Last updated: September 2025

Disclaimer: This guide offers general information on resolving disputes between landlords and tenants in Canada, specifically in Ontario and British Columbia. It is not legal advice. Confirm requirements before acting.

Renting is stressful by nature, and tenants and landlords can have it just as tough. Problems can and usually will come up, and solving them the right way is vital. That is what this guide is all about: helping both landlords and tenants resolve their disputes legally and peacefully. Sometimes, that involves filling out forms, submitting notices, and other legal paperwork, and we will try to make the steps involved as clear as possible.

Still, want to skip the guess-and-stress cycle? Just explain your situation to our legal AI assistant, and it will match you with the forms you need to fill out to set things right.

Key Takeaways

  • Start simple: talk, confirm in writing, then escalate step by step.
  • Documentation wins cases. Keep organized records from move‑in to move‑out.
  • Follow local procedures precisely. Deadlines and service rules matter.
  • Avoid self‑help. Use notices, mediation, tribunals, or courts.
  • Preserve the relationship when possible. It saves time and money for both sides.

What Is Landlord-Tenant Dispute Resolution?

Landlord-tenant dispute resolution is any process used to settle disagreements between a property owner and a tenant. It starts with direct communication and may move to mediation, arbitration (if agreed), a housing tribunal, or court. The goal is simple: solve the problem quickly, fairly, and at the lowest cost while preserving a workable relationship whenever possible.

Common Reasons Disputes Happen

  • Late or unpaid rent
  • Maintenance and habitability issues (repairs, safety, utilities)
  • Security deposit deductions (damage vs. normal wear)
  • Lease violations (pets, subletting, unauthorized occupants, illegal entry by a landlord)
  • Privacy and quiet enjoyment (notice before entry, excessive noise, harassment)
  • Holdover and eviction (staying past lease end, notices, and timelines)
  • Retaliation or discrimination claims

Understanding these triggers helps you prevent problems with clearer leases, documented unit conditions, and early communication.

For landlords: how to resolve a dispute with a tenant (Canada)

1) Start with documentation and a written plan

Keep the lease, addenda, inspection photos, payment ledger, notices, repair logs, and all messages. Confirm every conversation in a short follow-up email or text with dates, next steps, and timelines. Organized records win close cases.

2) De-escalate early — propose concrete options

Offer practical fixes (repair dates, access windows, payment schedules) and put them in writing. If you reach a deal, get it signed or confirmed by email. In several provinces, you can turn a signed settlement reached through tribunal programs into an enforceable order (for example, BC’s facilitated settlement turns agreements into orders). 

3) Use the right notice, served the right way

Send the exact notice required in your province and serve it using a permitted method (personal service, permitted mail/email, or posting where allowed). Keep proof of service. If you truly can’t serve, apply for substituted/alternative service with your tribunal first. (Check your province’s rules page before sending anything.)

4) Try mediation or early resolution before a hearing

Canadian options vary by province:

  • Ontario (LTB): Free mediation with a Dispute Resolution Officer is available (often the day of the hearing and online). Settlements can be turned into consent orders that are enforceable like other LTB orders.
  • British Columbia (RTB): Facilitation (early settlement) is available in many files; a facilitator helps the parties reach an agreement and can convert it into an enforceable order. Expedited hearings exist for urgent issues (violence, health/safety).
  • Manitoba (Residential Tenancies Branch): Mediation is offered where both parties agree.
  • Québec (TAL): Conciliation (mediation-style) is offered by the Tribunal.
  • Other provinces and territories resolve most matters through their tenancy tribunals (you can still settle privately at any time).

5) File when you must — in the right forum

File with the body that actually has jurisdiction (usually your provincial/territorial tenancy tribunal). For example: BC RTB, ON LTB, AB RTDRS, QC TAL. Appeals and enforcement vary (e.g., in Ontario, you enforce LTB money orders through the courts; in BC, tribunal orders are binding and enforceable). 

Where to file, at a glance (official portals/info):

6) What not to do

Never self-evict (lock changes, shutting off utilities, removing doors). In Ontario, only the Sheriff can enforce an eviction after an LTB order; changing locks without that is an illegal lockout. BC also treats lockouts as unlawful—seek an order instead. 

7) Prep for hearing like a pro

Bundle evidence: agreement/ledger, notices + proof of service, dated messages, work orders/invoices, photos/video. Map each remedy you seek to specific evidence. Use your tribunal’s portal to file and serve on time.

Landlord Tenant Dispute Resolution Guide for Canada: ON and BC

For tenants: how to resolve a dispute with a landlord (Canada)

1) Document, then write

Report problems in writing with dates, photos, and a reasonable deadline. Keep copies. For repairs, most provinces expect you to ask in writing and allow a reasonable time before seeking orders.

2) Know your rights — and keep rent current while you enforce them

Across Canada, “self-help” is risky: withholding rent for repairs usually puts you at risk of eviction. Safer routes are to apply to your tribunal for orders (repairs, rent abatement, compensation). See Ontario’s guidance and BC consumer-law guidance below.

3) Use mediation/early resolution where available

  • Ontario (LTB) Mediation for landlord-tenant disputes: Free mediation (often the same day as the hearing or online) with a Dispute Resolution Officer; settlements can become consent orders.
  • British Columbia (RTB) Mediation for landlord-tenant disputes: Facilitation helps parties settle quickly; terms can be turned into an enforceable order. Urgent matters may qualify for expedited hearings.
  • MB Mediation for landlord-tenant disputes is available if everyone agrees.
  • QC Mediation for landlord-tenant disputes is available through TAL (in person or by video/phone).

If there’s no tribunal mediation in your area, consider community or private mediation (e.g., Mediate BC roster; ADR Institute rosters). Fees vary.

4) File the right application, on time

Use your province’s tribunal (see quick directory above). Typical tenant remedies include: orders for repairs, compensation, return of deposits, ending interference with “quiet enjoyment,” and—if locked out—urgent restoration of possession.

  • BC: Apply online via RTB; tribunal can order repairs/compensation. 
  • ON: Apply to the LTB; urgent issues like illegal lockouts are taken seriously, but the Sheriff enforces evictions (not police).

5) If you’re illegally locked out

Don’t break in. In Ontario, only the Sheriff can evict; ask the LTB for an order and urgent help. In BC, apply to the RTB for an order restoring possession. Document everything. 

6) Prepare an evidence bundle that tells a story

  • Timeline: What happened, when, and what you asked for.
  • Proof: Photos/videos with dates; messages; notices; repair requests; work orders; invoices; witness statements.
  • Link it up: Map each remedy to specific exhibits (e.g., “Rent abatement → photos A1–A5 + inspector note C2 + text thread F1–F4”). File/serve by your tribunal’s deadlines.

7) Where to read official, province-specific information for free

  • Ontario: Steps to Justice (evictions, repairs, N-forms); Tenant Duty Counsel via ACTO (free day-of-hearing help); LTB portal and guides; Legal Aid Ontario.
  • British Columbia: People’s Law School tenant guides; TRAC (templates, hearing prep); RTB repair/entry guidance and dispute resolution.
  • Alberta: CPLEA’s Landlord and Tenant site + Government tenancy hub.
  • Québec: Éducaloi’s renting guide + Québec government rights and obligations; TAL conciliation info.
  • Saskatchewan: PLEA renting resources + ORT information. 
  • Nova Scotia: Residential Tenancies Program guides + Dalhousie Legal Aid Tenants’ Rights Guide.
  • New Brunswick: PLEIS-NB tenant info and clinics + Tribunal basics.
  • PEI: Legal Info PEI tenant guide + Rental Office.
  • Territories: Yukon Residential Tenancies Office handbook; NWT Rental Office; Nunavut RTO.

8) When to get help

  • ON: Tenant Duty Counsel (free, day-of-hearing), community legal clinics, Legal Aid Ontario.
  • BC: Access Pro Bono’s Residential Tenancy Program; TRAC advocates.
  • Elsewhere: Public legal education groups above, legal aid offices, or a local mediator list.

Service, Deadlines, and Evidence — a step-by-step playbook

Use this sequence when you’re getting ready to send notices, file an application, or prepare for a hearing. Work through it in order; each step prevents a common mistake. Want a checklist to keep track more easily? We have you covered:

Get the Ontario — LTB Dispute Resolution Checklist

Get the British Columbia — RTB Dispute Resolution Checklist

The checklists are on Google Sheets, so just make your own copy or print them up, and you can save some time and effort (and avoid a lot of confusion).

1) Start the clock correctly

What starts a deadline
 A notice you sent, a notice you received, or the date the tribunal scheduled your hearing.

General counting rules

  • Do not count the day of service. Start the next day.
  • Count calendar days. Include weekends unless a rule says otherwise.
  • If the last day is a holiday, move to the next business day.
    • BC: Sunday counts as a holiday; if the RTB is closed on the last day, move to the next day it’s open.
    • ON: Weekends usually count; statutory holidays extend to the next non-holiday.

Mini-audit
 Write down: Trigger date → Rule that applies → Deadline date. If you can’t name the rule, look it up before proceeding.

2) Choose the right service method (and prove it)

Pick the method your rules allow for this specific document. Different papers can have different rules.

Service methods

Personal service
 Hand the document to the person or another allowed adult at the residence.

Mail or courier
 Trackable is safest; keep the receipt and tracking page.

Email
 Only if permitted.

  • BC: Email is allowed if it was given as an address for service.
  • ON: Email requires written consent from the person to be served or authorization from the LTB.

Posting or substituted service

  • BC: Posting to a door/mailbox is permitted for many tenancy documents. For serving the RTB hearing package, posting is limited to landlord applications seeking an Order of Possession.
  • If you can’t reach someone after genuine attempts, request substituted service first.
    • BC: Use RTB-13 Application for Substituted Service. [Link to Form RTB-13]
    • ON: Request authorization to use an alternative method through the LTB.

Deemed receipt clocks

BC (Residential Tenancy Branch)

  • In person: same day
  • Email, fax, posting to door/mailbox: 3 days after sent/posted
  • Regular mail: 5 days after mailing

ON (Landlord and Tenant Board)

  • Regular mail: 5th day after mailing
  • Email: only where written consent (or Board authorization) exists; follow the LTB Rules for timing

Who serves the package

  • BC: The applicant is responsible for serving as directed by the RTB.
  • ON: The LTB often serves applications and Notices of Hearing, except in certain cases where you must serve, including L10 applications against former tenants.

Prove service immediately

Complete the correct proof form right after serving.

  • BC (hearing packages): RTB-55 Proof of Service — Notice of Dispute Resolution Proceeding Package. [Link to Form RTB-55]
  • BC (Direct Request): RTB-44 Proof of Service — Direct Request. [Link to Form RTB-44]
  • BC (address for service): If needed, file RTB-51 Address for Service so future documents go to the right place. [Link to Form RTB-51]
  • ON (former tenant): Certificate of Service — L10. [Link to Certificate of Service L10]
    • Note: There is also a Certificate of Service for current-tenant contexts.

3) Lock in your deadlines

Example A — personal service, 10-day deadline
 Served Tuesday → start counting Wednesday → day 10 is Friday next week.
 If that Friday is a holiday, move to the next business day.

Example B — by mail with 5 deemed days, 14-day deadline
 Mailed Tuesday → deemed served Sunday → start counting Monday → day 14 lands the second Monday after.
 If that Monday is a holiday (or, in BC, the office is closed on the last day), shift to the next business day.

Pro move
Calendar every deadline, the day you serve or receive documents, and set reminders three business days before.

4) Build an evidence bundle that tells a story

Think timeline + receipts. Organize in three piles, then index.

Pile 1 — Agreement and money

  • Lease and addenda; rules or policies
  • Payment ledger and supporting statements
  • Deposit records and move-in/out condition reports

Pile 2 — What happened and when

  • Messages (email/text) with visible dates
  • Notices sent and received with proof of service
  • Repair requests, access logs, work orders, invoices, and date-stamped photos

Pile 3 — Impact and witnesses

  • Health/safety impacts; mitigation costs (heaters, hotel)
  • Police reports; bylaw or inspector notes
  • Neighbour or contractor statements (who, what they saw, date, signature)

Now package it

  • Create an Exhibit Index: A — Lease, B — Ledger, C — Photos (kitchen leak 01–05), etc.
  • Put page numbers bottom-right; write the exhibit letter on each page.
  • Virtual hearings are common. Follow the tribunal’s upload/serve directions first. Keep three paper sets as a backup: tribunal, other side, you. For video or audio, label files and print a still-image index.

Evidence deadlines

  • BC: Applicant serves/files evidence 14 days before the hearing; respondent 7 days before; cross-applications usually 7 days.
  • ON: Unless ordered otherwise, serve/file all evidence 7 days before the hearing. Landlord responses to section 82 issues are due 5 days before.

5) Match each request to specific evidence

Make a simple claim-to-proof grid so nothing is missing. Here is an example:

What you want Lawful basis Your proof
Order for repairs by a date Habitability/repair duty Photos A1–A5; repair requests B1–B3; inspector note C2
Compensation for 10 days without heat Loss of use Receipts D1–D3; timeline E1; texts F1–F4
Possession for unpaid rent Non-payment under the lease/statute Ledger G1; notice H1 + RTB-55/RTB-44 (BC) or LTB Certificate (ON); Lease A

6) Pick the right form for the job

A quick map of common BC RTB and ON LTB dispute-resolution forms appears in the next section. Use the exact code and the newest version.

7) Final pre-submission check — two minutes

  • Right form — correct code and most recent version for your province.
  • Right people — exact legal names and addresses.
  • Right service — method allowed for this document + completed proof (RTB-55/RTB-44 or LTB Certificate).
  • Right math — totals match receipts and ledger.
  • Right deadline — counting confirmed and calendared.
  • Right evidence timing — filed/served before the required cut-off (BC 14/7; ON 7 and s.82 at 5).

Landlord Tenant Dispute Resolution Guide for Canada: ON and BC

Forms You Will Likely Need and When To Use Them

Strong paperwork wins close cases. Here is a clear, product-focused view of the forms most often used, with jurisdiction-neutral names plus common provincial and state examples.

How forms fit into the process

  1. Notice — The formal warning or request to fix a problem or end a tenancy.
  2. Proof of service — How you show the notice was delivered correctly.
  3. Application or complaint — The filing that starts a case with a tribunal or court.
  4. Answer or response — The reply from the other party that preserves defenses.
  5. Hearing and evidence — What you bring to prove your side.
  6. Order or judgment — The result you must follow or enforce.
  7. Enforcement or appeal — Steps after the order, if needed.

These are the forms most people use to start, manage, or finish a landlord-tenant dispute. Rules vary by province and state, so always follow your local instructions.

British Columbia forms — Residential Tenancy Branch (RTB)

RTB-12T-CT — Tenant application for dispute resolution, current tenancy

  • What it does: Asks the RTB to order repairs, compensation, or other fixes while you still live in the unit.
  • Use when: You have problems like no heat, leaks, illegal entry, or a deposit issue during an active tenancy.
  • You’ll need: Your address and unit, landlord info, timeline of what happened, what order you want, and photos or messages.
  • Tips: Keep paying rent unless a legal escrow is in place. Be specific about dates and outcomes.

Link to Form RTB-12T-CT

RTB-12T-O — Tenant application for dispute resolution, other issues

  • What it does: Catch-all tenant application for issues not covered by other tenant forms.
  • Use when: You need an order about something unusual or multiple mixed issues.
  • You’ll need: Parties’ details, a clear statement of the problem, and an evidence list.
  • Tips: If your issue fits the maintenance or deposit lane, use the most specific form instead.

Link to Form RTB-12T-O

RTB-12L-O — Landlord application for dispute resolution, other issues

  • What it does: Lets a landlord ask the RTB for orders such as payment, compliance with the lease, or permission to act.
  • Use when: You need an order and there isn’t a more specific landlord form.
  • You’ll need: Tenancy details, notices you already served, ledger, photos, and messages.
  • Tips: Attach proof that you served proper notice and gave a chance to fix the issue.

Link to Form RTB-12L-O

RTB-12L-PT — Landlord application for dispute resolution past tenancy

  • What it does: Recovers money after the tenant has moved out.
  • Use when: You are claiming unpaid rent, utilities, or damage post-move-out.
  • You’ll need: Move-out date, forwarding address attempts, condition photos, invoices/estimates.
  • Tips: Itemize amounts and link each cost to evidence.

Link to Form RTB-12L-PT

RTB-12L-EXH — Landlord application for expedited hearing

  • What it does: Requests a faster hearing for urgent matters that qualify.
  • Use when: Delay could cause serious harm, or there’s a narrow deadline.
  • You’ll need: a Clear reason for urgency and documents showing risk.
  • Tips: Only use if you truly meet the criteria; otherwise, it may be refused.

Link to Form RTB-12L-EXH

RTB-42T, RTB-42L, RTB-42O — Requests to amend an application

  • What they do: Update an existing RTB application (change address, add or remove people, adjust claims).
  • Use when: Facts changed, you found new evidence, or you need to correct info.
  • You’ll need: Current file number, the exact change, and why.
  • Tips: Amend early to avoid delays close to the hearing date.

Link to Form RTB-42T 

Link to Form RTB-42L  

Link to Form RTB-42O

RTB-13 — Application for substituted service

  • What it does: Asks permission to serve documents in another way when normal service failed.
  • Use when: You cannot reach the other party by the usual methods after real attempts.
  • You’ll need: Proof of attempts (emails, visits, returned mail), your suggested alternative.
  • Tips: Document every attempt with dates and photos if possible.

Link to Form RTB-13

RTB-17 — Application to waive filing fee

  • What it does: Requests that the RTB filing fee be waived based on your financial situation.
  • Use when: Paying the fee would be a hardship.
  • You’ll need: Income info or proof of assistance as required.
  • Tips: File this with your main application to avoid delays.

Link to Form RTB-17

RTB-51 — Address for service

  • What it does: Confirms where and how you will accept documents.
  • Use when: Starting a case or preventing disputes about service.
  • You’ll need: Current mailing and email details, any preferred method allowed by the rules.
  • Tips: Update it if you move or change your email.

Link to Form RTB-51

RTB-44 — Proof of service for landlord’s Direct Request proceeding

  • What it does: Shows how the tenant was served when using the faster Direct Request route.
  • Use when: You file a Direct Request (often for unpaid rent) and must prove proper service.
  • You’ll need: Dates, method, who served, and supporting proof (receipts, screenshots).
  • Tips: Follow the exact service rules, or your request can be rejected.

Link to Form RTB-44

RTB-46 — Landlord’s Direct Request worksheet

  • What it does: Helps landlords prepare a Direct Request application step by step.
  • Use when: You qualify for Direct Request and want a clean, complete filing.
  • You’ll need: Rent ledger, notice details, tenancy info, proof of service.
  • Tips: Double-check math and dates before submitting.

Link to Form RTB-46

RTB-37 — Monetary order worksheet

  • What it does: Breaks down and totals the money you are claiming.
  • Use when: You want a monetary order for rent, utilities, or repairs.
  • You’ll need: Each item, the amount, and the evidence that supports it.
  • Tips: No lump sums. List items one by one with receipts or estimates.

Link to Form RTB-37

RTB-33 — One month’s notice to end tenancy

  • What it does: Tells a tenant their tenancy is ending for a legally allowed reason.
  • Use when: There is cause to end the tenancy and the law permits a one-month notice.
  • You’ll need: Reason, dates, address, and how the notice was delivered.
  • Tips: Serve it the correct way and keep a copy. Wrong service = invalid notice.

Link to Form RTB-33

RTB-33s — One month’s notice to end tenancy for cause by a strata corporation

  • What it does: Allows a strata corporation to issue a cause-based notice.
  • Use when: The strata, not the landlord, is ending the tenancy for cause.
  • You’ll need: Strata details, reason, and service proof.
  • Tips: Coordinate with the landlord so timelines and service are consistent.

Link to Form RTB-33s

RTB-24 — Notice terminating or restricting a service or facility

  • What it does: Tells a tenant that a service or facility is being lawfully changed.
  • Use when: Parking, storage, or utilities are being altered as allowed by law.
  • You’ll need: What is changing, when it takes effect, and the reason.
  • Tips: Give proper notice and explain alternatives to reduce disputes

Link to Form RTB-24

RTB-41 — Tenant proof of service of forwarding address

  • What it does: Proves you gave your new address so the landlord can return your deposit.
  • Use when: You moved out and want to document that the landlord received your forwarding address.
  • You’ll need: New address, date, and the method you sent it, proof like email or registered mail.
  • Tips: Send the address in more than one way and keep confirmations.

Link to Form RTB-41

RTB-47 — Tenant notice of forwarding address

  • What it does: Officially provides your new address for deposit and final mail.
  • Use when: After move-out, so deposit timelines can run.
  • You’ll need: New address, move-out date, contact info.
  • Tips: Send it promptly to avoid deposit delays.

Link to Form RTB-47

RTB-55 — Proof of Service Notice of Dispute Resolution Proceeding Package

  • What it does: Confirms how, when, and to whom you served the full dispute resolution package (the application, notice of hearing, and any supporting documents). This is your receipt for the RTB, which indicates that the service was done correctly.
  • Use when: You’ve delivered the package to the other side and need to prove proper service before the hearing. Without this, your hearing can be delayed or dismissed.
  • You’ll need:
    • The RTB file number and party names
    • Date and time you served the documents
    • Method of service (in-person, registered mail, email if allowed, etc.)
    • Where the service happened and who did the serving (you or a process server)
    • What you served (list the documents)
    • Any proof (mail receipts, tracking, screenshots, photos)
  • Tips:
    • Match the service method to what the RTB rules allow for your document type.
    • Complete one proof of service for each party you serve.
    • Fill this out immediately after service so details are accurate.
    • If standard service didn’t work, consider RTB-13 (Substituted Service) first.

Link to Form RTB-55

Ontario forms — Landlord and Tenant Board (LTB)

T6 — Tenant application about maintenance

  • What it does: Asks the LTB to order repairs, restore services, or award compensation.
  • Use when: Heat, water, pests, mold, or other maintenance issues are not fixed.
  • You’ll need: Address, landlord info, timeline, photos, messages, receipts, and the remedy you want.
  • Tips: Keep paying rent unless a legal process says otherwise. Be precise about dates and impact.

Link to Form T6

T4 — Tenant application — landlord did not comply with an agreement to increase rent above the guideline

  • What it does: Challenges a landlord who took an above-guideline increase but did not meet the conditions of that agreement.
  • Use when: You paid a higher rent based on a deal the landlord did not follow through on.
  • You’ll need: The agreement, rent records, what was promised, and what did not happen.
  • Tips: Attach the original agreement and proof of payments.

Link to Form T4

A2 — Application about a sublet or an assignment

  • What it does: Resolves disputes about subletting or transferring your lease to someone else.
  • Use when: The landlord refused consent, or there is a disagreement over terms.
  • You’ll need: Lease, proposed sub-tenant or assignee info, messages, and dates.
  • Tips: Show you followed the proper steps for consent.

Link to Form A2

L4 — Application to end a tenancy and evict a tenant — failed to meet the conditions of a settlement or order

  • What it does: Lets a landlord enforce a settlement or LTB order that the tenant broke.
  • Use when: A payment plan or agreed-upon terms were not followed.
  • You’ll need: The settlement or order, proof of the breach, and service proof.
  • Tips: Match every missed condition with dated evidence.

Link to Form L4

L8 — Application because the tenant changed the locks

  • What it does: Seeks an order when a tenant changes locks without proper authority.
  • Use when: You need access restored or compliance with entry rules.
  • You’ll need: Lease terms on locks and entry, entry requests, photos, and messages.
  • Tips: Show reasonable attempts to arrange lawful entry first.

Link to Form L8

Certificate of Service — L10 serving a former tenant or a tenant no longer in possession

  • What it does: Proves you served legal papers on someone who has already moved out.
  • Use when: Pursuing money or enforcement against a former tenant.
  • You’ll need: Date, time, method of service, who served, and to what address.
  • Tips: Follow the accepted service methods exactly; keep receipts and screenshots.

Link to Form Certificate of Service L10

Safety and early termination

Tenant’s statement about sexual or domestic violence and abuse

  • What it does: Gives tenants access to safety protections that can include ending a tenancy early.
  • Use when: You need to leave for safety reasons covered by local law.
  • You’ll need: The statement form and any supporting documents the law allows.
  • Tips: Ask a local legal aid clinic or trusted service for help completing and delivering this quickly.

Link to Form Tenant’s Statement About Sexual or Domestic Violence and Abuse

Landlord Tenant Dispute Resolution Guide for Canada: ON and BC

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Resolve your dispute with the right paperwork, done right — Start here.

Evidence in landlord–tenant disputes (Canada): what to collect, how to collect it, and how to submit it

What does “evidence” mean here anyway?

Evidence is anything that helps prove what happened: documents, photos, videos, audio, emails, texts, logs, receipts, inspection reports, and witness statements. Only relevant material matters, and the decision-maker can refuse material that’s late, unreadable, repetitive, or not allowed by the rules. Number your pages and include a simple table of contents so people can find things fast. 

What to collect

If you’re a tenant

  • Your lease and any addenda, move-in/move-out inspection notes or photos
  • Messages to/from the landlord (texts, emails) about repairs, access, noise, pests, heating, deposits, entry, etc.
  • Photos/video of the problem (e.g., leak, mold, broken lock), plus dates, and where in the unit it is
  • Work orders, repair requests, service tickets, and receipts you paid (space heaters, hotel, cleaning, traps)
  • Notices you received (termination, entry) and proof of how/when you got them
  • A simple “tenancy journal” listing dates, times, what happened, and who was present
  • Witness statements (roommates, neighbours, contractors) saying what they saw/heard and when.

If you’re a landlord

  • The lease/addenda; building rules/policies; payment ledger; deposit records
  • Condition inspection photos/reports (move-in/move-out)
  • Notices you served (non-payment, breach, end of tenancy) with proof of service
  • Messages to/from the tenant (missed access, repair scheduling, complaints)
  • Contractor quotes, invoices, work orders, and photos/video before/after repairs
  • Incident logs (smoking, noise, interference, damage) with dates/times and who observed
  • Witness statements (site staff, contractors, neighbours)

How to collect evidence (simple methods that hold up)

  • Write it down right away. Keep a dated log (your “tenancy journal”). Short is fine: date, time, what happened, who saw it. Tribunals explicitly recommend keeping a journal.
  • Photos/video: Take wide-angle (to show context) and close-ups (to show detail). Turn on date/time if your device supports it. Don’t edit—save originals. Rename files so a stranger can tell what they show (e.g., 2025-01-12_kitchen_sink_leak.jpg).
  • Texts/emails: Export threads when possible; otherwise, take screenshots that show names, numbers, and timestamps. For email, “Print to PDF” keeps headers/dates.
  • Receipts/invoices: Keep the full receipt, not just a bank charge. Note what the expense was for and why it was necessary.
  • Witness statements: One page is enough: full name and contact info, what they saw/heard, where, exact date/time, and a signature or email confirmation. Sworn or unsworn statements are accepted in many tribunals (weight is up to the decision-maker).
  • Recordings: You must be able to play them at the hearing. Test playback. Bring/list the exact timecode for key moments. 

How to organize your bundle so it’s easy to use

  1. Tell a short story first. One-page timeline: dates down the left, what happened, and where the proof is (“Jan 12 leak starts → Photos A1–A3; Email B2”).
  2. Group exhibits: A—Agreement/ledger, B—Notices + service, C—Messages, D—Repairs/invoices, E—Photos/video, F—Witness statements.
  3. Make it navigable: Number every page. Add a table of contents. Tribunals (e.g., Ontario’s LTB) require consecutive page numbers and a contents list for multi-item bundles.
  4. Don’t send links. Print or save web/social content to PDF or image; Ontario’s LTB won’t go offsite to view links.

How to submit evidence (give it to the tribunal and the other side)

Rules differ by province. The two biggest tribunals work like this:

Ontario — Landlord and Tenant Board (LTB)

  • Deadlines: Unless the LTB says otherwise, serve and file your evidence at least 7 days before the hearing. If you’re responding to issues raised by the other side (e.g., a tenant’s section 82 issues at a rent-arrears hearing), the landlord’s responding evidence is due 5 days before.
  • How to file with the LTB: Use the Tribunals Ontario Portal (TOP). Accepted formats include PDF, Word, Excel, JPG, MP3/MP4/MOV; size limits apply (e.g., up to 2GB in TOP, 35MB by email). The LTB won’t open cloud links; upload the actual files.
  • Important: Uploading to TOP does not serve the other party unless they’ve consented in writing to exchange evidence through the portal. Without consent, you must also serve your materials by an allowed method (e.g., email if they agreed, or hard copy).

British Columbia — Residential Tenancy Branch (RTB)

  • Deadlines: Applicant evidence due 14 days before the hearing; respondent evidence due 7 days before. A simple journal and clear filenames are encouraged.
  • How to file with the RTB: The Best is to upload online using your dispute access code; you can also file in person, by mail, or by fax. RTB lists accepted file types and size limits (e.g., videos up to 200 MB, other files up to 10 MB). For USBs or other devices, include RTB-43 Digital Evidence Details and make sure files play. 
  • Serve the other side: You must give the RTB and the other party your evidence; RTB explains service methods and timings on its site. Keep proof.

Other provinces (quick note)

Provincial tribunals have their own evidence rules and timelines. For example, Alberta’s RTDRS lets parties submit additional evidence up to 24 hours before the hearing if it’s served on both the tribunal and the other side. Always check your local rules.

Common mistakes (and easy fixes)

  • Late evidence. Put your hearing date on a calendar and set a reminder a week earlier (ON) or two weeks earlier (BC applicant). Late material can be refused.
  • Unclear bundles. No page numbers, no index, 50 screenshots with no dates—these hurt your case. Number pages and add a table of contents.
  • Links instead of files. Upload/attach the actual files; don’t send Dropbox/iCloud/social links.
  • Can’t play your recording. Test playback and bring timecodes for key clips.
  • Forgetting proof of service. Keep the portal receipt, email confirmation, fax slip, or mail/courier tracking. (BC uses RTB-55 Proof of Service for hearing packages.) 

Quick FAQs

What is the fastest way to resolve a landlord-tenant dispute?

Direct communication backed by a short written agreement. If that fails, mediation is often quickest.

Is arbitration required?

Only if both parties agree or if the lease includes a valid arbitration clause. It is usually binding.

Can a landlord enter a unit without notice?

Notice rules vary, but most jurisdictions require reasonable advance notice except in emergencies. Check local law and your lease.

What if the landlord does not return a security deposit?

Send a written demand with your forwarding address. If not resolved, file in small claims court or the relevant tribunal with your move‑out evidence.

Can a tenant withhold rent for repairs?

Only where allowed and usually after specific steps, such as a written notice and deadlines, or a formal escrow. Get local guidance before withholding.

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