RTDR13290 – Add or Change a Hearing Representative

Jurisdiction: Country: Canada | Province or State: Alberta

What is an RTDR13290 – Add or Change a Hearing Representative?

This form lets you appoint, replace, or remove a person who will speak on your behalf at a residential tenancy hearing in Alberta. It updates the hearing file so the tribunal knows who can act for you. It also tells the tribunal where to send notices and decisions.

You use this form when you want someone else to handle your hearing. That person is called your “hearing representative.” Your representative can present your case, question witnesses, and respond to the decision-maker’s questions. They can also receive documents for you. The form is your written authorization. It gives the representative authority to act for you in the case.

Both tenants and landlords use this form. So do corporate landlords, property managers, and agents. It applies whether you started the application or you are responding to one. You can use it at any time before the hearing ends. Most people file it soon after they hire or change a representative.

You may need this form if your schedule changes and you cannot attend the hearing. You may also need it if your case becomes more complex and you want help. You might use it to switch from a friend to a lawyer or agent. You might also use it if your property management company changed. The form ensures the right person speaks and receives documents for you.

Typical usage scenarios

A tenant hires an advocate to handle a deposit dispute. They submit this form so the advocate can speak at the hearing. A landlord replaces a property manager who left the company. They filed this form to substitute the new manager. A corporate landlord decides to have in-house counsel attend. They update the file with this form. A self-represented party suddenly travels for work. They authorize a family member to attend. Each scenario needs the same form.

This form does more than list a name. It controls who gets the service of documents. It limits who can access your file. It affects privacy and communication with the tribunal. It also helps prevent delays on the hearing date. Without a filed authorization, the decision-maker may restrict what your representative can do.

When Would You Use an RTDR13290 – Add or Change a Hearing Representative?

You use it any time you want to appoint or replace the person who will act for you in the hearing process. File it as soon as you decide to change representation. Early filing reduces the risk of missed notices. It also avoids arguments about who can speak at the hearing.

As a tenant, you might use this form if you retain a tenant advocate after filing your response. You may also use it if you cannot attend due to work or travel. You can name a friend or family member to attend. You may use it if you need language support and want a bilingual representative. If your roommate started the file and moved out, you can name yourself as the sole representative.

As a landlord, you might use it when your property manager changes. You may also use it when you replace a contractor with an in-house agent. If you started as self-represented and later retained counsel, you file this form. If your company merges or rebrands, you update the representative details. If the original agent leaves the firm, you appoint a new one.

Business owners often use this form when a director cannot attend. They designate an employee or counsel to appear. Property management firms use it to assign a specific agent. Law firms use it to put a particular lawyer on record. If the counsel of record goes on leave, the firm files a change to name the covering lawyer.

You also use it to remove a representative. This can happen if the relationship ends or you return to self-representation. Removing a representative ensures the tribunal stops sending documents to them. It protects your privacy and avoids confusion.

Use it when you change your representative’s contact details. That includes a new email, phone number, or mailing address. Up-to-date contact details are important. The tribunal sends time-sensitive notices. You do not want a delay due to a wrong address.

Finally, use it if the scope of authority changes. You can limit a representative to specific issues or steps. You can allow them to accept service or restrict that power. If you want to narrow or expand what your representative can do, file this form.

Legal Characteristics of the RTDR13290 – Add or Change a Hearing Representative

This form is a written authorization. It is legally binding once accepted by the tribunal and placed in the file. It tells the tribunal who has the authority to act for you in the proceeding. It also guides the tribunal on where to send the service. It is enforceable within the tribunal’s process and rules.

What ensures enforceability is the combination of your signature, clear identification of the case, and the tribunal’s acceptance. The decision-maker relies on this form to manage the hearing. It sets the boundary of your representative’s authority. It also identifies the person responsible for receiving documents. The tribunal records and uses this information throughout the case.

Your representative’s authority is not unlimited. They act only within the scope you grant. You remain the party to the case. You are bound by statements the representative makes on your behalf. You are also bound by any settlement or undertaking they enter into within their authority. You can limit the representative’s scope in writing. If you do, the tribunal will hold them to that limit.

Some general legal considerations apply. First, identity and capacity matter. The person signing the form must be the party or an authorized officer or agent. If the party is a corporation, an officer, director, or authorized employee must sign. If the party is a partnership, a partner or authorized agent must sign. If the party has a legal guardian, the guardian must sign.

Second, the service of documents often shifts to the representative. Once you appoint a representative to receive documents, the tribunal can serve them instead of you. Service to your representative is service to you. If you change or remove your representative, update the file. Until then, documents may continue to go to the prior contact.

Third, confidentiality and privacy rules apply. Your authorization permits the tribunal to discuss your file with the named representative. Without it, staff may not disclose file details. Filing this form is your consent to share relevant case information with the representative.

Fourth, timing matters. A last-minute change can cause delays. The decision-maker may allow the change but may also restrict time for the representative to prepare. File the change as early as possible. If you must change late, be ready to explain why and how it impacts scheduling.

Fifth, representation by non-lawyers is allowed in many tribunal settings. But the tribunal can control who it permits to appear. It can refuse or restrict a representative who is disruptive or conflicts with the rules. It can also require the party to attend if needed for evidence. A representative cannot testify as the party. If your representative is also a witness, clarify roles early.

Sixth, you can revoke the authorization. To do so, file a new form or a written notice removing the representative. Until revocation is on file, the tribunal may rely on the prior authorization. If you revoke, notify the other party, so they serve you directly.

Finally, the decision-maker decides procedural issues. That includes who may speak, who may receive documents, and any limits. The decision-maker can ask for proof of authority at the hearing. Bring a copy of the signed form to the hearing.

How to Fill Out an RTDR13290 – Add or Change a Hearing Representative

Follow these steps to complete the form accurately. Use the exact case details shown on your notice or file confirmation. Type or print clearly. Keep a copy for your records.

1) Identify the case

• Enter the case or file number. Use the full format shown on your notices.
• Add the hearing date and time if assigned.
• Confirm the location or format (phone, video, or in-person) if known.

2) Identify the party granting authority

• Check whether you are the applicant or the respondent.
• Enter your legal name exactly as on the file.
• If you are a corporation, use the full legal name, not a trade name.
• If you are a partnership, list the partnership name.
• If there are multiple tenants or landlords, list each party who is granting authority. Each must sign unless one signs with documented authority.

3) Provide your contact details

• Enter your current phone number and email.
• Provide your mailing address. Use a complete address with a postal code.
• Indicate if you want the tribunal to keep you copied on all emails. If not, understand that only your representative may receive notices.

4) Name your representative

• Provide the representative’s full legal name.
• If they act through a firm or company, list the organization name.
• State their role, such as lawyer, agent, property manager, or friend.
• Include their relationship to you if relevant (e.g., employee, family).

5) Provide representative contact details

• Enter the representative’s email, phone number, and mailing address.
• Confirm the preferred method of communication. Many hearings use email.
• Make sure the email is monitored daily. Notices are time-sensitive.

6) Define the scope of authority

• Choose whether the representative can:
• Speak and appear on your behalf at the hearing.
• Receive service of documents on your behalf.
• File and receive documents in the case portal.
• Negotiate and consent to orders or settlements.
• If you want limits, describe them clearly. Examples:
• “Authority to appear at the 15 March hearing only.”
• “No authority to accept settlement without my written approval.”
• “Authority limited to scheduling and document filing.”

7) State the effective date

• Enter the date the authorization starts.
• If you are replacing a representative, align the effective date with the change.
• If this is urgent, mark the change as immediate.

8) Add or change a representative

• Indicate whether you are:
• Adding a representative where there was none.
• Replacing a prior representative.
• Removing a representative without naming a new one.
• If replacing, list the prior representative’s name. Check the box to revoke their authority. This avoids service going to the wrong person.

9) Corporate authority (if applicable)

• If the party is a corporation, identify your title (e.g., director).
• If the representative is an employee or agent, confirm they are authorized.
• If asked, attach proof of authority. Examples include a letter of authorization or management agreement. Keep supporting documents ready for the hearing.

10) Consent to electronic service

• Confirm that your representative may receive documents by email.
• Many notices arrive by email. Ensure the email is correct and stable.
• If you prefer mail, confirm that with the tribunal. Understand that mail can delay timelines.

11) Confidentiality and privacy acknowledgement

• Read the privacy statement. Confirm you consent to the tribunal discussing your file with your representative.
• Understand that your representative will have access to your case information.

12) Signature and date

• Sign and date the form. Use wet ink or the accepted e-signature method.
• If there are multiple parties on your side, each party must sign. If only one sign, ensure they have the authority to bind the others.
• If the signer is an officer or agent, include their title.

13) Representative acknowledgment (if required)

• Some versions include a representative acknowledgment. The representative confirms they understand their role and duties.
• If present, ask your representative to sign and date that section.

14) Attachments (if requested)

• Attach any required identification or authorization documents.
• If you are changing only contact details, attachments are usually not needed.
• If unsure, bring the documents to the hearing as backup.

15) Review for accuracy

• Check that names match the case file exactly.
• Confirm all emails and phone numbers.
• Ensure the scope of authority is clear and unambiguous.
• Verify that prior representatives are clearly revoked if you are replacing them.

16) File the form

• Submit it through the same channel you used for the case. This may be an online portal, email, or in-person filing.
• Include the case number in the subject line or cover page if emailing.
• File as early as possible before the hearing. Late filings can cause a delay.
• Keep proof of submission. Save the confirmation or the sent email.

17) Serve the other party if required

• If the tribunal directs you to serve the other party, send them a copy.
• Use the approved method of service for your case.
• Keep proof of service. It may be needed at the hearing.

18) Confirm receipt and update

• Check with your representative to confirm the tribunal has recognized the change.
• Ask your representative to confirm access to the case file.
• Monitor for any new notices or scheduling updates.

19) Prepare for the hearing

• Share all evidence and submissions with your representative early.
• Align on key issues, remedies sought, and settlement parameters.
• Clarify who will testify and who will attend. If your representative is also a witness, plan the order and roles.

20) If plans change again

• File a new form to adjust or revoke the authorization.
• Notify your representative and the other party if service details change.
• Keep your contact information current throughout the case.

Practical tips

Use a professional email for your representative, not a personal one that changes. If you limit authority, describe limits in plain language. If your representative cannot attend at the scheduled time, communicate with the tribunal early. Do not assume a last-minute change will be accepted. Bring a copy of the signed form and any proof of authority to the hearing.

Avoid common mistakes. Do not leave the case number blank. Do not forget to revoke a prior representative. Do not assume your representative will forward every email. Ask to be copied. Do not forget to update your own contact details if you want copies of notices. Do not rely on verbal authorization alone. The tribunal needs the signed form.

Remember your responsibilities. You remain responsible for deadlines and compliance. You are accountable for what your representative says and files. Monitor the case even if you delegate the work. If you are unsure about a decision your representative is making, put your instructions in writing.

Finally, consider the hearing format. If the hearing is by phone or video, test your representative’s setup. Confirm they have all exhibits ready to share. Confirm they know the correct dial-in or link. If the hearing is in-person, confirm the location and arrival time. Your representative should have identification and a copy of the filed form.

Using the RTDR13290 form keeps your case on track. It ensures the right person can act for you. It protects your ability to receive notices and be heard. Complete it carefully, file it early, and keep it updated if your plans change.

Legal Terms You Might Encounter

• Hearing representative means the person you authorize to speak for you at the RTDRS. On RTDR13290, you name this person and give their contact details. You also confirm they have your permission to act.
• Applicant means the person who filed the original application with the RTDRS. If you are the applicant, you complete RTDR13290 to add or change your representative for your file.
• Respondent means the person or business responding to the application. If you are the respondent, you can also use RTDR13290 to appoint or replace your representative.
• Authority means the permission you give your representative to act. On this form, you confirm that the representative may speak for you, receive documents, and make requests. Limitations, if any, should be clear in writing.
• Address for service means the official contact details where case documents must be sent. When you appoint a representative, their contact may become an address for service. Keep it current so you do not miss notices.
• Filing means delivering the completed form to the RTDRS for your file. After you sign RTDR13290, you submit it to the RTDRS so they can update your record before the hearing.
• Service means sending a copy of the filed form to every other party. After you file RTDR13290, you must serve the other side with a copy. Keep proof of how and when you served it.
• Substitution means replacing one representative with another. On this form, you can add a new representative and remove the previous one. Make it clear who is in and who is out.
• Adjournment means a delay or rescheduling of the hearing. A late change of representative can lead to adjournment requests. Use the form early to avoid scheduling issues.
• Withdrawal means removing your representative so they no longer act for you. RTDR13290 lets you confirm that change and restore you as self-represented if needed.

FAQs

Do you need a hearing representative to attend your RTDRS hearing?

No, you do not need one. You can represent yourself. Use RTDR13290 only if you want someone to speak for you, manage the hearing, or receive documents on your behalf.

Do you need a lawyer to be your representative?

No. Your representative can be a lawyer, paralegal, property manager, agent, or another trusted person. They must be able to identify themselves and speak to your case. You must authorize them using RTDR13290.

Do you need to attend the hearing if you have a representative?

You can choose. If you give your representative full authority, they can attend without you. If you want to add limits, state them in writing and inform your representative. If the adjudicator needs your direct input, you may still be asked to speak.

Can you change your representative close to the hearing date?

Yes, but act fast. File RTDR13290 as soon as you know about the change. Then serve the other party promptly. Late changes can cause delays or adjournments if the new representative is not prepared.

Do you need to tell the other party after you file RTDR13290?

Yes. You must serve the other party with a copy. Keep proof of service, such as a delivery confirmation, email record, or affidavit of service if required by your case.

Can your representative contact the RTDRS and other parties directly?

Yes, after you file RTDR13290, and the RTDRS updates the file. Until then, the RTDRS may only speak with the parties of record. Make sure the form is on file before your representative starts handling communications.

Is there a fee to file RTDR13290?

Procedural updates like this are often accepted without a fee. Policies can change. When you are preparing to file, confirm the current requirement with RTDRS staff.

Can your representative request an adjournment or make case decisions?

They can if you give them authority. If you want limits, write them down and share them with your representative. Consider confirming any limits in your filing cover note so the RTDRS understands your wishes.

Can your representative appear by phone or video?

Yes, if the hearing is set by phone or video. Make sure your representative has the joining details, access codes, and the time zone. Have them test their setup in advance.

What happens if you forget to remove a representative who no longer acts for you?

The RTDRS may continue to send documents to them. You risk missing notices. File RTDR13290 right away to remove them and update your address for service.

Checklist: Before, During, and After the RTDR13290 – Add or Change a Hearing Representative

Before signing

• Your RTDRS file number.
• Your role in the file (applicant or respondent).
• The full legal name of your representative.
• The representative’s phone number and email.
• The representative’s mailing address.
• Your hearing date and time, if scheduled.
• Clear written authority you intend to give.
• Any limits on authority, if you want to set them.
• Whether you are removing a prior representative.
• The names and contact details for every other party.
• Your method of serving the other party after filing.
• For organizations: proof that you can sign on behalf of the organization.

During signing

• Confirm your name and file number match the RTDRS record.
• Check that the representative’s name is spelled correctly.
• Verify the representative’s contact will serve as the address for service.
• Mark whether the prior representative is removed.
• Clarify the scope of authority in plain language if you are setting limits.
• Confirm that the effective date is before the hearing date.
• Sign and date the form as the party of record or authorized officer.
• If applicable, have a second signer for joint applicants as required by your case.

After signing

• File the completed form with the RTDRS using your case’s filing channel.
• Note the date and time of filing and any confirmation number.
• Serve a copy of the filed form on every other party.
• Keep proof of service in your file.
• Send the representative all pleadings, notices, and hearing details.
• Add the representative to your calendar invites and reminders.
• Check that the RTDRS recognizes the change before the hearing.
• Store a copy of the signed form and service proof in a safe place.

Common Mistakes to Avoid RTDR13290 – Add or Change a Hearing Representative

• Don’t forget to serve the other party. If you fail to serve, the other side can say they did not receive notice. That can cause delays, adjournments, or challenges to your representative’s participation.
• Don’t leave the previous representative on file. If you forget to remove them, they may keep receiving sensitive documents. You might miss key messages or deadlines. Make it clear on the form that you are removing the old representative.
• Don’t submit incomplete contact details. Missing an email or phone number can block scheduling or delivery of instructions. This can waste time and risk missed hearings. Double-check every field before filing.
• Don’t assume the RTDRS updated your file instantly. If you do not confirm, notices may still go to you. Your representative could be excluded from communications. Check for an acknowledgment and ask your representative to verify access.
• Don’t wait until the day of the hearing to change representatives. The new representative will need time to review evidence and submissions. Late changes can lead to adjournment requests or weak presentations.
• Don’t hide limits on your representative’s authority. If you want limits, write them down. Share them with your representative, the RTDRS, and the other party. Hidden limits can create confusion during the hearing.

What to Do After Filling Out the Form RTDR13290 – Add or Change a Hearing Representative

1. File the form with the RTDRS. Use the same case number and filing channel as your application. Include a brief note if you are replacing a prior representative and if any authority limits apply.
2. Serve all parties. Send a copy of the filed form to each party. Use a reliable method. Record the date, time, and method of delivery. Keep proof of service.
3. Confirm receipt and update. Contact the RTDRS to confirm the update is in your file. Ask for confirmation that your representative is listed as the address for service if applicable.
4. Equip your representative. Send them the application, evidence, responses, prior orders, and scheduling notes. Share deadlines and the hearing date and time. Include your goals, settlement range, and authority limits, if any.
5. Update calendars and reminders. Add the representative to all hearing invites and reminders. Include dial-in or video links. Share backup phone numbers in case of connection issues.
6. Align on strategy. Meet early to review the claim, defenses, and evidence order. Decide who will speak to which issues. Prepare short opening points and a document list.
7. Monitor communications. Expect the RTDRS to send notices to your representative and the address for service. Ask your representative to forward key messages to you. Keep files synced.
8. If you change your mind. If you want to remove or replace your representative, complete a new RTDR13290. File it and serve all parties again. Confirm that the RTDRS has updated the file.
9.  If the representative withdraws, ask them to tell you in writing and return your documents. File a new RTDR13290 to remove them and name a new representative or confirm you are self-represented.
10. Keep a clean record. Store the signed form, proof of filing, proof of service, and confirmation. Save emails and notes of phone calls. Good records help resolve any disputes about authority or notice.