What Evidence Should a Landlord Bring to an LTB Hearing?
The Landlord and Tenant Board decides cases on evidence, not on who tells the better story. Landlords who arrive without the right documents, organized the right way, often leave without the order they need. Here is what to bring.
Key points
- Bring the signed lease, the notice you served and proof you served it properly.
- For unpaid rent, a clear rent ledger is the most important document.
- Texts, emails and letters should be printed and organized by date.
- Dated photos and repair records are critical for damage cases.
Showing up to an LTB hearing with a general account of what happened isn’t enough. The Board is a tribunal that decides cases on evidence. Here is what landlords should have ready.
| Case type | Key evidence |
|---|---|
| Unpaid rent (N4, L1) | Lease, N4 and Certificate of Service, rent ledger |
| Damage or interference (N5, L2) | Dated photos, repair invoices, complaints, incident log |
| Own use (N12, L2) | Declaration from the person moving in, supporting documents |
| Tenant’s maintenance claims (T6) | Repair requests, invoices, inspection records |
The lease
Start with the signed lease. It shows the tenancy, the rent, the due date and any relevant terms. If the lease has expired and the tenancy is now month to month, bring the original and be ready to explain.
The notice and proof of service
The notice that started the case, such as an N4, N5 or N12, must be in evidence along with proof it was properly served. A Certificate of Service completed when you served it is the standard. Without it, service can be disputed and the application may be dismissed.
The rent ledger
For unpaid rent, a clear ledger is critical. It should show each month’s rent, when it was due, what was paid and when, and the running balance. An unclear or inconsistent ledger causes problems.
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Texts, emails and letters between you and the tenant are often key. Print them and organize them by date, especially anything where the tenant admits they can’t pay or where you agreed to something in writing.
Photos and inspection records
For damage cases, dated photos taken when the damage was found are strongest. If the tenant raises maintenance issues, your repair and inspection records show you responded properly.
How to organize your evidence
- Put documents in date order with page numbers.
- Upload or send them to the Board and the tenant by the deadline before the hearing.
- Keep a copy for yourself to refer to during the hearing.
- Prepare a short summary of what you are asking for and the amount.
- Bring any witness you need, and make sure they know the hearing time.
Frequently asked questions
What documents do I need for an LTB hearing?
The lease, the notice you served, the Certificate of Service, and evidence for your claim, such as a rent ledger for unpaid rent or photos for damage.
Do I need to send my evidence to the tenant?
Yes. Evidence must be shared with the Board and the other party before the hearing, by the deadline in the Board’s rules.
Are text messages accepted as evidence?
Yes. Print them, or provide clear screenshots, organized by date and showing who sent each one.
What if I forgot to complete a Certificate of Service?
Service can then be disputed, which may lead to the application being dismissed. Get advice on whether the notice needs to be served again.
Can I bring witnesses?
Yes. Witnesses such as other tenants or contractors can support your case. Make sure they can attend the hearing.
About Robert Di Lisi
Robert is a paralegal licensed by the Law Society of Ontario and co-founder of Stonegate Legal Services, a landlord-only firm. He leads client intake and speaks at landlord seminars across the GTA. Like the rest of the team, he is a landlord himself.
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