RTB-12L-PT – Landlord’s Application for Dispute Resolution Past Tenancy

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

What is an RTB-12L-PT – Landlord’s Application for Dispute Resolution Past Tenancy?

The RTB-12L-PT is the Residential Tenancy Branch’s application form for landlords to resolve disputes that arise after a residential tenancy has ended in British Columbia. “PT” stands for “Past Tenancy.” You use this form to ask an RTB arbitrator for a legally binding decision about money or deposit issues with a former tenant once they have moved out.

You are asking the RTB to decide a dispute under the Residential Tenancy Act. This is an administrative tribunal process. You file the application, serve it on the former tenant, attend a hearing (usually by phone or video), and the arbitrator issues a written decision.

Who typically uses this form?

• Residential landlords, property managers, and landlords’ agents are bringing claims against former tenants.
• Owners renting out a single unit or an entire building.
• Corporate landlords who need an order to support recovery steps in Small Claims Court.

Why would you need this form?

• To recover unpaid rent or utilities from a former tenant.
• To claim compensation for damage beyond normal wear and tear.
• To recover cleaning or junk removal costs after move-out.
• To ask for authorization to keep all or part of the security or pet damage deposit.
• To claim loss of rental income while repairing damage caused by the tenant.
• To recover costs related to abandoned property under the Act.
• To seek reimbursement of the RTB application fee if you are successful.

Typical usage scenarios

• The tenant left owing the last month of rent and utility charges. You want a monetary order you can enforce.
• You discovered significant damage after move-out. You paid for repairs and want the former tenant to cover the cost.
• The tenant did not provide a forwarding address. You could not return the deposit within 15 days. You now want an order allowing you to keep part or all of the deposit to cover proven losses.
• The tenant left an excessive amount of garbage and furniture. You paid for hauling and disposal and want to recover those costs.
• You incurred loss of rent while fixing tenant-caused damage. You want the arbitrator to award lost rental income for a reasonable repair period.

This form is not for current tenancy issues like evictions or orders of possession. Use it only after the tenancy has ended and the tenant no longer occupies the unit.

When Would You Use an RTB-12L-PT – Landlord’s Application for Dispute Resolution Past Tenancy?

Use the RTB-12L-PT when the tenancy has ended and you need the RTB to decide money matters tied to that past tenancy. This includes situations where you tried to resolve things directly and could not, or where you need a binding decision to move forward with enforcement.

Practical examples

• Your former tenant left without paying the last two months of rent. You have a rent ledger and communications proving the arrears. You apply for a monetary order for the unpaid rent and the application fee.
• After the move-out, you found holes in the drywall and a broken window. You have move-in and move-out condition inspection reports, dated photos, and paid invoices for repairs. You claim the repair costs and a few days of lost rent while the unit was not rentable for safety reasons.
• You received the tenant’s forwarding address only after you found extensive cleaning was needed. You could not get their written consent to keep any of the deposit. You apply for an order authorizing you to retain all or part of the security and pet damage deposit against proven costs.
• The tenant’s cheque bounced shortly before they left. You claim the NSF fee you paid your bank, plus the unpaid rent amount, and any contractual NSF charge that complies with the Act.
• The tenant left belongings behind and did not pick them up after notice. You followed the Act’s rules for abandoned property and now seek to recover storage and disposal costs.

Who uses it?

• Individual landlords and corporate landlords.
• Licensed property managers filing on behalf of an owner.
• Executors or attorneys (under a power of attorney) acting for a landlord.

If you need an order of possession or a ruling about ending a tenancy, this is not the right form. If the dispute is about a return of deposit claimed by a tenant, they typically file a tenant application. The PT version is landlord-specific and focused on past-tenancy monetary issues.

Timing matters. File within the applicable limitation period for monetary claims. Also, act quickly if deposit issues are involved, because strict timelines apply once you receive the tenant’s forwarding address in writing. If you miss those timelines without a valid reason, you may be required to return the deposit, and you may face tenant claims. The PT form helps you seek authorization to retain deposit funds only when the Act allows it.

Legal Characteristics of the RTB-12L-PT – Landlord’s Application for Dispute Resolution Past Tenancy

This application starts a formal administrative process under the Residential Tenancy Act and its regulations. When you file, you are asking the RTB to adjudicate your dispute and issue an order. The outcome is legally binding.

Is it legally binding? Why?

• The RTB is a tribunal with the authority to decide residential tenancy disputes. After the hearing, the arbitrator issues a written decision. A monetary order from the RTB has the force of a court judgment after you file it in court for enforcement. You can then use standard judgment enforcement steps.

What ensures enforceability?

• Procedural fairness: The RTB requires that you serve the respondent and give them a chance to respond. Proper service and the opportunity to be heard support enforceability.
• Evidence-based decision: The arbitrator decides on the balance of probabilities. You must prove your claims with credible evidence.
• Clear remedies: Orders specify amounts owed and, if requested and justified, authorize retention of deposit funds. You can file a monetary order in Small Claims Court to start enforcement if the former tenant does not pay.

General legal considerations

• Burden of proof: You must prove each part of your claim. For damage claims, show that the damage was beyond normal wear and tear, the tenant caused it, the repair costs were reasonable, and you mitigated your loss.
• Limitation periods: Monetary claims are subject to limitation timelines. File as soon as you can. If you wait too long, the arbitrator may dismiss your claim as out of time.
• Service of documents: You must serve the Notice of Dispute Resolution Proceeding and your evidence on the respondent using a permitted method. If you cannot locate the former tenant, you can ask the RTB for substituted service. Keep proof of how and when you served.
• Security deposit rules: To lawfully keep any part of a deposit, you must have the tenant’s written consent or an RTB order. Strict timelines apply once you receive the tenant’s forwarding address in writing. If you fail to meet those timelines, the arbitrator may refuse to authorize retention of the deposit.
• Reasonableness and mitigation: You must show you acted reasonably. For example, choose cost-effective repair options, and re-rent the unit promptly to limit loss of rent.
• Evidence standards: Provide dated, legible, organized evidence. Use move-in and move-out inspection reports, photos labeled with dates and locations, rent ledgers, invoices, receipts, communications, and witness statements where needed.

The RTB may also award the successful party the application fee and, in limited cases, other specific costs allowed by the Act. General legal costs are not usually awarded.

How to Fill Out an RTB-12L-PT – Landlord’s Application for Dispute Resolution Past Tenancy

Follow these steps to complete the form accurately and improve your chances at the hearing.

Step 1: Confirm this is the right form

• Use the PT (Past Tenancy) version only if the tenancy has ended and your claims are monetary or deposit-related.
• If you need possession or an order to end a tenancy, use the current tenancy landlord application instead.
• Check your timelines. File within the limitation period and within deposit timelines if you seek authorization to retain deposits.

Step 2: Gather your documents

Collect and organize:

• Tenancy agreement and any addenda.
• Rent ledger showing charges, payments, and arrears by date.
• Security and pet deposit receipts, including amounts and dates paid.
• Written forwarding address from the tenant, if you have it.
• Move-in and move-out condition inspection reports with signatures.
• Dated photos or videos (label them clearly).
• Invoices, estimates, and receipts for repairs, cleaning, disposal, locksmith, and materials.
• Utility bills are allocated to the tenant under the agreement.
• Communications with the tenant (email, texts, letters) relevant to the claims.
• Bank records for NSF fees.
• Proof of any period the unit was unrentable due to tenant-caused damage (contractor letters, permits, timelines, ads showing re-rental date).
• Any notices and steps related to abandoned property, if applicable.

Step 3: Complete the Applicant section

• Legal name: Enter the landlord’s legal name. If a company owns the property, use the company’s full legal name. If you are a property manager filing for the owner, list the landlord’s legal name and your role.
• Contact details: Provide a reliable mailing address, phone number, and email for service. This is how the RTB and the respondent will contact you.
• Authorized agent: If an agent will represent you, provide their name and contact information. Ensure you will be available for the hearing even if an agent attends.

Step 4: Identify the Respondent(s)

• List every adult tenant named on the tenancy agreement. Include full legal names and any known aliases or spelling variations.
• Provide each respondent’s last known residential address. If you have an email address that the tenant used for service during the tenancy, include it.
• Add any other contact information you have (phone, workplace) to help with service. If you do not have a current address, you may need to request substituted service later.

Step 5: Tenancy details

• Rental unit address: Provide the full civic address, unit number, and city.
• Tenancy type and dates: State the start date and the end date (the move-out date or when you regained possession).
• Rent details: Monthly rent amount, due date, and rent payment method.
• Deposits: State the security deposit and pet damage deposit amounts and the dates they were paid.
• Utilities and obligations: Note any utilities the tenant had to pay under the agreement.

Step 6: State your claims clearly

The form will ask what remedies you are seeking. For each claim, give a short, factual summary and the exact amount. You will provide evidence to support each amount.

Common claims to list:

• Unpaid rent: Identify the months, amounts, and the total arrears. Reference your rent ledger.
• Utilities unpaid by tenant: List the billing periods, attach bills, and show amounts that belong to the tenant under the agreement.
• Damage beyond normal wear and tear: List each item (for example, “bedroom drywall holes,” “broken window,” “damaged kitchen countertop”). State the repair cost paid or the reasonable estimate if repairs are pending. Attach before-and-after photos, inspection reports, invoices, and receipts.
• Cleaning and junk removal: Provide invoices and explain why the level of cleaning exceeded normal turnover for a comparable tenancy.
• Lost rental income: State the dates the unit was unrentable solely because of tenant-caused damage. Show how you acted promptly to repair and re-rent. Provide leases or ads showing the re-rental date. Claim only a reasonable period.
• NSF fees and bank charges: Attach bank records and any permitted fee under your agreement that complies with the Act.
• Abandoned property costs: Provide notices, storage records, and disposal costs in line with the Act’s rules.

For each claim, avoid penalties or charges not allowed by law. Claim only your actual, reasonable losses.

Step 7: Security deposit authorization

• If you want to keep some or all of the deposit, check the remedy asking for authorization to retain the security and/or pet damage deposit.
• Explain whether and when you received the tenant’s forwarding address in writing. Describe any written consent from the tenant to retain funds. If you did not receive a forwarding address, state that and explain your attempts to obtain it.
• If timelines were missed, give the reasons and provide any supporting documents. The arbitrator decides whether the Act allows you to retain any deposit funds.

Step 8: Total the amount claimed

• Add up all claim categories and list a clear total.
• Include the RTB application fee so the arbitrator can order reimbursement if you are successful.
• Double-check your math. The total in your remedies section should match the sum of your itemized claims.

Step 9: Provide your facts and reasons

• In the narrative section, tell the story in short, clear sentences. Focus on facts, dates, and what you are asking the arbitrator to order.
• Use headings in your written submission that match your claim categories. This helps the arbitrator follow your evidence.
• Link each fact to an exhibit (for example, “See Exhibit B: Move-out photos, taken June 30”).

Step 10: Interpreter and accessibility needs

• Indicate any interpreter needs in advance if you or a witness requires language assistance.
• Note any accessibility accommodations you need for the hearing.

Step 11: Sign and date

• Certify that your statements are true. Sign and date the application. If you are signing for a company landlord, include your title.

Step 12: File the application and pay the fee

• Submit the form and pay the application fee. Keep proof of filing and payment. You will receive a Notice of Dispute Resolution Proceeding with the hearing date and instructions.

Step 13: Serve the respondent

• Serve the former tenant(s) with the Notice of Dispute Resolution Proceeding and your evidence by an approved method and within the RTB deadlines. Service rules differ by method. If you use mail, allow extra days. Email service is allowed only if the tenant agreed to email service or provided an email for service during the tenancy. Keep proof of service.
• If you cannot locate the former tenant, apply to the RTB for substituted service. Propose a practical method, such as service to an email address they used, delivery to a new known address, or another method likely to bring the documents to their attention. Do not assume social media service is allowed without authorization.
• File a Proof of Service with the RTB as required. If you do not serve properly and on time, the hearing may be adjourned or your application dismissed.

Step 14: Prepare and submit evidence

• Review the RTB’s evidence deadlines in your notice. Submit your evidence package to the RTB and the respondent by the deadline.
• Organize evidence into a single, paginated bundle. Include an index. Label exhibits (A, B, C). Use clear, dated photos and legible copies.
• Include witness statements or letters if needed. If a witness will attend, note their name and role.

Step 15: Attend the hearing

• Join the hearing early using the connection details in your notice. Have your evidence bundle and notes ready.
• Be concise. Start with an overview of your claims and remedies. Then walk through each claim with supporting exhibits.
• Answer questions directly. Focus on facts, not assumptions. Be prepared to explain why each cost is reasonable and how you mitigated your loss.

What to include in your exhibits

• Parties: Tenancy agreement naming all tenants and the landlord.
• Deposits: Receipts and deposit ledger.
• Condition: Move-in and move-out inspection reports and photos.
• Money: Rent ledger, bank statements (for NSF), invoices, receipts, quotes, and utility bills.
• Communications: Emails, texts, or letters showing notice and attempts to resolve.
• Service: Proof of service for your application and evidence.

Common pitfalls to avoid

• Claiming routine wear and tear as damage. Normal wear is not compensable.
• Inflated or unsupported estimates. Use competitive quotes and actual invoices where possible.
• Missing proof of service. Without proper service, your case may not proceed.
• Missing deposit timelines. If you received a forwarding address and did not act within the required time, the arbitrator may not authorize retention.
• Vague claims. Itemize each cost and link it to evidence.

After the decision

• If you win, the arbitrator issues a monetary order. If the former tenant does not pay, you can file the order in court to enforce it. Keep all your documents together for enforcement.
• If the arbitrator authorizes you to retain deposit funds, apply the deposit to the award and pursue the balance if needed.
• If some claims are denied, review the reasons and consider whether you need further steps. Deadlines apply if you seek a review.

Use the RTB-12L-PT to get a clear, enforceable decision about money owed after a tenancy ends. Complete the form carefully, serve the tenant properly, and present organized, credible evidence. That is what moves your case from allegation to award.

Legal Terms You Might Encounter

Past tenancy means the rental has already ended. You are no longer the landlord for that unit, but you still have a claim. This form lets you ask for money for issues that arose during the tenancy or at move-out.

Dispute resolution is a formal process to resolve rental disputes without court. You file this form to start that process. A decision-maker reviews your claim, evidence, and testimony.

Applicant is the person filing the form. As a landlord, you are the applicant. You list your contact details and what you want the decision-maker to order.

Respondent is the person you are claiming against. Here, that is the former tenant or tenants. You must name each adult tenant who signed the agreement. You need a service address for each respondent.

Monetary order is the decision-maker’s written decision that a person owes money. When you ask for money for rent, damages, or fees, you seek a monetary order. You can enforce that order if the respondent does not pay.

Service means delivering documents to the other side in a way the rules allow. You must serve your application and evidence on each respondent. You also need proof you did it correctly.

Evidence is what you use to prove your claim. Think photos, move-in and move-out inspection reports, invoices, receipts, texts, emails, and ledgers. This form asks you to list your evidence and attach it.

Limitation period is the deadline to file a claim. If you miss that deadline, the decision-maker may refuse your application. “Past tenancy” claims have their own cut-offs, so act quickly.

Security deposit is the money the tenant pays at the start of the tenancy. You must show how you applied it and whether you returned the balance. If you kept some or all of it, you must justify why.

Mitigation means you tried to limit your losses. You must show you took reasonable steps to reduce damages. For example, you scheduled repairs promptly or re-rented as soon as you could.

FAQs

Do you need the tenant’s new address to file?

You need a service address to serve the application and evidence. A forwarding address helps. If you do not have one, try other contact details from the file. Use last known addresses, email, or phone to locate the tenant. If you still cannot find them, you can ask for permission to use another service method.

Do you need the written tenancy agreement?

Yes. Attach the signed agreement and any addendums. The agreement shows names, the rental address, rent, and deposit amounts. It also confirms rules about pets, utilities, and fees. If you do not have a signed copy, attach what you do have and explain.

Do you need move-in and move-out inspection reports?

They are very helpful for damage claims. These reports show the unit’s condition at key times. If a report is missing, you can still file. Be ready with photos, invoices, and witness statements to support your claim.

Do you have to return the security deposit before filing?

You must show what you did with the deposit. If you kept some or all of it, explain why and how you calculated deductions. If you returned it, provide proof. If you applied it to charges, show the math and the underlying invoices.

Do you need to serve evidence before the hearing?

Yes. You must serve the other side with all the evidence you plan to rely on. Follow the service rules and deadlines. Keep proof of service for both the application and the evidence package.

Do you have to attend the hearing?

Yes. If you miss the hearing, your claim may be dismissed. If you need an alternate date, request an adjournment as early as possible. The decision-maker chooses whether to allow a new date.

Do you need to list every claim on the form?

Yes. List each claim clearly and state the amount for each. Attach a detailed calculation. You cannot add new claims later without permission. If you forget a claim, you may need to file a new application.

Do you get the filing fee back if you win?

You can ask for the filing fee as part of your claim. The decision-maker decides whether to award it. If awarded, it will be part of the monetary order.

Checklist: Before, During, and After

Before you sign

Tenancy details:

• Full names of all adult tenants on the agreement.
• Rental address and unit number.
• Move-in and move-out dates.

Contact details:

• Your mailing address, phone, and email.
• Each tenant’s last known address, phone, and email.
• Any forwarding addresses or emergency contacts.

Core documents:

• Signed tenancy agreement and addendums.
• Rent ledger showing payments, arrears, and credits.
• Move-in inspection report.
• Move-out inspection report.
• Security deposit and pet deposit receipts.

Damage and costs:

• Dated photos and videos with brief captions.
• Contractor estimates and invoices.
• Receipts for materials and labor.
• Cleaning invoices and itemized charges.
• Utility bills for unpaid amounts.
• Locksmith, rekey, or storage bills, if any.

Notices and communications:

• Copies of notices issued during the tenancy.
• Emails, texts, and letters with the tenant.
• Notes from calls or in-person meetings.

Calculations:

• A claim summary that breaks down each amount.
• A total claimed amount with taxes, if applicable.
• How you applied the security deposit.

Witnesses:

• Names and contact details for anyone who will testify.
• Signed statements if a witness cannot attend.

Service plan:

• How you plan to serve each tenant
• Backup methods if the first attempt fails.

Hearing prep:

• A short, numbered evidence list.
• A timeline of key events.

During signing and review

Confirm applicant details:

• Your legal name or business name matches the agreement.
• Your contact information is current.

Confirm respondent details:

• Spelling of every tenant’s name.
• Include all adult tenants who signed the agreement.

Confirm rental details:

• Exact rental address and unit number.
• Correct tenancy start and end dates.

Confirm claims:

• Each claim is clearly labeled.
• Each claim has a dollar amount.
• Your math adds up to the total.

Confirm evidence:

• Each document is legible and dated.
• Photo and video files are viewable.
• The evidence list matches what you attached.

Confirm deposit handling:

• Amounts collected and dates.
• Deductions itemized and supported.

Confirm declarations:

• You understand service and evidence deadlines.
• You sign and date the form where required.

After signing

File the application:

• Submit the form and pay the fee.
• Note your file number and hearing details.

Serve the respondent:

• Serve the application package to each tenant.
• Serve your evidence package by the deadline.
• Keep proof of service for both.

Organize your file:

• Store a full copy of what you filed and served.
• Keep original receipts and inspection reports.

Prepare for the hearing:

• Practice a clear, 5–10 minute opening summary.
• Organize evidence in the order you will present it.
• Confirm witness availability and how they will attend.

Track deadlines:

• Calendar service and evidence cut-offs.
• Set reminders one week and two days before each cut-off.

After the hearing:

• Watch for the written decision.
• If you win, note payment deadlines.
• Plan next steps if payment is not made.

Common Mistakes to Avoid

Don’t list the wrong respondent or miss a tenant. If you leave off an adult tenant who signed, you may not collect from them. The decision-maker can limit the order to named parties only.

Don’t rely on estimates without final invoices. Estimates show intent, not actual loss. You risk a reduced award if you lack proof of payment or proof that work was completed.

Don’t ignore service rules or deadlines. Improper or late service can derail your case. Your hearing can be adjourned or your case dismissed.

Don’t submit photos without context. A photo without a date, location, or brief caption may carry little weight. Label each image and link it to an invoice or inspection note.

Don’t double-count the security deposit. If you applied the deposit to a charge, do not claim that amount again. The decision-maker can reduce your claim or question your credibility.

What to Do After Filling Out the Form

File the form and pay the fee. Keep the confirmation and your file number. Note the hearing date, time, and how you must attend.

Serve the tenants. Deliver the filed application and all attachments to each respondent. Use a service method that the rules allow. Keep detailed proof of service.

Prepare and serve your evidence. Organize documents, photos, and statements. Serve the full evidence package by the deadline. Include an index so the decision-maker can follow along.

Review your case theory. Know your key points and the exact amount you want. Be ready to explain how you calculated each claim. Keep your opening summary short and focused.

Confirm witnesses and logistics. Share the hearing details and evidence with your witnesses. Test your phone or computer. Check your audio and camera if you will attend remotely.

Consider amendments early. If you must correct names, dates, or amounts, act quickly. You may need permission to amend. Do not wait until the hearing to raise changes.

Decide on settlement options. If you and the tenant agree on payment, write it down. You can ask to withdraw the application if you settle. Confirm who pays the filing fee.

Attend the hearing. Arrive early or log in ahead of time. Have your evidence and notes open and numbered. Answer questions directly and refer to your page numbers.

After the decision, follow through. If you receive a monetary order, send a copy to the tenant with payment instructions. Set a payment deadline. If payment does not arrive, review your enforcement options.

Keep records. Store the decision, proof of service, and all evidence. Save messages about payment or settlement. Keep the file until all money is paid and any timelines have passed.

If something changes, act fast. If you discover new information or a serious error, check your options. There are limited windows to ask for a correction or review.

Track outcomes for future tenancies. Update your move-out checklist and inspection process. Tighten your record-keeping to make future claims easier to prove.