign in ink if submitting by mail, or use the RTB’s accepted digital signature method if submitting electronically. Date your signature. Unsigned forms will not be processed.

12) Submit the form

• Submit using the RTB’s accepted channels: online portal, email, or mail. If you submit by email, include the form, your authorization (if any), and proof of payment in one message. Use the RTB file number in the subject line to help with routing.
• If mailing, use a reliable method and keep the tracking number. Include payment and all attachments.

13) Track and follow up

• Keep a copy of everything you sent. Note the date of submission and the method used.
• If you have not heard back within the expected processing window, follow up with your file number and submission date. Be polite and concise. Re-sending the form without checking can cause duplicates.

Sections and fields you can expect on the form

Applicant information

• Your full name, role, phone, and email. Use the same email across your RTB communications to maintain continuity.
• Mailing address if you need a physical copy.

RTB file and hearing details

• RTB file number, property address, names of parties, and hearing date(s).
• Arbitrator’s name, if known, and the hearing format.

Scope of request

• Full hearing or specific portions.
• Delivery format and number of copies.

Authorization and representation

• Attach a signed authorization if you are not a named party. The authorization should state that you can receive the recording for the specific RTB file.

Payment

• Fee amount, payment method, and payer details. If someone else is paying, name them and explain the connection to the file to avoid confusion.

Declaration and signature

• You confirm the information is accurate, you are entitled to receive the recording, and you will respect confidentiality rules.
• Signature and date.

Practical tips to avoid delays

• Match names exactly. If the RTB file says “ABC Properties Ltd..,” do not write “ABC Properties.” Legal entity suffixes matter.
• Specify the date range. If your dispute had multiple sessions, request all of them in one form and list each date.
• Be clear on format. If you plan to order a transcript, choose a high-quality digital format. Tell the RTB if a transcriber will contact them for file specs.
• Explain urgency without exaggeration. If a court deadline is near, give the date and why the recording is needed.
• Keep your request narrow if time is tight. If you only need the arbitrator’s oral reasons, ask for that segment. You can request the full recording later if needed.

Examples of correct entries

• File number: “RTB-2023-012345”
• Parties: “Tenant: Maria Lopez; Landlord: Pacific Rentals Inc.”
• Hearing date: “May 3, 2025, 9:30 a.m.” If there was a second day: “June 1, 2025, 1:00 p.m.”
• Scope: “Full hearing for both days” or “Oral reasons only from 1:42:00 to the end on May 3, 2025.”
• Purpose: “For judicial review materials due August 15, 2025.”

What happens after you submit

• The RTB verifies your identity and entitlement to the record. If you are a representative, they confirm your authorization.
• The RTB locates the recording and prepares it for release. This can include quality checks or limited redactions.
• You receive an invoice or confirmation if a fee applies. Payment is processed before release.
• The RTB sends the recording by your chosen method. Digital delivery usually arrives as a secure link with an expiry date. Download the file promptly and keep a backup.

If something goes wrong

• If the RTB cannot find your recording due to incomplete details, you will be asked to clarify. Respond quickly and include the missing information.
• If part of the recording is unavailable due to technical issues, ask the RTB what alternatives exist. Your notes, the other party’s notes, or the written decision may be the only sources for that segment.
• If your request is denied due to authorization problems, provide a proper authorization from the party or adjust the request so the party asks directly.

Privacy and use reminders

• Store the audio securely. Use password protection if you share it with your lawyer or advocate.
• Do not distribute it on social media or share it outside the legal context of your tenancy matter.
• If you submit the recording to a court, follow the court’s rules on filing and sealing.

Checklist before submission

• RTB file number matches your decision letter.
• Names and addresses match the RTB file.
• Hearing date(s) listed fully and accurately.
• Authorization attached if you are a representative.
• Payment information complete.
• Delivery preference selected.
• Signature and date included.

By approaching the RTB-54 in this structured way, you give the RTB exactly what it needs to process your request quickly. You also protect your own position by respecting confidentiality and preserving the recording for any next steps you choose to take.

Legal Terms You Might Encounter

• Recording: This means the official audio captured during your hearing. On this form, you ask for a copy of that audio. It is not a written transcript. You will receive a digital audio file unless the form offers another format.
• File number: This is the unique number for your dispute. The office uses it to find your hearing. On the form, you must enter it exactly as shown on your notices or decision. A single-digit error can return the wrong record.
• Parties: These are the people or organizations named in the dispute. You are a party if you were listed for the hearing. The form may ask for party names so staff can confirm your authority to receive the recording.
• Authorized representative: This is a person you allow to act for you. Examples include a lawyer, advocate, or agent. If a representative makes the request, the form usually needs proof of that authority, such as your signed consent.
• Consent: This is written permission from the right person. If you are not a party, you often need consent from a party to get the recording. If you are a representative, attach the client’s consent or authorization requested by the form.
• Access to personal information: The recording will contain names, addresses, and other personal details. The office must handle that data under privacy rules. The form may ask for information to confirm your identity before releasing the audio.
• Redaction: This is the removal or masking of sensitive information. In rare cases, parts of an audio file might be withheld or edited for privacy or safety reasons. If that applies, the form or response will explain what is withheld.
• Delivery method: This is how you receive the audio. It may be a secure download, email link, or physical media. On the form, you pick your preferred method. If you choose physical media, a separate fee may apply.
• Processing time: This is how long it takes to prepare and send your recording. It depends on volume, staffing, and your delivery choice. The form may include a general timeline. Treat it as an estimate, not a guarantee.
• Fee: This is the cost to produce and deliver your recording. The form usually states the amount or where to find it. If a fee applies, your request will not move forward until payment is confirmed.

FAQs

Do you need to be a party to request the recording?

Yes, in most cases. You must be a party or an authorized representative. If you are neither, you generally need written consent from a party. The form may require proof of your status or consent.

Do you receive a transcript or an audio file?

You receive the audio recording. This is the official record of what was said. If you want a transcript, you can arrange one yourself using the audio. The office typically does not create transcripts on request.

Do you have to notify the other party?

You usually do not need to notify anyone to request the recording. The office verifies your right to receive it. If you are not a party, you may need written consent from a party and attach it to the form.

Do you need to explain why you want the recording?

No, a reason is not typically required. You just confirm your identity and authority, and pay any required fee. The office may ask for clarification if your role is unclear or consent is missing.

Do you pay a fee, and how?

A fee may apply for preparing and delivering the audio. The amount and accepted payment methods are set by the office. Follow the payment instructions on the form. Processing usually starts after payment is received.

Do you get the full hearing or only parts?

You usually receive the whole recorded hearing. If a portion is restricted for safety or privacy, the office may redact it. If you only need certain dates or sessions, you can specify that on the form if allowed.

Do you need a court order to get the audio?

If you were a party or an authorized representative, you typically do not need a court order. If you are a third party without consent, a court order or other authorization might be required. The form will guide you.

What if the recording is missing or of poor quality?

Technical issues can happen. If the recording is unavailable or unusable, ask the office for the next steps. You may receive a notice explaining the issue. Fees may be adjusted if nothing can be provided.

Checklist: Before, During, and After the RTB-54 – Request for a Hearing Recording in British Columbia

Before signing

• Confirm your role: party or authorized representative.
• Gather the file number exactly as shown on your documents.
• Note the hearing date, start time, and format (phone, video, or in person).
• Collect the names of all parties as listed in the dispute.
• Prepare your contact details: phone, email, and mailing address.
• Decide your delivery method: digital or physical media, if offered.
• Obtain written consent if you are not a party or you represent one.
• Have ID ready if the office requests identity verification.
• Confirm any fees and accepted payment methods.
• If you need only part of the hearing, define the segment clearly.
• Check any deadlines that may affect your next legal steps.
• Set a follow-up date in your calendar for tracking.

During signing

• Verify the file number, party names, and hearing date are correct.
• Confirm your authority: tick the correct role (party or representative).
• Attach any required authorization or consent form.
• Select the delivery method and confirm the email or address is right.
• Review any privacy statement and acknowledge it where required.
• Confirm the fee and payment details match the current guidance.
• Specify partial dates or sessions only if you truly need them.
• Sign and date the form in the correct place.
• If paying now, keep the payment confirmation number.

After signing

• Submit the form using the method stated on the form.
• Include the fee or the payment confirmation, as instructed.
• Save a copy of the completed form and all attachments.
• Record the submission date and any reference number.
• Calendar a check-in date if you do not hear back in time.
• When you receive the audio, verify it plays start to finish.
• Store the recording securely and restrict access to authorized people.
• If you plan to use the audio for review or appeal, note deadlines.
• If parts are missing or inaudible, request clarification promptly.
• Keep proof of receipt and any correspondence with staff.

Common Mistakes to Avoid RTB-54 – Request for a Hearing Recording in British Columbia

• Entering the wrong file number

Consequence: Staff may pull the wrong recording or reject the request. Don’t guess. Check the number against your notices or decision.

• Requesting a transcript instead of the audio

Consequence: Delay and confusion, since the form provides audio. Don’t forget you will receive an audio file, not a written transcript.

• Missing consent or proof of authority

Consequence: The office will not release the audio to you. Don’t forget to attach written consent if you are not a party or if you are a representative.

• Incomplete contact or delivery details

Consequence: The office cannot send the recording, causing delays. Don’t forget to confirm that your email or mailing address is complete and accurate.

• Unpaid or incorrect fee

Consequence: Processing does not start until payment is correct. Don’t forget to pay the exact fee and keep your receipt.

What to Do After Filling Out the Form RTB-54 – Request for a Hearing Recording in British Columbia

1. Submit the form using the instructions on the form. Include payment or proof of payment if needed. Keep a copy of everything you send. Note the submission date and any reference number.
2. Track your request. Mark a follow-up date based on the stated processing time. If that date passes, contact the office with your file number and submission proof. Be ready to confirm your identity.
3. Prepare for delivery. If you chose a digital method, confirm your inbox can receive large files or links. Check spam folders. If you chose physical media, ensure your mailing address is accurate and secure.
4. Verify the audio on arrival. Play the file from start to finish. Confirm it matches your hearing date and file number. Note any gaps, distortion, or missing segments. If you find issues, report them promptly with time stamps.
5. Secure the recording. Save it to a protected folder. Limit access to those who need it. Avoid public posting. Respect any confidentiality directions associated with your case.
6. Create a working copy. Keep an original copy untouched. Use a duplicate for note-taking or transcription. Label files with the file number and hearing date for easy reference.
7. Plan how you will use the audio. If you need quotes or a transcript, transcribe key parts. Highlight time stamps for any review, reconsideration, or appeal you plan to file. Check and calendar any deadlines.
8. If you need to amend your request, act fast. Contact the office with your file number and explain the change. Provide updated consent or contact details if those have changed. Confirm if any extra fee applies.
9. If the request is denied, ask why. You may be able to correct an error, add consent, or verify identity. If a portion is withheld, request an explanation of the redaction, if available.
10. Maintain a clean document trail. Keep the form, payment proof, delivery confirmation, and all emails together. This helps if you need to confirm timelines or escalate a delay.