What to record and why
Good documentation turns a messy repair situation into clear evidence. Focus on verifiable items that show what happened, when, and what you did to resolve it.
- Photos and video of damage or faulty systems, clearly dated and described.
- Dates and times when problems began, and when you reported them to the landlord or manager.
- Messages and requests: copies of emails, texts, and written notices you sent or received.
- Receipts or invoices for emergency repairs you paid for, and notes about why you paid.
- Follow-up notes after phone calls or visits: who you spoke with and what they said.
When to notify your landlord and how
Tell your landlord about the problem as soon as you notice it and use written notice when possible. Clear written records make later applications to the RTB stronger.
- Give written notice describing the repair needed, when it started, and how it affects habitability.
- Keep a copy of the notice and proof of delivery (email confirmation, text screenshot, or registered mail receipt).
- Allow a reasonable time for the landlord to respond or arrange repairs before applying to the RTB, unless it is an emergency.
- For emergency repairs (no heat, severe plumbing failure), contact the landlord immediately and document the emergency and any temporary fixes.
Official RTB forms and when to use them
The Manitoba Residential Tenancies Branch (RTB) manages disputes and provides official forms and guidance[1]. Common documents tenants use include the Application for Dispute Resolution and written repair notices available on the RTB forms page[2]. The Residential Tenancies Act sets the legal standard for repairs in Manitoba[3].
Application for Dispute Resolution: Use this RTB application when a landlord has not fixed an issue after you gave written notice and a reasonable time passed. Example: you reported no heat for a week, supplied photos and messages, and the landlord did not arrange repairs; submit the Application for Dispute Resolution to request a hearing.
Written notice to landlord (Notice to Repair): Even if there is no single standardized fillable form, a clear written notice with dates, description, and a request for repair is essential. Example: send an email or registered letter stating the problem, the date you first noticed it, and asking for repairs within a stated reasonable timeframe.
When you submit RTB forms, attach your documentation (photos, receipts, message logs) and describe steps you already took to get the repair done. If you are unsure which form to use, contact the RTB for direction[1].
Obligations and common repair categories
Understanding who is responsible helps you focus your documentation. For routine maintenance and non-emergency repairs, landlords are typically responsible for keeping units in habitable condition. For urgent safety issues, act quickly and document everything.
- Routine repairs: landlord responsibility for heating, plumbing, and structural safety — see Routine Repairs in Rental Units: Tenant and Landlord Responsibilities for details.
- Emergency repairs: tenant should notify landlord immediately and may need to arrange urgent fixes if unsafe; keep receipts and records.
- Documentation of repeated issues: keep a timeline showing repeated failures or ignored notices to support an RTB application.
Find temporary options if repairs take long
If repairs affect habitability and temporary relocation is necessary, document the reason and any extra costs. Explore local rental options if you must move while awaiting a dispute outcome.
Find rental homes across Canada on Houseme
Key Takeaways
- Record dates, photos, messages, and receipts every time you report a repair.
- Send written notices and keep proof of delivery before filing with the RTB.
- Attach clear evidence to any RTB Application for Dispute Resolution to increase chances of success.
FAQ
- How long should I wait after giving notice before applying to the RTB?
- Allow a reasonable time based on the severity: a few days for urgent heating or plumbing failures, and up to a couple of weeks for routine repairs; document your attempts to get the landlord to act.
- Can I pay for a repair and ask the landlord to reimburse me?
- Yes, in emergencies you may pay for necessary repairs. Keep receipts and evidence, notify the landlord beforehand if possible, and include documentation when applying to the RTB for reimbursement.
- What evidence does the RTB find most useful?
- Clear dated photos/videos, time-stamped messages, written notices, and receipts or invoices are the most persuasive evidence at a hearing.
How-To
- Document the problem with dated photos or video and write a short description for each image.
- Send a clear written notice to the landlord describing the repair, when it began, and what you want done.
- Keep a timeline of calls, texts, emails and visits showing follow-up and any missed appointments.
- Collect receipts or estimates if you pay for emergency work and note why you acted.
- Complete the Application for Dispute Resolution and attach your evidence and timeline when reasonable time has passed.
- Attend the RTB hearing or call-in, present your documented evidence, and stick to the facts when explaining what happened.
Help and Support / Resources
- Manitoba Residential Tenancies Branch — official RTB page
- RTB forms and applications — Government of Manitoba
- Residential Tenancies Act (Manitoba) — official legislation
