RTB-53-P3 – Notice of Additional Rent Increase – Eligible Capital Expenditures (Phase 3)

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

What is an RTB-53-P3 – Notice of Additional Rent Increase – Eligible Capital Expenditures (Phase 3)?

This form is the official notice you serve to tenants after you receive approval for an additional rent increase based on eligible capital expenditures. It is Phase 3 of a three‑part process. You use it to implement the increase authorized by a Residential Tenancy Branch (RTB) decision. It sets out the increased amount, start date, and how long the increase remains in effect.

In plain terms, you use RTB-53-P3 to tell each tenant what they will pay and when. You are not applying for an increase with this form. You are delivering the approved increase. The RTB has already reviewed your capital expenditure evidence in earlier phases. The RTB has already issued an order that defines what you can charge. This notice translates that decision to the unit level.

Who typically uses this form?

Residential landlords and licensed property managers use it. It applies to tenancies under the British Columbia Residential Tenancy Act. This includes purpose‑built rentals, rental condos, secondary suites, and similar residential units. Tenants do not fill out this form. They receive it. They may compare it to the RTB order to confirm accuracy.

Why would you need this form?

You need it when you have completed major building work and have an RTB order that authorizes an additional rent increase to recover those costs. Examples include replacing a failing roof, modernizing elevators, or upgrading building systems to meet current safety codes. Routine maintenance does not qualify. Cosmetic updates do not qualify. The underlying expenditures must be “eligible capital expenditures.” They must extend the life or value of the asset, or address health and safety concerns.

Typical usage scenarios

• You replaced the main plumbing risers in a 30‑unit building. You applied to the RTB and received an order approving an additional increase spread over a set period. You now complete RTB‑53‑P3 for each unit and serve it with the required notice period.
• You installed fire sprinklers across the building to meet a new code requirement. The RTB order sets a monthly additional amount per unit for a defined term. You issue RTB‑53‑P3 to implement that schedule.
• You completed a full electrical service upgrade after repeated failures. The RTB accepted invoices and depreciation schedules. The order authorizes staggered increases. RTB‑53‑P3 communicates the timing and amounts to each tenant.

If you are a tenant holding this form, it means your landlord received RTB approval for an additional rent increase tied to capital work. The form should match the RTB order. It should specify the start date and how long the additional amount applies. It should not exceed what the order allows.

When Would You Use an RTB-53-P3 – Notice of Additional Rent Increase – Eligible Capital Expenditures (Phase 3)?

You use this form only after the RTB approves an additional rent increase for eligible capital expenditures. You will have completed the earlier phases of the process. In Phase 1, you provided notice of intent and basic details to tenants. In Phase 2, you filed evidence with the RTB and received a written decision. Phase 3 is about giving tenants formal notice of the increase authorized by that decision.

Use RTB‑53‑P3 when you meet all these conditions:

• You hold an RTB order that authorizes an additional rent increase for eligible capital expenditures.
• The order specifies the amount (or calculation) and the duration or schedule.
• You can give the required notice before the proposed effective date.
• Your timing aligns with any limits in the order and the Act.

Think of real examples. You replaced the roof. You now have an order permitting an additional rent amount per unit for a defined period. You would complete RTB‑53‑P3, set the effective date at least three full months ahead, and serve each tenant. Or you installed new boilers and heat distribution systems. The RTB order spreads the increase over several years. You would reflect that schedule in the notice.

Typical users include:

• Building owners and landlords who manage their own properties.
• Property managers acting as agents for landlords.
• Corporate owners with multi‑unit residential buildings.

Tenants interact with this form when they receive it. They may check service dates, confirm the new rent amount, and verify the duration. They may compare against the RTB order. If something does not match, they can contact the landlord or consider a dispute application.

Do not use this form for regular guideline rent increases. Use the standard rent increase notice for that. Do not use this form before you have an RTB order. Do not use it for reasons other than eligible capital expenditures. There are different processes for other grounds.

Legal Characteristics of the RTB-53-P3 – Notice of Additional Rent Increase – Eligible Capital Expenditures (Phase 3)

This notice changes the lawful rent for a period, as allowed by a binding RTB order. It is legally effective if you complete it correctly and serve it properly. It is not a contract amendment negotiated by the parties. It is a statutory notice that flows from an administrative decision.

What makes it legally binding? First, the RTB decision authorizes the increase. The order sets the parameters. Second, the Residential Tenancy Act and Regulation set service rules and notice periods. If you meet those requirements and the notice mirrors the order, the rent change takes effect on the stated date. If you miss a step, the notice can be invalid. If your notice exceeds the order, it is unenforceable to that extent.

What ensures enforceability?

Precision and process. The notice must:

• Identify the correct tenancy and unit.
• State the current lawful rent and the additional amount or percentage as ordered.
• Set an effective date that complies with the required notice period.
• Align with any duration or phase‑in schedule in order.
• Be served by an approved method, with proof of service.

The RTB can enforce the order if a dispute arises. If a tenant refuses to pay an authorized increase, you can rely on the order and the served notice in a dispute resolution. If a tenant believes the notice is defective, they can seek to have it set aside. An arbitrator will check your compliance against the order and the Act.

General legal considerations to keep in mind:

• Frequency and timing rules still matter. Do not stack this notice on top of other increases unless the order allows it.
• The increase must not start earlier than the order allows. It also must not extend beyond the authorized period.
• You must reduce the rent when the authorized additional amount ends. If the order sets an end date or a limited term, the additional amount must drop off at that time.
• If the RTB order caps the amount per year or requires phasing, follow that schedule exactly.
• Keep a clear audit trail. Maintain copies of the order, the completed notices, and proof of service.

In short, the notice is binding because it implements an RTB decision under statute. It stays binding only to the extent it mirrors that decision and follows service and timing rules.

How to Fill Out an RTB-53-P3 – Notice of Additional Rent Increase – Eligible Capital Expenditures (Phase 3)

Follow these steps to complete and serve the notice correctly. Work from your RTB order. Do not guess at amounts or dates. Use the exact language and figures the order provides.

1) Gather what you need.

• The RTB file number and the date of the decision.
• A copy of the RTB order authorizing the increase.
• The tenancy agreement for each unit.
• The current lawful rent for each tenancy.
• The schedule of the additional increase is set out in order.

2) Identify the parties.

• Landlord: Enter the legal name of the landlord as it appears on the tenancy agreement. If you are a property manager, add your company name and indicate the agency. Include a mailing address, phone, and email for contact.
• Tenant(s): List all tenants named on the tenancy agreement for the unit. Use full legal names. If there are multiple co‑tenants, include each name.

3) Describe the rental unit.

• Provide the civic address, including unit number, building number, street, city, and postal code.
• If the property has multiple buildings, identify the building or block clearly.
• If parking or storage is tied to the unit and affects rent, note that association.

4) Reference the RTB decision.

• Enter the RTB file number exactly as shown in the order.
• Enter the decision date and the name or number of the decision, if provided.
• State that the increase is for Eligible Capital Expenditures, as authorized.

5) State the current lawful rent.

• Write the current monthly rent amount before any new increase. This should match what the tenant is paying now.
• If utilities, parking, or other amounts are separate, do not fold them into base rent. Keep the rent figure clear and separate.

6) Set the additional increase amount and structure.

• Take the authorized amount or calculation from the order. It may be a dollar amount per month. It may be a percentage applied to base rent. It may be phased over multiple periods.
• If the order provides a step schedule (for example, Year 1 and Year 2 amounts), show each step. Use clear monthly amounts for each stage.
• If the order requires a cap per period, confirm your figures do not exceed that cap.

Example structure:

• Additional rent increase amount: $45.00 per month from July 1, 2026, to June 30, 2028, as ordered.
• After June 30, 2028, the additional $45.00 ends, unless the order states otherwise.

7) Calculate the new rent during the increase period.

• Add the additional amount to the current lawful rent to show the temporary total rent.
• If the order phase amounts, show the total for each phase.

Example:

• Current lawful rent: $1,300.00 per month.
• Additional amount: $45.00 per month (capital expenditures).
• New rent from July 1, 2026, to June 30, 2028: $1,345.00 per month.
• New rent after June 30, 2028: returns to $1,300.00, subject to any future lawful increases.

If the order uses a percentage, show the math clearly and list the new rent as a dollar amount. Tenants must be able to see the exact monthly rent.

8) Set the effective date and duration.

• Choose an effective date that satisfies the required notice period. Count three full months before the increase starts. Do not count the day you serve. If you serve on March 15, the earliest effective date is July 1.
• Align the end date with the order. If the order states a number of months, calculate and state the end date.

9) Attach schedules if needed.

• If your building has multiple units with different amounts, attach a Schedule A for unit‑by‑unit details. Each unit still requires its own served notice, but the schedule can summarize the building‑wide approach.
• If the order contains a multi‑year schedule, attach a copy of the schedule. Ensure the tenant can see when amounts change.

10) Include required statements and explanations.

• State that the increase is authorized by an RTB decision for eligible capital expenditures.
• State that the additional amount is temporary if the order limits duration.
• State that any future guideline increases will follow standard notice rules and be separate.

Keep explanations short and factual. Do not add reasons that are not in order. Do not expand the scope beyond what was approved.

11) Review for compliance and accuracy.

• Confirm the tenant names match the tenancy agreement.
• Confirm the current rent is correct.
• Confirm the additional amount, percentage, caps, and timing mirror the order.
• Confirm the effective date respects the notice period and any frequency rules in the order.

12) Sign and date.

• The landlord or authorized agent must sign and date the notice.
• Print your name and title under the signature. Include contact details for questions.

13) Serve the notice properly.

• Serve each tenant named on the tenancy by an approved method. Personal service is safest. You can also use other methods allowed under the Act if you can prove service.
• If you use a method with deemed service rules, adjust the effective date to account for delivery times. Build in extra days as required so the tenant still gets three full months.
• Keep proof of service for your records. This can be a signed acknowledgment, an affidavit of service, or a delivery confirmation, depending on the method.

14) Provide copies of the RTB order upon request.

• You do not need to attach the entire order unless you choose to. However, tenants may ask to see it. Be prepared to provide a copy.
• If the order has a unit‑specific appendix, include the relevant page for that unit.

15) Update your records and billing.

• Update your rent ledger for each tenant to reflect the new amount and the end date.
• If your system automates increases, set a reminder to remove the additional amount on the end date.
• If the order includes phased amounts, schedule each change in advance.

Practical tips to prevent errors:

• Choose the first day of a month as the effective date. This keeps the calculation simple and avoids partial‑month confusion.
• Do not combine this notice with a regular guideline increase on the same form. Use separate notices and timelines unless the order directs otherwise.
• Do not include amounts for work the RTB did not approve. If an invoice was disallowed, leave it out.
• If a tenancy changes before the effective date, do not serve the outgoing tenant. Serve the incoming tenant if the order applies to the unit and you intend to implement the increase during that new tenancy. Check the order’s language before you proceed.

A brief worked example:

You manage Unit 305. The current lawful rent is $1,575. The RTB order authorizes an additional $50 per month per unit for 24 months starting August 1, 2026.

You complete RTB‑53‑P3 as follows:

• Landlord and tenant details as per the lease.
• Address for Unit 305.
• RTB file number and decision date.
• Current rent: $1,575.00.
• Additional amount: $50.00 per month from August 1, 2026, to July 31, 2028.
• New rent during the period: $1,625.00 per month.
• New rent after July 31, 2028: $1,575.00, subject to any later lawful increases.
• Signature and date.
• Service on April 15, 2026, by personal delivery, to ensure three full months’ notice.

If you manage a building with varied unit sizes and the order sets different amounts, mirror the table in the order. For example, studios +$35, one‑bedrooms +$45, two‑bedrooms +$55. Each notice must state the correct amount for that unit and the shared start and end dates.

Finally, remember your responsibilities after service:

• Answer tenant questions promptly. Provide the order if asked.
• Track the end date carefully. Remove the additional amount on time.
• Keep your records organized. If a dispute arises, your accurate forms and service proof will make the process smoother.

If you follow your RTB order, respect timelines, and serve correctly, RTB‑53‑P3 is straightforward. It is the last step in a structured process designed to recover eligible capital costs while giving tenants clear, advance notice.

Legal Terms You Might Encounter

• Additional rent increase means a rent increase above the usual annual limit. On this form, you are telling each tenant how much extra rent you will collect because you completed eligible capital work.
• Eligible capital expenditures are major improvements or replacements that add long-term value or extend the life of the building. Routine servicing or minor repairs usually don’t qualify. This form is used only when the increase is based on those qualifying projects.
• Useful life is the expected number of years an improvement will last. It matters because you spread project costs across that period. Your calculation on this form relies on that timeline to set a fair monthly amount.
• Amortization is the process of spreading a large cost over the useful life of the improvement. Instead of charging the full cost at once, you convert it to a monthly amount. The figure you disclose here should reflect that amortized portion, not the full project sum.
• Net eligible costs are the project costs after removing anything not allowed. Think of this as the final, cleaned-up total. You base your monthly increase on this number, not the initial estimate or gross invoices.
• Allocation method is how you split the eligible cost among the units that benefit. You may allocate by unit type, square footage, usage, or another approved method. On this form, you should show each unit’s assigned share and the basis for that split.
• Effective date is the first date the higher rent is due. This must meet the required notice period. You enter that date clearly on the form so tenants can plan and you can enforce it.
• Service means how you deliver the completed form to each tenant. You must use a permitted method. The date of service affects when the increase can take effect, so document it.
• Phase 3 refers to the final step in this capital expenditure process. Earlier steps dealt with notice of intent and final cost disclosure. This step is the formal notice that implements the resulting rent increase.
• Decision-maker’s order is the written outcome of a dispute process, if one occurs. If there’s an order that changes your calculation or timing, your form must match that order. If you have an order, keep it with your records and reflect it in the amounts you disclose.

FAQs

Do you have to attach invoices with this form?

Yes, you should attach a clear cost backup for every claimed expense. Include contracts, paid invoices, proof of payment, and any credits or rebates. Tenants need to see what you spent and how it was calculated. If there is confidential information, redact sensitive details while keeping the cost evidence readable.

Do you need to list each project, or can you bundle them?

List each project separately. Break out materials, labour, permits, and other fees. Then show the total net eligible cost. Finally, show how you amortized it and allocated it to each affected unit. Bundling hides detail and can lead to challenges.

Do you include routine maintenance in eligible costs?

No. Routine or preventative maintenance is usually not a capital expenditure. Only long-term improvements qualify. If you mix maintenance with eligible work on one invoice, separate the line items and exclude the ineligible portion before calculating the increase.

Do you have to give a separate standard rent increase notice as well?

If you are also taking the regular annual increase, you typically must issue the standard notice for that item. This form is only for the additional increase tied to eligible capital work. Keep the documents distinct so each increase is clear.

Do you apply the increase to all units or only those that benefited?

Apply it to units that benefited from the improvement. Common-area projects can affect all units if everyone benefits. Unit-specific work should be allocated to that unit or its relevant group. On the form, explain your allocation method so it makes sense to the tenant.

Do you calculate the increase before or after any grants, insurance, or rebates?

After. Deduct grants, insurance proceeds, rebates, and discounts before you amortize. Only the net amount should be used to set the monthly increase. Show these deductions in your cost summary to avoid disputes.

Do you have to wait for all projects to be finished before using this form?

Yes. Phase 3 occurs after the work is completed and costs are finalized. If a project is not finished, wait to include it. Do not estimate or “placeholder” costs. Tenants have a right to see the final figures.

Do you need tenant consent to proceed with the increase?

You do not need consent if you follow the required process and give proper notice. Tenants can ask questions or challenge the increase through the available process. Solid documentation reduces that risk and speeds resolution.

Checklist: Before, During, and After the RTB-53-P3 – Notice of Additional Rent Increase – Eligible Capital Expenditures (Phase 3)

Before completing the form

• Confirm project scope: Write a short description for each improvement.
• Verify eligibility: Separate capital work from maintenance.
• Gather cost proof: Contracts, invoices, proof of payment, change orders, permits, and warranties.
• Deduct credits: Grants, insurance, rebates, or supplier credits.
• Confirm useful life: Use the appropriate lifecycle for each project.
• Calculate amortization: Convert net eligible costs into a monthly amount.
• Decide allocation: Choose a clear, fair method to split costs across units.
• Map to units: Create a worksheet with each unit’s monthly ARI amount.
• Check timing: Confirm the project completion date and required notice period.
• Draft a plain-language summary: Prepare a one-page explanation for tenants.

During completion and signing

• Property and landlord details: Confirm full legal names and contact info.
• Tenant and unit info: Verify unit numbers, names, and rent amounts.
• Project details: Describe work, locations, and completion dates.
• Cost breakdown: Show cost categories and net totals after deductions.
• Useful life and amortization: State the assumptions used for each project.
• Allocation method: Explain how you divided costs and why it fits.
• Monthly increase per unit: Enter precise amounts; avoid rounding errors.
• Effective date: Check notice period alignment.
• Attachments: Invoices, receipts, proof of payment, allocation worksheets, and summaries.
• Signature and date: Sign as required; include signing capacity if needed.

After completion

• Serve each tenant: Use a permitted service method and document the date.
• Create a service log: Record who was served, how, and when.
• File your package: Store the form, attachments, and service proof in one folder.
• Update rent ledger: Add the new monthly ARI amount and effective date.
• Set reminders: Calendar the effective date and any staged increases, if applicable.
• Prepare for questions: Keep a copy of your allocation worksheet handy.
• Monitor payments: Reconcile the first two months after the effective date.
• Retain records: Keep all documents for the required retention period.

Common Mistakes to Avoid

• Don’t include ineligible work. Mixing maintenance with capital items is the top reason tenants object. Consequence: The increase may be reduced or denied, and you could face delays or a challenge.
• Don’t ignore credits and rebates. Failing to net out grants or insurance leads to overcharging. Consequence: You may have to issue refunds and re-serve corrected notices.
• Don’t miscalculate the amortization. Shortening the useful life inflates the monthly amount. Consequence: The increase may be adjusted, and your credibility suffers.
• Don’t allocate costs vaguely. “Split evenly” without a reason invites dispute. Consequence: Tenants may contest the fairness of the distribution, delaying implementation.
• Don’t miss the notice period or service rules. Late or improper service resets timelines. Consequence: The effective date may be pushed back, costing months of recoveries.

What to Do After Filling Out the Form

1. Serve tenants correctly. Deliver the completed form and all attachments using a permitted service method. Note the service date for each tenant.
2. Communicate proactively. Include a short cover note explaining the work, the allocation, and who to contact with questions. Offer a brief meeting or call window for clarification.
3. Update accounting. Add the ARI amount to each unit’s rent ledger starting on the effective date. If you bill electronically, update the system now to avoid errors.
4. Track responses. Create a tracker for tenant questions and any objections. Respond with clear references to your cost summary and allocation method.
5. Monitor payment. Compare each payment received to the new total rent. If underpaid, follow your standard reminder process promptly.
6. Correct errors fast. If you find a mistake in amounts, dates, or attachments, prepare a corrected notice. Recalculate and re-serve as required. Document what changed and why.
7. Maintain a permanent file. Keep copies of the form, attachments, proof of service, cost records, allocation worksheets, and any decision documents. Store them securely for the full retention period.
8. Plan for future projects. Keep your templates for cost tracking, allocation, and summaries. When you start a new project, separate maintenance and capital work at the quoting stage to save time later.
9. Review your calendar. Set reminders for any follow-up obligations, staged increases, or record retention milestones. Confirm that you have the capacity to respond to tenant inquiries in the weeks after service.