RTDR0005 – Declaration in Support of Substitutional Service

Jurisdiction: Country: Canada | Province or State: Alberta

What is an RTDR0005 – Declaration in Support of Substitutional Service?

This form supports a request to serve RTDRS documents by an alternative method. You use it when normal personal service is not working. It belongs to the Residential Tenancy Dispute Resolution Service (RTDRS) in Alberta.

The form is a formal declaration. You explain what you tried, why the service failed, and what you propose instead. You show that your alternative method will likely reach the other party. You attach proof of your efforts. You ask the RTDRS to approve a different way to serve.

Who typically uses this form?

Landlords. Tenants. Property managers. Agents. Process servers. Anyone who filed an RTDRS application must serve the other party. You may also use it if you are served and need to serve a cross‑application.

Why would you need this form?

Because service is mandatory, RTDRS cannot hear your case unless the other party is served. If you cannot complete personal service despite trying, you need permission for another method. The RTDR0005 gives the Tenancy Dispute Officer the facts to decide your request.

Typical usage scenarios

A tenant has moved and left no forwarding address. You have a hearing date and cannot locate it. A respondent is avoiding contact. They do not open the door, and calls go unanswered. Mail returns as undeliverable. A building’s entry system blocks access. A roommate dispute makes personal service unsafe. The respondent lives out of province during the hearing window. You still must serve, and time is short. You use the form to propose service by email, text, posting, or another reliable method.

Think of the RTDR0005 as your evidence package for service issues. You lay out dates, times, and efforts. You show the last known address and contact information. You attach screenshots, delivery receipts, photos, and notes. You explain why the proposed method will reach the respondent. The officer can then authorize alternative service if justified.

If granted, you must follow the method and timeline in order. After you complete that service, you file proof. The RTDRS can then proceed with your hearing. If you do not complete the service, the hearing may be adjourned or dismissed.

When Would You Use an RTDR0005 – Declaration in Support of Substitutional Service?

Use it when personal service is not possible or reasonable, despite real effort. This usually means repeated attempts at different times and days. It also means you took steps to confirm locations and contact details.

A landlord might use it when a tenant abandons a unit. The mailbox is full. The phone number now disconnects. You have the tenant’s email from the lease and messages from last month. You propose service by email and posting on the unit door.

A tenant might use it when the landlord changes offices. The old address is closed. Calls go to voicemail. You still must submit your application and evidence. You propose service to the landlord’s agent and to a known email used in past dealings.

A property manager might use it when a respondent is hostile. Prior in‑person attempts met threats or barking guard dogs. Safety concerns make a doorstep attempt unreasonable. You propose service by email and placing documents in a clear sleeve on the door.

A process server might use it when access is blocked. A condo’s fob restricted access to the respondent’s floor. The concierge refuses entry. You confirm the respondent still lives there. You propose service by posting in a sealed envelope and emailing.

You also use it for remote respondents. A seasonal worker left Alberta. They texted a new number and provided a new email. You propose service by email and text. You attach screenshots showing that the address is active.

You use it when the mail returns. Registered mail was returned unclaimed. You still see the respondent’s vehicle at the property. Neighbours confirm occupancy. You propose service by posting and regular mail. You include a photo of the returned envelope.

You use it where timing is tight. Your hearing is approaching. You made reasonable efforts, but cannot complete the personal service in time. Your proposed method can be completed quickly and will reach the respondent.

In short, you use this form when you can show two things. First, you tried to serve properly. Second, your proposed method will likely inform the other party.

Legal Characteristics of the RTDR0005 – Declaration in Support of Substitutional Service

The declaration is a sworn or affirmed statement of facts. It supports a discretionary decision by a Tenancy Dispute Officer. It is not the order itself. It is a key part of the record the officer reviews.

Is it legally binding?

Your declaration binds you to the truth of your statements. False statements can lead to penalties. The officer’s resulting order, if granted, is binding on service. Service completed as ordered is treated as proper service.

What ensures enforceability?

Procedural fairness. You show diligent efforts to locate and serve the respondent. You provide reliable contact details and proof. You propose a method that is likely to reach them. The officer weighs this evidence and issues directions. If you follow the order exactly, service is effective for the hearing.

General legal considerations apply. The RTDRS must balance fairness and practicality. The other party has a right to know about the case. You must respect privacy and safety during attempts. Do not trespass or harass. Keep your efforts reasonable and lawful.

Specificity matters. Dates, times, and outcomes show diligence. Vague claims carry less weight. Corroborate your statements with exhibits. Show returned mail, call logs, texts, emails, and photos. Label and reference each item clearly. Make it easy for the officer to follow your record.

Proportionality also matters. Use a method likely to reach the respondent. If you know they use a particular email, propose it. If texts often get replies, include that number. If they still live at the unit, posting on the door may work. Explain why your chosen method is best.

Scope matters. The order will specify which documents to serve and how. Follow the method, the location, and the timeline set out. Do not improvise. If you cannot comply, seek direction as soon as possible.

Finally, accuracy matters. Use the correct names and roles. Identify the right file number and hearing date. If you have an agent or representative, include their details. Sign the declaration as directed. Keep copies of everything you file and serve.

How to Fill Out an RTDR0005 – Declaration in Support of Substitutional Service

Follow these steps. Gather your information first. Then complete the form in one sitting if possible.

1) Collect your file details.

• Find your RTDRS file number. It appears on your application and notices.
• Note your hearing date and time, if scheduled.
• Confirm the exact names of the applicant and respondent. Use full legal names, not nicknames.
• Confirm addresses, unit numbers, and postal codes.

2) Identify the parties.

• List yourself as the declarant. Include your role (landlord, tenant, agent, or process server).
• Provide your contact details. Include phone and email.
• List the respondent’s full name. Include all known aliases if relevant.
• Provide the respondent’s last known address. Include unit, buzzer code, and any identifiers.
• If the respondent is a business, name the legal entity and the contact person.

3) Describe the documents to be served.

• State the documents you need to serve. Examples include the application, notice of hearing, and your evidence package.
• If you seek an alternative service for future orders, say so. Be specific about document types.

4) Set out your service attempts.

• Create a clear timeline. Use dates, times, and locations for each attempt.
• Describe what you did and what happened. For example: “June 2, 6:30 p.m., door knocked, no answer.”
• Include different days and times. Show that you varied your attempts.
• Note any conversations with neighbours or building staff, if relevant and lawful.
• Record calls and messages. Include the numbers and addresses you used.
• Note any returned mail. Keep the envelope with markings.
• Add photos of posted notices you removed after unsuccessful attempts. Do not leave unauthorized materials.
• Keep the tone factual and neutral.

5) Provide known contact information.

• List all phone numbers you know. Label them by type if possible.
• List email addresses used in past communications.
• List the workplace or usual place of business, if relevant.
• List emergency contacts named in the lease, if any. Explain any attempts to reach them, if used.
• State how recent each piece of information is. The officer must assess reliability.

6) Explain why personal service is not possible or reasonable.

• Tie your explanation to your attempt log.
• Mention access barriers, safety issues, and returned mail.
• Explain any urgency. For example, an upcoming hearing.
• Avoid conclusions like “impossible” without facts. Show, don’t just tell.

7) Propose your alternative method(s) of service.

• Pick methods that match the respondent’s habits. Email, text, posting on the unit door, or service to a known agent are common.
• If proposing a posting, specify the exact door and address. Describe how you will protect confidentiality.
• If proposing an email, include the address and proof of past use. Attach screenshots of recent exchanges.
• If proposing text, include the number and recent activity. Provide screenshots that show the number.
• If proposing service to another person, explain the relationship. Show why that person will deliver or inform.
• If proposing mail, explain why the mail will reach them. Consider combining methods to increase reliability.
• Ask for clear directions on timing. Propose when the service will be complete.

8) Show why your method will likely reach the respondent.

• Connect the method to your evidence. For example: “Respondent replied to this email last week.”
• If the respondent still lives at the unit, say how you know. Provide photos or neighbour statements where appropriate.
• If the respondent is away, show current contact channels. Use recent messages.

9) Attach exhibits and schedules.

• Label each exhibit clearly as Schedule A, B, C, and so on.
• Use a brief caption for each exhibit. For example: “Schedule A – Screenshot of June 3 email.”
• Attach photos of the property, if helpful. Include timestamps if available.
• Attach call logs with dates and durations. Remove unrelated numbers.
• Attach the returned mail envelope showing tracking and return marks.
• Cross‑reference each schedule in your narrative. Example: “See Schedule B.”
• Keep exhibits legible. Redact private data that is not needed.

10) Complete the declaration statement.

• Read the declaration text on the form carefully.
• Confirm that everything is true to your knowledge and belief.
• If the form requires a commissioner for oaths or a notary, sign in their presence.
• If not, sign and date as directed by the form.
• Print your name. Include the city and date of signing.
• If a representative signs, state their authority. Attach a copy of the authorization if needed.

11) Review for accuracy and completeness.

• Check names, addresses, and file numbers.
• Check dates and times. Ensure they are in order.
• Ensure you include every exhibit you referenced.
• Make sure your proposed method is clear and practical.

12) File the declaration with the RTDRS.

• Submit it to your file as instructed by the RTDRS.
• Do this as soon as you see service problems. Do not wait.
• Keep copies of everything you file.

13) Attend to next steps after filing.

• Monitor for the order on substitutional service.
• If granted, follow the method and deadline exactly.
• Complete the steps in the order. Take photos and screenshots as you do.
• Keep mailing receipts and delivery confirmations, if used.

14) File your proof of service after you complete it.

• Use the RTDRS service declaration form to confirm completion.
• Attach proof as schedules. Label them clearly and cross‑reference.
• File promptly so the hearing can proceed.

15) If your request is denied, adjust and reapply if needed.

• Review the reasons given. Fill gaps in your evidence.
• Try additional attempts at service. Vary the time and method.
• Consider using a professional process server.
• Re‑file a revised declaration with stronger proof.

Practical tips

Make your attempt log detailed and consistent. Use clear photos with dates enabled. Keep email headers visible. Save original files. Use one declaration per respondent if there are multiple people. Avoid speculation. Stick to facts you can back up.

Remember your goal. Show that you tried normal service in good faith. Show that your proposed method will likely reach the other party. Present your evidence in a clear, organized package. That gives the officer what they need to decide quickly.

This guidance is general information to help you complete the form. It does not replace legal advice. If you are unsure about your situation, consider getting independent advice.

Legal Terms You Might Encounter

• Substitutional service means asking the tribunal to let you serve documents in a different way when you can’t deliver them personally. On this form, you explain why standard service failed and what alternate method should count, such as posting, email, text, or mail.
• Declaration is a sworn or affirmed statement of facts. On this form, you declare what you did to locate and serve the respondent, when you tried, and what happened. Your declaration must be true and complete.
• Deponent is the person making the declaration. If you are the applicant or an authorized agent, you are the deponent for this form. You sign, then swear or affirm the truth of your statements before an authorized official.
• Sworn or affirmed refers to the way you verify your declaration. Swearing is an oath; affirming does not involve an oath. Either method confirms your statements are true to the best of your knowledge.
• Commissioner for Oaths or a Notary Public is an official who can witness your declaration. You must sign this form in front of one of them. They confirm your identity and the date and location of your oath or affirmation.
• Reasonable efforts are the practical steps you took to serve the respondent using standard rules. In this form, you list each attempt with dates, times, places, and outcomes. You also describe searches or contacts you made to find the respondent.
• Affixing or posting service is a common alternative method. You attach the documents in a visible, secure way at the rental premises or the last known address. On this form, you explain why posting is likely to reach the respondent and include proof, such as photos.
• Electronic service means sending the documents by email, text, or messaging platform. This form asks you to explain why an electronic method is reliable. Include addresses, numbers, screenshots, and any past communication that shows the respondent uses that channel.
• Proof of service is evidence that the respondent received the documents (or is very likely to have received them). Your declaration should describe your evidence in detail and attach exhibits that support your story.
• Respondent and applicant identify the parties. The applicant files the tenancy application. The respondent is the person you must serve. On this form, list each respondent by full legal name and connect your service attempts to each person, not just the unit.
• Hearing deadline is the last day you must finish service before the hearing. On this form, you explain why you need an alternate service now so the hearing can proceed on time.
• Exhibits are the supporting materials you attach to your declaration. Label them A, B, C, and so on. Typical exhibits include delivery receipts, photos of posting, emails, texts, search results, or notes from conversations with contacts.

FAQs

Do you need to try personal service before filing this form?

Yes. You need to show that standard service was not successful, despite reasonable effort. In your declaration, detail the dates, times, and places where you tried. Include varied attempts (weekday/weekend, morning/evening), and any searches you made to confirm the respondent’s location.

Do you have to make a certain number of attempts?

There is no fixed number on this form. Focus on quality and variety. Show a pattern of effort that makes sense for the situation. For example, multiple attempts at different times, contacting known associates, checking the rental premises, and using the last known contact details.

Do you need to attach evidence?

You should. Attach exhibits that back up your statements. Photos of posted notices, delivery or courier tracking, mail receipts, emails, texts, call logs, and search notes all help. Label each exhibit clearly and refer to it in your declaration.

Do you need a Commissioner for Oaths or a Notary Public to sign this form?

Yes. You must sign the declaration in front of a Commissioner for Oaths or a Notary Public. Do not sign in advance. Bring identification. The official will confirm your identity and witness your oath or affirmation.

Do you need one form per respondent?

Typically, you complete one declaration that addresses each respondent, but you must clearly separate your efforts for each person. If your attempts differ between respondents, make that obvious in the facts and exhibits. If in doubt, complete separate declarations for clarity.

Do you ask for a specific alternate method, like email or posting?

Yes. In the form, propose one or more alternate methods that fit your facts. Explain why the method will likely reach the respondent, and attach proof (for example, recent emails, texts, or photos of a clearly visible posting location).

Do you still need to serve the documents after the tribunal grants substituted service?

Yes. The order will tell you how to complete the service and by when. Follow the method exactly as ordered, then prepare a proof of service that shows you complied with the order.

Do you update the tribunal if you find the respondent after filing?

Yes. If you locate the respondent, use the most reliable method that meets the tribunal’s service rules or the order you receive. If the order specifies a method, stick to it unless you receive permission to change it. File updated proof of service if needed.

Checklist: Before, During, and After the RTDR0005 – Declaration in Support of Substitutional Service

Before signing

• File number and hearing details. Have your application number, unit address, and scheduled hearing date handy.
• Full names and roles. Confirm the legal names of all respondents and your role (landlord, tenant, agent).
• Service attempts log. List each attempt with date, time, location, and outcome. Include who tried to serve, and any witnesses.
• Contact details used. Gather all phone numbers, emails, and messaging IDs you tried, including dates and results.
• Last known addresses. Confirm the rental premises and any other addresses you attempted.
• Evidence to attach. Prepare photos of postings, delivery receipts, tracking pages, mail slips, emails, texts, call logs, and search notes.
• Supporting context. Include facts showing why the respondent is at or linked to the address or contact method (recent rent payments, messages, maintenance requests).
• Proposed alternate methods. Decide what you will ask for (posting, mail, email, text) and why each is reliable.
• Identification. Bring government-issued ID for the witnessing appointment.
• Scheduling. Allow time to have the declaration witnessed and to file before service deadlines.

During signing

• Names and file number. Verify the spelling of each party name and your file number on every page.
• Dates and times. Double-check each date and time in your attempts log. Keep them consistent with exhibits.
• Addresses and contact info. Confirm the civic address, unit number, city, and postal code. Confirm email and phone formatting.
• Attach exhibits. Label A, B, C, etc., and refer to them in the declaration body. Ensure labels match the references.
• Clear request. State exactly which alternate service methods you are seeking and for whom.
• Swear or affirm in person. Sign only in front of the Commissioner for Oaths or Notary Public. Ensure the jurat (the witnessing section) is fully completed with the place and date.
• Pagination. Number pages and ensure nothing is missing. Initial any handwritten corrections as required by the official.

After signing

• Filing. Submit the declaration promptly with your application file so the tribunal can consider your request before the hearing.
• Keep copies. Save a full copy with exhibits. If you have multiple respondents, prepare a set for each.
• Track deadlines. Note any direction from the tribunal about timelines, including how many days before the hearing service must be completed.
• If the order is granted, follow the authorized method exactly. Complete service, then prepare and file proof of service.
• If the order is not granted. Make more reasonable attempts or gather better evidence, then submit a new or updated declaration.
• Update contact info. If you learn of a better address or contact method, record it and be ready to amend your request if allowed.
• Secure storage. Keep your declaration and exhibits organized. You may need them at the hearing.

Common Mistakes to Avoid RTDR0005 – Declaration in Support of Substitutional Service

• Submitting vague timelines. Don’t write “tried several times.” List specific dates, times, and places. Consequence: The tribunal may find your efforts insufficient and refuse substitutional service.
• Forgetting exhibits. Don’t claim you posted or emailed without proof. Attach photos, screenshots, or receipts. Consequence: Your declaration may be discounted, delaying your case.
• Signing outside a witnessing appointment. Don’t sign before you see the Commissioner for Oaths or Notary Public. Consequence: Your declaration may be invalid, and you’ll have to redo it.
• Mixing up respondents. Don’t lump all tenants together. Tie each attempt and each alternate method to each respondent by name. Consequence: The order may not cover everyone, forcing repeat service.
• Requesting unrealistic methods. Don’t ask for a method with no evidence of use, such as an old email you can’t access. Consequence: The tribunal may deny your request or limit the order.
• Ignoring deadlines after the order. Don’t delay service once you have permission. Consequence: Late service can jeopardize the hearing or require a new order.

 What to Do After Filling Out the Form RTDR0005 – Declaration in Support of Substitutional Service

1. Swear or affirm. Sign in front of a Commissioner for Oaths or a Notary Public. Confirm the jurat is complete.
2. File immediately. Submit the signed declaration with exhibits under your file number. Note the date and method of filing.
3. Await direction. Watch for the tribunal’s decision. If granted, read the order carefully. It will specify methods, timelines, and any posting or mailing requirements.
4. Carry out service as ordered. Follow each step precisely. For posting, take clear photos showing the door, date, and time. For mail, keep receipts and tracking. For electronic service, keep sent messages and delivery confirmations.
5. Prepare proof of service. Assemble your evidence into a concise package. Identify the method used, the date and time, and attach exhibits.
6. File proof of service. Submit your proof within the required timeline before the hearing. Keep a copy for your records.
7. If denied, strengthen your record. Make additional reasonable attempts, gather stronger evidence, and file a new declaration. Address any gaps noted in the decision.
8. If contact details change, adapt. If you obtain better information for reaching the respondent, document it and request permission to use it if needed.
9. Bring everything to the hearing. Have your filed declaration, the order, your proof of service, and all exhibits available for quick reference.