Ontario Landlords: What Professional File Set-Up Includes for LTB Matters (2025 Guide)

Introduction

A properly prepared LTB File Set-Up is the foundation of a successful landlord application before the Landlord and Tenant Board (LTB).^[1]

File setup ensures that all documents, timelines, evidence, and procedural requirements are organized and ready for filing. Because LTB proceedings involve strict deadlines and documentation rules under the Residential Tenancies Act, 2006 (RTA), a complete and accurate file setup helps avoid adjournments, delays, or dismissals.

Professional file setup is especially important when handling multi-step matters such as non-payment, disturbances, illegal acts, compensation claims, or renovation/own-use applications.

What File Set-Up Includes

A professional LTB file setup typically includes:

1. Review of Tenancy Documents

A complete review of:

• Original lease
• Standard Form of Lease (if applicable)
• Rent amount and increase history
• All communication between landlord and tenant
• Previous agreements (payment plans, mediation)
• Prior notices or LTB orders

This ensures all information used in the application is accurate and consistent.

2. Verification of Legal Rent and Arrears

Before filing an L1 or L9 application, a file setup will verify:^[2]

• Lawful rent amount
• Rent increase notices (N1 or N2)
• Payment history
• Rent ledger accuracy
• Any partial payments or disputed charges

This prevents errors that lead to application rejection.

3. Drafting and Reviewing Required Notices

Depending on the matter, file setup often includes preparing:

• N4 (Non-payment of rent)
• N5 (Disturbances/damage/overcrowding)
• N6 (Illegal acts)
• N7 (Safety or severe damage)
• N8 (Persistent late payment)
• N12/N13 (Own use / renovation / demolition)
• Other notices as applicable

Each notice is checked to ensure:

• The correct notice period
• Correct names and unit address
• Accurate dates
• Legal wording and compliance

4. Preparing LTB Applications

After notices expire or where the RTA allows immediate filing, file setup includes drafting:^[2]

• L1/L2 (Termination & eviction applications)
• L3 (Tenant failed to meet conditions)
• L4A/L4B (Enforce mediated or conditional orders)
• L5 (Tenant moved out, money owed)
• L6–L9 and other applications

Applications must match the notices exactly—any mismatch risks dismissal.

5. Evidence Compilation and Organization

Professional file setup ensures all evidence is:

• Collected
• Organized
• Labeled
• Presented clearly
• Served and filed correctly

This may include:

• Photos or videos
• Incident logs
• Police or by-law reports
• Repair invoices
• Witness statements
• Text messages, emails, call logs
• Rent ledgers
• Banking records

Organized evidence is crucial for the hearing.

6. Preparing Service Documents

This includes:^[3]

• Certificate of Service
• Section 72 Affidavit of Service (if required)
• Proof of email consent (if email used)
• Photos of door posting
• Courier or mail receipts

Proper service is mandatory under RTA section 191.

7. Creating a Timeline of Events

A chronological summary is often included to help:

• Identify legal deadlines
• Clarify the sequence of incidents
• Support testimony at the hearing
• Assist in case management discussions

This timeline becomes invaluable during LTB hearings.

8. Submitting the Application to the LTB

A complete file setup ensures:

• All required documents are included
• Fees are paid
• Forms are accurate
• Evidence packages are properly uploaded or attached

Errors at this stage are a major cause of LTB delays.

9. Preparing the Landlord for the Hearing

File setup may also include:

• Summary of key issues
• Identifying expected defences
• Preparing landlord testimony
• Highlighting relevant sections of the RTA
• Noting possible LTB outcomes

This enhances preparedness and reduces surprises.

Why Professional File Setup Matters

LTB matters can be dismissed for small errors such as:

• Incorrect dates
• Mismatched information
• Missing names
• Incorrect rent amounts
• Improper service
• Missing documents
• Disorganized evidence

Professional file setup minimizes risk by ensuring the case is procedurally sound from the beginning.^[4]

When to Seek Professional Assistance

Professional file setup is strongly recommended when:

• The matter is complex (N5, N6, N7, N12, N13)
• There are multiple tenants
• There is a history of disputes
• Large arrears or damages are involved
• The landlord is unsure about service or evidence rules
• The landlord wants to avoid starting the process over

Having a complete, accurate file can significantly increase the chances of a successful LTB outcome.

Sources

1. Residential Tenancies Act, 2006 — Various sections
2. LTB Forms and Applications
3. LTB Rules of Procedure
4. LTB Interpretation Guidelines