Ontario Landlords: A Complete Guide to Certificates of Service for LTB Documents (2025 Update)

Introduction

A Certificate of Service is a mandatory document required by the Landlord and Tenant Board (LTB) to prove how, when, and to whom a landlord or tenant served an LTB notice or application. Unlike a Section 72 Affidavit (used for sworn service), a Certificate of Service is a standard form used in most LTB applications to confirm that documents were delivered using a legally permitted method.

Improper or unproven service is one of the most common reasons LTB matters are delayed or dismissed. A correctly completed Certificate of Service ensures that your application can proceed without procedural issues.

When a Certificate of Service Is Required

A Certificate of Service must be completed whenever you serve:

1. LTB Applications

Examples:

• L1, L2, L3
• L4A, L4B
• L5, L6, L7, L8, L9
• A1, A2, A4
• T2, T5, T6

2. Notices Issued by the LTB

Such as:

• Notice of Hearing
• Orders requiring service
• Requests for documents

3. Any document the LTB instructs you to serve

This includes evidence packages when required under the Rules of Procedure.

Accepted Methods of Service Under the RTA

Section 191 of the Residential Tenancies Act, 2006 (RTA) lists the legally acceptable service methods:

• Handing the document directly to the individual
• Leaving it in the tenant's mailbox or mail slot
• Placing it at the door of the rental unit (for notices only, not applications)
• Mailing or couriering it to the rental unit
• Email only if the tenant has previously consented in writing
• Fax (rare today)
• Hand delivery to an authorized representative

Each method has different rules and timelines. The Certificate of Service must state exactly which method was used.

What Must Be Included in a Certificate of Service

A valid Certificate of Service contains:

1. Your Information

• Name of the person who served the document
• Telephone number
• Relationship to the landlord or tenant

2. The Name of the Recipient

• Full legal name of each tenant served
• Rental unit address

3. The Document Served

Examples:

• N4 Notice for Non-Payment
• L1 Application
• Notice of Hearing
• Evidence package

4. Method of Service

Must match one of the lawful methods in the RTA.

5. Date of Service

This determines the legal notice period.

6. Signature of the Server

The person who served the document must sign the certificate.

How to Complete a Certificate of Service Step-by-Step

Step 1 — Identify the Document

Clearly indicate which form or notice was served.

Step 2 — Record the Tenant's Name and Address

Include all tenants listed on the lease.

Step 3 — Choose the Correct Service Method

Only choose methods allowed by section 191.

Step 4 — Enter the Service Date

This must be accurate — termination dates depend on it.

Step 5 — Sign and Date the Certificate

Unsigned certificates are invalid.

Optional Step — Keep Proof

Examples:

• Photo of door posting
• Courier receipt
• Screenshot of email (with prior written consent)

Keeping additional proof can help if service is challenged.

Why Certificates of Service Are Important

The LTB relies on Certificates of Service to determine:

• Whether the tenant had proper notice
• Whether the landlord followed RTA timelines
• Whether the application is procedurally valid
• Whether a hearing can proceed

If service is found to be improper, the LTB may:

• Dismiss the application
• Adjourn the hearing
• Reset notice periods
• Require re-service

Proper service avoids costly delays.

Common Mistakes to Avoid

Typical errors include:

• Incorrect service dates
• Wrong tenant names
• Serving by email without written consent
• Using service methods not allowed for applications
• Not serving all tenants listed on the lease
• Not completing a Certificate of Service for every document served
• Missing signatures
• Serving at the wrong address

Even small mistakes can invalidate the entire process.

When to Seek Professional Help

Landlords frequently seek assistance with service issues when:

• Multiple tenants live at the property
• Service deadlines are tight
• They are unsure which method is legally valid
• Notices involve complex timelines
• The landlord wants to avoid dismissal due to service mistakes

Professionally prepared Certificates of Service help ensure compliance and prevent unnecessary delays.

Sources

1. Residential Tenancies Act, 2006 — Section 191
2. Landlord and Tenant Board — Certificate of Service Form
3. LTB Rules of Procedure — Rule 3: Service of Documents
4. LTB Interpretation Guidelines

This article is for informational purposes only and does not constitute legal advice.