RTDR0002 – Declaration of Service by Landlord

Jurisdiction: Country: Canada | Province or State: Alberta

What is an RTDR0002 – Declaration of Service by Landlord?

The RTDR0002 is a sworn declaration you complete to confirm how you served your RTDRS application materials on the other party. You use it to record who you served, what you served, when you served it, where it happened, and the exact method of service. It is a formal statement that tells the Tenancy Dispute Officer that the respondent received proper notice of the proceeding and the evidence.

You typically submit this form after you serve the tenant or other respondents with the application package. The application package usually includes the Notice of Hearing, the completed application, and any supporting evidence. The Officer uses your declaration to decide if service was proper and timely. Without this declaration, your hearing may be adjourned or dismissed.

Landlords most often use this form. Property managers, lawyers, or process servers acting for landlords also use it. The person who actually performed the service must be the one who completes the declaration. If you hired a process server, the server completes and signs the RTDR0002. If you served the documents yourself, you complete and sign them.

You need this form because proof of service is not optional. RTDRS must confirm that every respondent had a fair chance to review the materials and attend the hearing. The RTDR0002 creates a clear record of service for the Officer. If service is disputed, your detailed declaration becomes the primary evidence of what happened.

Typical usage scenarios include an eviction application for unpaid rent, a claim for damages after a tenant leaves, a dispute over a security deposit, or an application about utilities, repairs, or notices. In each case, you must serve the other party and prove that you did it correctly. The RTDR0002 is how you prove it.

When Would You Use an RTDR0002 – Declaration of Service by Landlord?

You use this form every time you bring an RTDRS application as a landlord and serve the respondents. After service, you complete the declaration to document it. You then file it with RTDRS before the hearing, so the Officer can confirm that service meets the rules.

For example, you apply to end a tenancy for non-payment of rent and request a possession order. RTDRS sets a hearing and issues a Notice of Hearing. You serve the tenant with the Notice of Hearing, the application, and your evidence. You then complete an RTDR0002 to record the date, time, location, and method of service, and file it.

If you are a property manager for a corporate landlord, you may serve a tenant by hand at the rental unit. You note the tenant’s full name, the unit number, what you served, and the exact time you handed the documents to them. You complete the declaration and submit it. The Officer now has a clear record.

If you cannot locate a tenant because they have moved, you may apply for permission to use an alternate method of service. Once you have the direction or order for substitutional service, you serve using the approved method. Then you complete an RTDR0002 describing what you did and attach any proof (such as photos of posted documents or courier tracking).

If there are multiple respondents, such as two joint tenants and a guarantor, you serve each of them. You complete one declaration that lists each person and the specific details for each service event, or separate declarations if the form structure requires it. The key is that you record the method and time for each respondent.

You also use this form when you serve a business entity. For example, if the tenant is a company renting a residential unit for a staff member, you serve the company in a way the rules allow. Then you record the company’s legal name, the person you left documents with, and why service on that person was acceptable. You attach any supporting proof you have.

Legal Characteristics of the RTDR0002 – Declaration of Service by Landlord

The RTDR0002 is a sworn or affirmed declaration. It is a formal statement of fact. You sign it to confirm that everything in it is true, based on your knowledge. Because it is sworn or affirmed, it carries legal weight. Providing false information can have serious consequences. It may lead to dismissal of your application, costs, or other penalties.

It is legally binding in the sense that the Tenancy Dispute Officer relies on it to make procedural findings. Proper service is essential to procedural fairness. The Officer must be satisfied that each respondent received or was deemed to receive the materials. The declaration, combined with any attachments, is the core evidence of service. If accepted, the Officer can proceed with the hearing and issue an order.

Enforceability flows from due process. If you prove proper service, the Officer can hear the matter in the respondent’s absence if they do not attend. The resulting order is valid and enforceable. If service is deficient, the Officer may adjourn the hearing to allow further service or dismiss the matter. Accurate, detailed information on the declaration directly affects this outcome.

The integrity of the declaration is supported by the required details. You must disclose the method of service, the date and time, the location, and the identity of the person served. If you used mail or courier, you keep tracking proofs. If you used email under consent or direction, you retain delivery records and attach them. If you posted to a door under an order permitting this, you note the address, date, time, and take photos. The Officer reviews all of this.

There are general legal considerations. You must serve each respondent separately. If there are two named tenants, you cannot assume one will pass the documents to the other. You should use legal names as they appear on the tenancy agreement or government ID. If the respondent is a minor or if the tenant has a litigation representative, seek guidance from RTDRS on proper service. If the respondent is a corporation, use the correct legal entity name and the accepted service methods for corporations.

Electronic service is not always allowed by default. You should only use email, text, or other electronic means when the rules or an order permit it. For example, if the tenancy agreement lists an email address for service, or if you obtain an order for electronic service, that may be acceptable. You should include proof that the email address belongs to the respondent and that delivery occurred.

If personal service is not possible after reasonable attempts, you can request substitute service. You explain what attempts you made and why they failed. RTDRS may grant directions for an alternate method, such as posting to the door, serving an adult at the residence, sending by courier, or emailing. After you serve using the permitted method, you complete the declaration to reflect those directions.

Finally, timing matters. You need to serve and file your declaration within the timelines set for your hearing. If you cannot meet those timelines, inform RTDRS promptly and request a rescheduling or directions. Late filing can jeopardize your hearing.

How to Fill Out an RTDR0002 – Declaration of Service by Landlord

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

1) Confirm what you must serve.

Identify every document you must serve on each respondent. This usually includes the Notice of Hearing, your completed application, and your evidence package. If RTDRS issued any interim directions, include those too. Prepare an index of your evidence. Number each page. Make sure your documents are legible.

2) Decide on the method of service.

Choose a method that the rules or an order allow. Personal service is the most reliable. Hand the documents to the respondent directly. If the respondent refuses to take them, you can place them in a location at their feet and say what they are. Record what happened. For electronic service, confirm consent or directions exist. For mail or courier, use a tracked service and keep receipts. For posting or leaving with another person, ensure you have permission through the rules or an order.

3) Serve each respondent.

Serve every named tenant, landlord respondent (if any), guarantor, or corporate entity. Do not assume one person will deliver the documents to another. If serving at the rental unit, record the unit number and address exactly. If serving a corporation, record the legal name and the individual who accepted service, and their role if known.

4) Complete the caption and file details.

At the top of the RTDR0002, enter the RTDRS file number exactly as it appears on your Notice of Hearing. Enter the full names of the applicant(s) and respondent(s) as they appear on the application. Check spelling. Use the rental unit address as the premises address. If you are a property manager completing the form, list the landlord’s name as the applicant and your name as the server later in the form.

5) Identify the server.

Enter the name of the person who performed the service. If you served the documents yourself, enter your name. If a process server or colleague served, enter their name and contact information. The person named here must be the one who signs the declaration. If multiple people served different respondents, each server should complete a declaration for the service they performed, or you should clearly separate the entries for each server if the form allows.

6) List the documents served.

In the section describing what you served, list each document. Use exact titles. For example: Notice of Hearing dated [date], RTDRS Application dated [date], Evidence Package (pages 1–50, indexed), and any interim orders or directions. If you served updated evidence, note the version and date. If the form has limited space, attach a schedule listing all documents and reference it in this section.

7) Record the method, date, time, and place of service.

For each respondent, state the method used, the address where service occurred, and the date and exact time. Use a 24-hour clock if the form requests it. Examples: Personal service to [name] at [address], [date], [time]. Email sent to [email address] with delivery confirmation, [date], [time], under consent/direction dated [date]. Courier delivered to [address], tracking number [number], delivered [date], signed by [name]. Posting to the main entrance door at [address], [date], [time], under order for substitutional service dated [date]. If serving a corporation, write the full company name and the person who accepted service.

8) Provide recipient details.

Enter the full name of the person you served. If you served someone on behalf of another (for example, an adult occupant or a receptionist for a corporation), record their name and relationship to the respondent. Explain briefly why service on that person was acceptable, such as by order or rule. Keep it factual and concise.

9) Attach supporting proof.

Attach copies of any proofs you have. For mail or courier, attach tracking confirmations and signatures. For email, attach a copy of the sent email, delivery/read receipts, and any consent to electronic service. For posting, attach date-stamped photos showing the posted documents and the door or mailbox with a visible address. For personal service, you can attach brief notes or a photo only if appropriate and lawful. Reference each attachment in the declaration. Label them clearly (for example, Schedule A: Index of Documents Served; Schedule B: Courier Proof; Schedule C: Photos of Posting).

10) Complete the declaration statement.

Read the declaration language carefully. You will be attesting that the facts are true. If you are filing on paper, you may need to sign in front of a Commissioner for Oaths or a Notary. Bring government-issued ID. If you are filing online through the RTDRS portal, you will likely affirm the truth electronically. Make sure the name on the declaration matches the server’s ID.

11) Sign and date.

Sign the declaration. Enter the date you sign it. If a Commissioner or Notary is required, they will complete their part and affix their stamp or seal. Do not sign in advance. Sign only in the presence of the Commissioner if required.

12) File the declaration with RTDRS.

Submit the completed RTDR0002 and attachments to RTDRS as instructed. File it before your hearing. Allow enough time for RTDRS to review it. Keep a complete copy of everything you file. Bring a copy to the hearing.

13) Address multiple respondents or multiple service events.

If you served multiple people or used different methods on different dates, make sure your declaration covers each event. Many forms allow multiple entries. If space is limited, attach a schedule for additional entries. Each entry must identify the respondent, the method, the date, the time, and the location.

14) Correct errors promptly.

If you discover an error, correct it as soon as possible. File an amended declaration that clearly fixes the mistake. Notify the other party if the error affects them. If the error is material, inform RTDRS and request directions. Do not leave the record unclear.

15) Prepare to answer questions at the hearing.

Be ready to explain your service steps. Bring originals of your supporting documents. If you used electronic service, bring the device or printed logs showing delivery. If you used a posting or substitute service, bring the order authorizing that method and your proof.

Practical examples

You attend the rental unit at 6:30 p.m. on a weekday. You knock, and the tenant answers. You hand them the Notice of Hearing, application, and indexed evidence package. You note the address, date, and time. You ask for their name to confirm identity. You return to your office and complete the RTDR0002 the same day. In the “method” section, you write: “Personal service on [tenant name] at [address], [date], 18:30.” You list the documents served. You sign and file the declaration.

You cannot locate the tenant after three attempts at different times. You apply for directions on service and receive permission to post and email. You post the package on the unit door at 9:00 a.m. on a weekday and take photos with a visible address. You email the same documents to the address the tenant used on the application and in the tenancy agreement. You obtain delivery confirmation. On the RTDR0002, you record both service events, the times, and attach the order, the photos, and the email proof. You sign and file it.

You serve as a corporate guarantor by leaving the documents with a receptionist at the office address after confirming they accept legal documents for the company. You record the company’s full legal name, the office address, the receptionist’s name, and the time. You attach a business card or note confirming their role. You include courier tracking if you followed up with a mailed copy, as directed. You complete and file the declaration.

A few common mistakes to avoid will save you time. Do not assume one joint tenant can accept service for another unless the rules or an order allow it. Do not leave documents in a mailbox or slip them under the door unless an order or the rules permit it. Do not rely on email unless you have consent or a direction to use it. Do not guess at times or dates; write them down immediately at the time of service. Do not leave off the RTDRS file number or mix up names.

Accuracy and clarity are critical. Use full names. Use complete addresses, including unit numbers. Use specific dates and times. Use exact document titles. Attach clear proofs. Ensure the person who served signs the declaration. File on time. When in doubt, ask RTDRS for directions on service before you proceed.

If you follow these steps, your RTDR0002 will give the Officer what they need: a clear, reliable record that proper service occurred. That keeps your hearing on track and protects the fairness of the process.

Legal Terms You Might Encounter

• Statutory Declaration means you swear or affirm facts in writing. For the RTDR0002 – Declaration of Service by Landlord, you swear that you served documents. You do this before a Commissioner for Oaths or a Notary Public.
• Commissioner for Oaths is the official who witnesses your declaration. They check your identity and watch you sign. The RTDR0002 must be signed before it is valid.
• Applicant is the party who filed the tenancy application. If you are the landlord who filed, you are the applicant. You use RTDR0002 to prove you served the tenant.
• Respondent is the party who must respond to the application. Your tenant is the respondent. The RTDR0002 confirms how and when you served the respondent.
• Service means delivering the required documents to the other side. For this form, it means how you delivered the application and any hearing notice or evidence. You must follow the approved service methods.
• Personal Service means handing documents directly to the person. It is a common method to prove receipt. If you used it, you list the date, time, and place on the RTDR0002.
• Substituted Service is a method allowed when standard service fails. It could include posting on the door or serving another adult at the residence. Use it only if allowed and record the authority on the RTDR0002.
• Proof of Service is the evidence that the service happened. The RTDR0002 is your sworn proof. You may add supporting items, like tracking slips or photos, to back it up.
• Hearing Package is the bundle you served. It usually includes the application, the notice of hearing, and key attachments. On the RTDR0002, you list exactly what you served.
• Declared or Affirmed refers to the way you confirm the truth of your statement. You can swear an oath or make a solemn affirmation. Either way, the RTDR0002 becomes a sworn declaration.

FAQs

Do you need to serve each tenant separately?

Yes. Serve each named respondent. Make a separate entry for each person on the RTDR0002, or complete a separate form for clarity.

Do you need a Commissioner for Oaths to sign the RTDR0002?

Yes. You must sign the declaration in front of a Commissioner for Oaths or a Notary Public. Bring government-issued photo ID.

Can you email the documents to the tenant?

You can only use email if it is an approved method for your file. If email is allowed, keep clear proof of sending and any read receipts. Record the exact email address used.

What if the tenant refuses to take the papers?

State what happened and how you attempted service. If the rules allow, you may still complete service by leaving the documents as permitted. Record the details on the RTDR0002.

What if you cannot find the tenant?

Document each attempt. Record dates, times, and places you tried. Ask about options if you cannot complete the service, such as applying for an alternative method if available.

Do you attach proof like photos or tracking receipts?

Yes, if you have them. Attach copies of courier receipts, tracking pages, delivery confirmations, or photos of posting. Reference these attachments in the RTDR0002.

When do you file the RTDR0002?

File it as instructed for your hearing timeline. It should be filed after service is done and before the deadline given for proof of service.

Can a property manager sign the RTDR0002?

Yes, if the property manager actually served the documents. The person who served must be the one who swears the RTDR0002.

Checklist: Before, During, and After the RTDR0002 – Declaration of Service by Landlord

Before signing

• The final versions of all documents you served.
• The full names of every respondent, exactly as on the application.
• Service addresses, unit numbers, and any known alternate addresses.
• Dates, times, and locations of each service attempt.
• The service method you used for each person.
• Any approval or instruction allowing an alternative service method.
• Tracking numbers, courier receipts, or postal confirmations.
• Screenshots of emails, texts, or read receipts, if used and allowed.
• Photos of posting or mailboxes, with date and time visible.
• Notes of any witnesses who saw you serve.
• Your government-issued photo ID for commissioning.
• A quiet place to sign in front of the Commissioner for Oaths.

During signing

• Confirm the RTDR0002 form name and file number match your case.
• Check that each respondent is listed by full legal name.
• Verify addresses and unit numbers are correct.
• Confirm you listed the exact documents served.
• Confirm date, time, and place of service for each respondent.
• Verify the service method matches what you did.
• Note any known issues (refusal, door posting, or failed attempts).
• Initial any corrections in ink. No blank fields in key sections.
• Sign only in front of the Commissioner for Oaths.
• Ensure the Commissioner completes their section, with a seal or stamp.

After signing

• Make a clean copy for your records.
• Label and attach your proof, like tracking printouts or photos.
• File the RTDR0002 by the deadline for proof of service.
• Confirm the tribunal received your filing.
• Bring a copy to the hearing.
• Keep all originals in a safe folder.
• Note any follow-up you must do, like filing more proof if asked.

Common Mistakes to Avoid RTDR0002 – Declaration of Service by Landlord

Using the wrong service method.

• Consequence: The tribunal may not accept service. Your hearing could be adjourned or dismissed. Don’t guess—use a method allowed for your file.

Leaving out a respondent.

• Consequence: Orders may not bind that person. You may need to reschedule and delay your hearing. Don’t forget roommates or co-tenants named in the application.

Missing key details.

• Consequence: The tribunal may question your proof. An incomplete date, time, or location can undermine service. Write complete, specific details.

Not commissioning the form.

• Consequence: An unsigned or uncommissioned declaration is invalid. Your proof of service will not count. Sign before a Commissioner for Oaths.

Inconsistent attachments.

• Consequence: Mismatched tracking or wrong photos may damage your credibility. Label each attachment and match it to the person served.

What to Do After Filling Out the Form RTDR0002 – Declaration of Service by Landlord

1. File it as instructed for your case. Do this as soon as you complete service. Respect the deadline for proof of service.
2. Confirm your filing method. Some files require email filing, portal upload, or in-person filing. Use the method assigned to your file. Include your file number in the subject or cover page.
3. Attach your proof. Add courier or mail receipts, tracking confirmations, screenshots, or photos. Label each item with the respondent’s name and the service date.
4. Keep detailed records. Store the RTDR0002 and all proof in one folder. Add a short index listing each proof item.
5. Prepare for questions. Be ready to explain how you served, step by step. Note why you chose the method and how you verified the address.
6. Correct errors quickly. If you find a mistake after filing, prepare a corrected declaration. Explain the correction in a brief cover note. File it as soon as possible.
7. Track delivery updates. If you used mail or courier, check the final delivery scans. File any new confirmations you receive before the hearing.
8. Plan for the hearing. Bring a full copy set. Include the RTDR0002, all attachments, and your application package. Place the RTDR0002 at the front for easy reference.
9. Know when to seek direction. If you still cannot serve, or service failed, ask about available options for your file. Note any permissions required for the alternative service.
10. Confirm who must receive what. You generally do not serve the RTDR0002 on the tenant. It is for the tribunal’s use. If told to share it, send a copy and keep proof.
11. Maintain consistency. Ensure names, addresses, and dates match across the application, the hearing notice, and the RTDR0002. Fix any mismatch before the hearing.
12. Keep timelines front and center. Mark key deadlines on your calendar. Late proof can derail your hearing date.
13. Prepare a short service summary. Write a one-page timeline: attempts, successes, and backups. This helps you answer questions clearly at the hearing.
14. Secure digital backups. Save PDFs of the RTDR0002 and each proof item. Use clear file names like “TenantName_Service_YYYY-MM-DD.pdf”.
15. Review any new instructions. If you receive updated directions on service, follow them. If needed, serve again and file an updated RTDR0002.