Ontario Landlord Evidence Guide

Why Evidence Matters

At an LTB hearing, the adjudicator makes decisions based on the evidence presented. It doesn't matter if you're "right"—if you can't prove your case with proper documentation, you may not get the outcome you deserve.

Many landlords lose hearings not because the tenant didn't owe rent, but because they couldn't clearly demonstrate the amount, timeline, or circumstances with proper evidence.

Essential Evidence for Arrears Cases

For an L1 (arrears) hearing, you should prepare:

1. Rent Ledger

A chronological record showing each month's rent charges, payments received, and the running balance. This is arguably your most important document.

Download our free Rent Ledger Template →

2. Copy of the Lease

Your signed lease agreement showing the rent amount, rental period, tenant names, and rental unit address. If you don't have a written lease, bring any documentation of the agreed terms.

3. Copies of Notices Served

Bring copies of all N4 notices served, including:

• The original notice (or a copy)
• Proof of service (how and when you delivered it)
• Certificate of Service if applicable

4. Payment Records

Evidence of payments received:

• Bank statements showing deposits
• E-transfer confirmations
• Cheque copies or records
• Receipt books if you provided receipts

5. Communication Records

Any relevant communication with the tenant about the arrears:

• Text messages
• Emails
• Letters sent

Organizing Your Evidence

Proper organization makes it easier for the adjudicator to follow your case and demonstrates your professionalism.

Create an Evidence Bundle

Compile all documents into a single organized package:

1. Cover page – Your name, the hearing date, and file number
2. Index/Table of contents – List each document with page numbers
3. Documents in chronological order – Lease first, then notices, then payment records
4. Page numbers – Number every page consecutively

Prepare Copies

• One copy for yourself
• One copy for the tenant/their representative
• One copy for the adjudicator

Common Evidence Mistakes

Digital vs. Physical Evidence

In-person hearings typically require physical copies. For video hearings, you may be able to share documents electronically, but check the LTB's current procedures.

Always have your documents accessible in both formats when possible—print copies you can reference and digital copies you can share if needed.

Evidence Checklist

Related Resources