Showing up to an LTB hearing with a vague account of what happened is not enough. The LTB is a quasi-judicial tribunal — it makes decisions based on evidence. Landlords who do not bring the right documents, organized in the right way, often walk out without the order they needed.
The Lease Agreement
Every LTB hearing should start with the signed lease agreement. This establishes the tenancy, the rent amount, the payment date, and any other terms relevant to the dispute. If the tenancy is on a month-to-month basis (the lease expired and was not renewed), have the original lease and be ready to explain that it converted to month-to-month.
The Notice and Proof of Service
The notice that started the application — N4, N12, N5, or other — must be in evidence along with proof that it was properly served. A Certificate of Service completed at the time of service is the standard. Without it, service can be disputed and the application may be dismissed.
The Rent Ledger
For non-payment applications, a clear rent ledger is critical. It should show every month’s rent, the date payment was due, the date payment was received (or not), and the running balance. The LTB uses this to verify the arrears amount. An unclear or inconsistent ledger creates problems.
Written Communication
Text messages, emails, and written notices between landlord and tenant are often relevant evidence. If the tenant said in writing that they cannot pay rent, if you gave a written maintenance notice, or if there is a written record of any agreement — have it printed and organized by date.
Photographs and Inspection Records
For N5 applications involving damage, photographs are critical. Date-stamped photos taken at the time of discovery are strongest. For maintenance-related defenses, your inspection and repair records show you responded appropriately. The more contemporaneous your documentation, the more credible it is.
What Comes Next
Stonegate prepares complete evidence packages for Ontario landlords at LTB hearings. Book a free call at https://calendly.com/stonegatelegalservices/20min.
▶ Watch: What Landlords Need to Know About Evidence Submission
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