RTDR0003 – Declaration of Service by Tenant

Jurisdiction: Canada | Province: Alberta

What is an RTDR0003 – Declaration of Service by Tenant?

The RTDR0003 is your proof that you served your documents. You use it to show when and how you gave the landlord their paperwork. It confirms that you followed the RTDRS service rules. It tells the Tribunal that the landlord had notice of your claim and hearing.

This form belongs to the Residential Tenancy Dispute Resolution Service. The RTDRS resolves residential tenancy disputes in Alberta. It requires parties to serve documents on each other. The RTDR0003 records the key facts of service. It lists the documents served, the method used, and the service date and time. It also identifies who you served and where the service happened.

You typically use this form if you are the tenant applicant. You file it after you serve the landlord with your Application and hearing materials. You may also use it if you are a tenant respondent. For example, if you must serve your evidence on the landlord, you complete this form to confirm service.

You need this form because the Tribunal cannot hear your case without proper service. The RTDRS must see reliable proof that the other side received the materials. The Declaration is the standard way to provide that proof. It goes into the file and helps the Tenancy Dispute Officer decide service issues.

Typical scenarios include deposit disputes, repair claims, rent abatement, and notice disputes. You file your Application and get a Notice of Hearing. You then serve the landlord with the entire package. After that, you complete the RTDR0003 and file it with the RTDRS. If your hearing is adjourned and you must re-serve, you use this form again. If you serve a Witness Summons, you use a service declaration for that as well.

In short, the RTDR0003 is a factual record of service. It supports fairness and your case progress. It is simple, but essential.

When Would You Use an RTDR0003 – Declaration of Service by Tenant?

You use the RTDR0003 any time you serve documents as a tenant in an RTDRS file. The most common situation is after you file your Application. You receive a Notice of Hearing and instructions to serve. You then deliver the Application Package to the landlord. You use this form to confirm that service.

You also use it if you file more evidence and must serve that evidence. Many hearings include updated evidence deadlines. If you send new photos, receipts, or statements to the landlord, record that service. Complete a fresh RTDR0003 for that delivery. This helps show the Tribunal that you met each evidence deadline.

You may be the tenant respondent to a landlord’s Application. The Tribunal may direct you to serve your Reply and evidence. You should record that service with this form. Doing so creates a clear record and reduces disputes about notice.

If the landlord is a company, you might serve a manager or the company’s agent. You would then record who accepted service and their role. If the landlord uses a property manager, you may serve that office. Again, record the person, date, time, and address. If the Tribunal grants substituted service, you follow the order. You then record what you did under that order using this form.

If you need a witness to attend, you may serve a Witness Summons. In that case, you also need proof of service. Use a service declaration for that service event as directed. Record the witness name, address, and method of service.

You would also use this form if there are multiple respondents. For example, both a landlord and a corporate owner. Or a landlord and a property manager. Serve each respondent. Then complete the RTDR0003 listing each person served. If space runs short, attach a schedule with the details.

You would not wait to file the Declaration. The RTDRS needs it before the hearing, by the stated deadline. Late or missing proof of service can delay or halt your hearing. Filing the RTDR0003 on time protects your hearing date.

Legal Characteristics of the RTDR0003 – Declaration of Service by Tenant

The RTDR0003 is an evidentiary declaration. It is a legal document that the Tribunal relies on. It is not your claim itself. It is a factual statement about service. The RTDRS uses it to assess whether proper notice occurred. Proper notice is a cornerstone of procedural fairness.

The Declaration is binding in the sense that you certify its truth. You are confirming facts to the Tribunal. The Tenancy Dispute Officer may question those facts at the hearing. If your declaration is inaccurate, it may be rejected. If it is false, you risk serious consequences. False statements can harm your credibility and your case. They may also lead to penalties under applicable law.

Enforceability flows from the RTDRS rules on service and proof of service. The Tribunal sets methods and deadlines for service. It also sets out how to prove service. A completed RTDR0003 that matches those rules supports your case. It allows the hearing to proceed. It helps the Officer decide preliminary issues quickly.

Several features support reliability. The form requires specific details, including dates and methods. It asks who served the documents and to whom. It requires contact information and addresses. It invites attachments such as receipts or tracking pages. These details reduce room for dispute. They also allow cross-checking where needed.

General legal considerations apply. You must serve every respondent named on your Application. You must use a permitted service method. You must meet all service timelines. The service address should be accurate and current. For corporations, you should serve a person with apparent authority. For email service, consent or a pattern of email communication may be required. For posting or other unusual methods, you need a Tribunal order. Keep all supporting proof in case questions arise.

Privacy and safety matter as well. Use only the information needed to serve and prove service. If you have a safety concern about your contact details, ask the RTDRS for direction. The Tribunal may provide a way to protect sensitive data. Still, you must satisfy the service requirements of the other party.

Finally, the Declaration does not create rights by itself. It records a procedural step. The Tribunal decides the weight to give it. Accurate, detailed declarations carry more weight. Poor or vague declarations can lead to adjournments or dismissals.

How to Fill Out an RTDR0003 – Declaration of Service by Tenant

You complete the RTDR0003 after you serve your documents. Gather your file number, the served documents list, and proof of delivery. Set aside 15 to 30 minutes. Work carefully and avoid guesswork.

Step 1: File number and style of cause

• Enter your RTDRS file number at the top. Use the exact format on your Notice of Hearing.
• List the parties as they appear on your Application. Your name is the Applicant. The landlord is the Respondent.
• Include all Respondents if there are multiple. Use their legal names where possible.

Step 2: Your information (the Declarant)

• Enter your full name as the person making the declaration.
• Provide your contact details. Use your mailing address, phone, and email.
• If someone else served the documents, that person should complete the form. The Declarant is the server.

Step 3: Identify who was served

• List each Respondent served. Include the landlord’s full name and role.
• If the landlord is a company, include the company name. Add the name and role of the person who accepted service.
• If you served a property manager, list the company and the individual who accepted the documents.

Step 4: Service address and details

• Provide the exact address where you served. Include the unit number and the postal code.
• For personal service, note the location, such as office or residence.
• For email, list the specific email address used.
• For courier or recorded mail, list the delivery address.

Step 5: Method of service

• Select the method used for each Respondent. Use one line per Respondent if needed.
• Personal service: State that you handed the documents to the person. Note the date and time. Describe the person, if not the Respondent.
• Left with adult at residence: Note the name if known, and relationship. Record date and time.
• Courier or recorded mail: List the carrier, tracking number, and delivery date. Attach the tracking proof as a schedule.
• Email or fax: Provide the email address or fax number. Attach the sent email and any delivery receipts. Confirm consent or prior use if required.
• Service on a corporation: Note the person’s name and title. For example, a manager or a receptionist. Record date, time, and location.
• Substituted service: Confirm that you followed the order exactly. Attach a copy of the order. Describe the steps taken, like posting or mailing.

Step 6: Date and time of service

• Record the exact date and local time. Use the 24-hour clock or specify “a.m.” or “p.m.”
• If you served by different methods on different days, list each event. Use a separate line or a schedule for clarity.

Step 7: Documents served

• List every document delivered. Common items include:
• Application for a Residential Tenancy Dispute Resolution.
• Notice of Hearing and any scheduling directions.
• Your evidence package and index.
• Any exhibits, photos, receipts, or statements.
• Any Tribunal orders or directions to serve.
• Any Witness Summons, if applicable.
• Be specific. For example, “Photos of water damage, six pages,” or “Rent ledger, January–June.”
• If space is tight, attach a “Schedule A: Documents Served.” Number each item.

Step 8: Multiple Respondents

• If you have several Respondents, repeat Steps 3 to 7 for each one.
• Use separate sections or a schedule for clarity. Make clear which documents went to which Respondent.
• If methods differed among Respondents, show that. For example, one by email, one by courier.

Step 9: Attach supporting proof as a schedule

• Attach relevant proof. Useful items include:
• Courier or mail tracking pages, showing delivery.
• Email screenshots with timestamps and file names.
• Photos of posted documents if allowed by order.
• A short note about any phone confirmation of receipt.
• Label attachments as Schedule A, B, C, and so on. Refer to them in the form.
• Keep originals for your records.

Step 10: Declaration and signature

• Read the declaration statement carefully. You must confirm truth and completeness.
• Sign and date the form where indicated. Use your legal name as it appears in the file.
• If the form requires a witnessed or commissioned signature, follow that instruction. Use a Commissioner for Oaths or Notary if needed.
• If you submit electronically, follow the e-signature guidance. Ensure the date and place fields are complete.

Step 11: Filing the form with the RTDRS

• File the completed form with the Tribunal. Use the method listed in your Notice of Hearing.
• File it by the stated deadline. This is usually before the hearing date. Late filing risks adjournment.
• Keep a copy of the filed form and all schedules. Bring copies to the hearing.

Practical examples

Personal service at a landlord’s office:

You visit the landlord’s office during business hours. The landlord is present. You hand them the Application Package. You note the time and address. You then complete the RTDR0003. You record the method as a personal service. You list the exact date and the documents delivered. You sign the declaration and file it.

Service on a corporate landlord by courier:

You prepare the Application Package. You send it to the company’s business address by courier. You keep the tracking number. The courier confirms delivery the next day at 10:12 a.m. You print the delivery confirmation. You complete the RTDR0003. You list the method as courier with the tracking number. You attach the tracking as Schedule A. You file the form before the deadline.

Service by email to a property manager:

The property manager has used email with you before. The Tribunal allows email service in your case. You send the package by email with attachments. You receive an automated delivery confirmation. You print the sent email and confirmation. You complete the RTDR0003. You list the email address and send time. You attach the proof as Schedule A. You file the Declaration.

Service under a substituted service order:

You could not locate the landlord. The Tribunal granted substituted service. The order directs posting at the property and mailing to the last known address. You post the Notice of Hearing at the unit door. You mail the package the same day. You take time-stamped photos of the posting. You keep the mail receipt. You complete the RTDR0003. You describe both steps and dates. You attach the order, photos, and receipt. You file the Declaration.

Common Mistakes to Avoid

• Do not guess dates or times. Check receipts and your calendar. Do not omit a Respondent. Serve everyone named in the file. Do not rely on the mailing date for delivery. Record actual delivery, where required. Do not forget to attach tracking or email proof. Vague statements invite challenges. Do not miss the filing deadline. The Tribunal may adjourn or dismiss.
• Tips for stronger declarations
• Match every served document to your evidence index. Use consistent file names on attachments. Note the full address, including unit number. Include the person’s role when serving a company. Use clear, short descriptions. Keep sentences factual and neutral. If anything unusual happened, note it. For example, “Recipient refused to give name.” Or, “Recipient confirmed role as manager.”
• What happens after filing
• The RTDRS reviews your Declaration. If it meets the rules, your hearing can proceed. If the service appears incomplete, the Tribunal may contact you. You may need to correct the service or seek directions. Bring your supporting proof to the hearing. Be ready to answer questions about service. Clear, organized proof saves hearing time.
• If service failed, act quickly. Try another approved method if time allows. If not, request directions from the RTDRS. You may need an adjournment or a substituted service order. Be honest about what happened. Provide a plan to complete the service. The Tribunal values prompt action and clear updates.
• Final check before you submit
• Confirm names and file number. Confirm that all Respondents are listed. Confirm the method and date for each Respondent. Confirm all documents are listed. Confirm all schedules are attached and legible. Confirm your signature and date. Then file within the deadline. Keep copies of everything.
• Using the RTDR0003 correctly sets your hearing up for success. It shows respect for process and fairness. It avoids delays and last-minute disputes. It puts the focus on the merits of your case.

Legal Terms You Might Encounter

• Applicant means the person who started the case. In this form, that is you, the tenant. The declaration confirms that you gave your application and related documents to every respondent.
• Respondent means the person or organization you served. That is usually the landlord, property manager, or another party named in your case. You must show how each respondent received the documents.
• Service (or Serve) means delivering the documents required for the case. The declaration records when, where, and how the service happened. It proves the other side got the materials.
• Method of service is the way you deliver the documents. It could be in person, by mail, by courier, or by another route allowed by the rules or a direction. The form asks you to name the method you used for each respondent.
• Personal service means handing the documents directly to a person. On the form, you would list the date, time, and location of hand delivery, and the name of the person who received them.
• Alternative service (sometimes called substituted service) is a method approved when regular service is not possible. It might involve posting, emailing, or other steps set by a direction. If you used an approved alternative, the form should reference that direction and describe what you did.
• Proof of service is the evidence that supports your declaration. It can include a courier receipt, a mail tracking page, an email header, or a text screenshot. You note the proof in the declaration and attach copies.
• A Commissioner for Oaths or a Notary is the official who witnesses your signature if the form requires swearing or affirming. You sign the declaration in front of that person. They complete the jurat (the section showing where, when, and by whom it was witnessed).
• Agent is someone acting for a party. This could be a property manager, lawyer, or authorized representative. If you served an agent, the form should name the agent, their role, and the connection to the respondent.
• Hearing is the date and time when your case will be decided. Service must be completed early enough for the respondent to review the documents. The declaration helps the decision‑maker confirm what happened.
• Registered office is the legal address for a corporation. If the respondent is a company, you may have served documents at a business address that matches the records you relied on. The form should capture the exact address used.

FAQs

Do I need to swear or affirm the declaration?

Yes, if the form states that it must be sworn or affirmed. You sign it in front of an authorized official. Bring photo ID. Do not sign in advance. Sign only when asked to do so.

Do I need a separate declaration for each respondent?

You can use one declaration if it clearly lists each respondent and the method used for each. If the details differ a lot, complete a separate declaration for clarity. The goal is to make the record easy to follow.

Can I serve by email or text?

Only if the governing rules or a direction allow it, or the other party clearly agreed to receive service that way. If you used email or text, attach proof. Include the message headers, timestamps, and the full address or number. Explain how you verified it belongs to the respondent.

What if I cannot find the landlord to serve personally?

Record your attempts. Keep dates, times, and places. If standard methods do not work, you may need approval for an alternative method. Follow any directions you receive before the hearing. Do not guess. Use only permitted methods.

Who can act as the server?

You can serve documents yourself if the rules allow it. Some forums prefer a third party who is an adult and not involved in the dispute. If someone else served, include their name and contact details in the declaration. They may need to attend the hearing if service is challenged.

What should I attach as proof?

Attach whatever directly ties the documents to the respondent and shows delivery. Examples include courier waybills, mail tracking, email headers, a read receipt, a signed acknowledgment, or photos of posted documents. Label each attachment. Refer to each item in the declaration.

When should I file the declaration?

File as soon as service is complete for all respondents. Many proceedings require proof before the hearing starts. Filing early reduces the risk of delay. Keep a copy for yourself and bring the original to the hearing.

How do I handle service on a corporation or property manager?

Serve an address or person permitted for that role under the rules or a direction. If you served a manager or receptionist, explain the person’s position and why you believed they could accept service. Include the full business name and address on the form.

What if I discover a mistake after filing?

File a corrected declaration right away. Mark it as a replacement and explain what changed. Keep the original and the corrected version. Be ready to explain the correction at the hearing. Send updated copies to the other side if required.

Do I have to serve every document I filed?

Serve the materials listed in your hearing notice or directions. This often includes the application, notice of hearing, and your evidence. If you add new documents later, serve those too and update your declaration.

Checklist: Before, During, and After the RTDR0003 – Declaration of Service by Tenant

Before signing

• File number and case details.
• Full legal names of all respondents and any agents.
• Service addresses, email addresses, and phone numbers are used.
• Hearing date, time, and location or format.
• A clear list of every document you served.
• Dates, times, and locations of service for each respondent.
• Method used for each service event.
• The server’s name and contact details if someone else served.
• Notes on the person who accepted service and their role.
• Proof attachments: mail or courier tracking, email headers, delivery receipts, screenshots, photos, signed acknowledgments.
• A log of attempts if service was difficult.
• Any direction that allowed alternative service, if used.
• An appointment with an authorized official if the declaration must be sworn or affirmed.
• Government‑issued ID for commissioning.

During signing

• Confirm the file number matches your application.
• Check that each respondent’s name is spelled correctly.
• Verify each service address and contact detail used.
• Confirm each service date and time. Use local time.
• Ensure the method of service is accurate for each respondent.
• Identify who accepted service and note their position or relationship.
• List every document served, with dates.
• Reference each attachment in the declaration. Label them clearly.
• Number the pages and attachments. Keep the order consistent.
• Read the declaration line by line before you sign.
• Sign only in front of the authorized official if required.
• Ensure the official completes the jurat with the location and date.
• If you made a correction, initial it before signing. Avoid blank spaces.

After signing

• File the declaration and attachments promptly.
• If required, provide a copy to each respondent.
• Keep the original in a safe place. Bring it to the hearing.
• Save digital copies. Back them up.
• Calendar any remaining service deadlines for late‑added documents.
• Track delivery confirmations received after filing and bring them to the hearing.
• If service continues (for new evidence), file a supplemental declaration.
• If you spot an error, file a corrected declaration without delay.
• Keep your service log. It helps if the service is challenged.

Common Mistakes to Avoid RTDR0003 – Declaration of Service by Tenant

Leaving out key details

• Don’t forget to record the date, time, location, and method for each service event. Missing facts weaken your proof. The result can be a delay or a rescheduled hearing.

Using a method that is not permitted

• Do not rely on a delivery route unless it is permitted by the rules or a direction. If service is invalid, your hearing may be adjourned, or your materials may not be considered.

Serving the wrong person or address

• Avoid serving someone who has no clear link to the respondent or an address that does not connect to them. If the wrong person was served, the other side can challenge the service. That can lead to delays.

Signing without proper witnessing

• Do not sign a sworn or affirmed declaration unless an authorized official is present. An improperly commissioned form may be rejected. You may have to re‑serve and re‑file.

Forgetting to attach proof

• Do not claim delivery without showing how you know it happened. Missing tracking pages, email headers, or screenshots reduces credibility. The decision‑maker may not accept your service as proven.

What to Do After Filling Out the Form RTDR0003 – Declaration of Service by Tenant

1. File the declaration quickly. Use the filing method allowed by the forum. Aim to file well before the hearing. Confirm your submission was received.
2. If you serve new documents later, complete a supplemental declaration. Keep the numbering and labeling consistent. Note which documents are new and when you served them.
3. If you discover an error, fix it right away. Prepare a corrected declaration. Identify what changed and why. Keep both versions. Provide updated copies to the other side if required.
4. Organize your proof. Create a service tab in your hearing package. Place the declaration first, followed by labeled attachments. Use a simple index. Bring both paper and digital copies.
5. Prepare to answer questions. Be ready to explain who you served, how you verified addresses, and why you chose the method used. Keep your service log handy.
6. Monitor delivery updates. If a courier or mail item shows later tracking, print the final page and add it to your package. You can bring updates to the hearing.
7. Store your records. Keep originals in a safe place until all appeal or review periods end. Retain digital backups. Save email headers in their original format.
8. If the other side challenges service, stay calm. Walk through your steps in order. Point to each piece of proof. Explain any gaps clearly and honestly.
9. If the matter settles, keep the declaration and proof anyway. You may need the record to confirm timelines or terms.
10. If you add or remove parties, check what service is required next. Complete fresh service where needed. File a new or supplemental declaration to match.