Ontario Landlords: How to Properly Serve LTB Notices (2025 Guide to Legal Service Requirements)
Complete guide for Ontario landlords on legally serving LTB notices under Section 191 of the RTA, including accepted methods, common mistakes, and documentation requirements.
Proper service of Landlord and Tenant Board (LTB) notices is one of the most important — and most commonly misunderstood — parts of Ontario's Residential Tenancies Act, 2006 (RTA)[1]. Even when a landlord is completely right on the facts, the LTB can dismiss an eviction application solely because the notice was served incorrectly.
This article explains how to legally serve LTB notices under section 191 of the RTA, what methods are permitted, what mistakes commonly lead to dismissed applications, and best practices for landlords seeking to ensure compliance.
What "Service of Notice" Means Under the RTA
"Service" is the legal term for how a landlord delivers an official LTB notice or document to a tenant.
The RTA sets out strict, mandatory rules for how notices must be delivered. A notice like an N4, N5, N6, N7, N8, or N11 is only valid if it is served using a method permitted by law.
Improper service = invalid notice = LTB dismissal.
Legally Accepted Methods of Service (Section 191, RTA)
Ontario law allows the following ways to serve LTB notices[1]:
1. Handing the Notice Directly to the Tenant
- Considered one of the most reliable methods
- You may hand it to the tenant personally
2. Placing the Notice in the Tenant's Mailbox or Mail Slot
- Must be the mailbox or slot for the rental unit, not a shared mailroom
3. Delivering to an Adult in the Rental Unit
- The adult must live in the unit
- You do not need to confirm relationship to the tenant
4. Courier
- The landlord must keep a delivery confirmation
5. Regular Mail
- Adds 5 days to the effective date
- Not recommended for urgent matters
6. Fax (Rare)
- Allowed only if the tenant has provided a fax number
7. Email (Only With Written Consent)
- The tenant must sign a written agreement allowing email service
- Without written consent, email service is not valid
Methods That Are NOT Allowed
Landlords frequently make mistakes using the following prohibited methods:
- ✗Posting the notice on the tenant's door (This is NOT allowed for LTB notices)
- ✗Sliding the notice under the door (Also not permitted)
- ✗Text message, WhatsApp, or social media messaging
- ✗Leaving the notice in common areas
- ✗Leaving it with neighbours or building staff
- ✗Using registered mail only without accounting for delivery delays
Using a prohibited method almost always results in dismissal at the LTB.
The Certificate of Service
Every landlord filing an application with the LTB must submit a Certificate of Service[3], confirming:
- What was served
- How it was served
- When it was served
- Who served it
This is a mandatory document, and inconsistencies often lead to:
- Adjournments
- Dismissals
- Delays in hearings
Accuracy matters — the LTB checks dates, service methods, and timelines closely.
How Service Affects Notice Timelines
Service method directly affects when a notice becomes legally effective:
- Hand-delivery: effective immediately
- Mailbox/mail slot: effective the same day
- Courier: effective when delivered
- Regular mail: add 5 days automatically
- Email with consent: effective same day
If the timeline is miscalculated, the notice may be invalid.
Example: If an N4 gives 14 days to pay but the landlord miscounts or forgets to add 5 days for mail, the notice will be defective.
Best Practices for Ontario Landlords
To minimize risk of dismissal:
1. Use Hand Delivery When Possible
It is the most reliable and least likely to be challenged.
2. Document Everything
Keep:
- Photos of mailbox delivery
- Courier receipts
- Email consent forms
- Copies of served notices
- Date and time logs
3. Double-Check Termination Dates
Errors in termination dates are the most common reason an N4 or N5 gets thrown out.
4. Avoid Relying on Tenants' Verbal Consent
Only written consent enables email service.
5. Keep Copies of All Communications
LTB hearings often rely on timelines.
When to Seek Assistance
Landlords often seek help when:
- A notice must be served urgently
- They want to ensure all deadlines are correct
- They have multiple tenants in a unit
- There is a history of disputes
- They want to avoid a dismissal at the LTB
Professional assistance ensures that service is performed correctly and documented properly — which can significantly affect the outcome of a hearing.
Need Help Serving LTB Notices Correctly?
Our paralegals can ensure your notices are served properly and documented according to LTB requirements.
Sources
This article is for informational purposes only and does not constitute legal advice. For case-specific guidance, consult with a licensed paralegal or lawyer.