What records must landlords keep in Manitoba?
Landlords should keep clear, dated records that show the rental relationship and any transactions or actions affecting habitability. Tenants may ask to see some documents when resolving problems.
- A copy of the signed rental agreement and any amendments or special clauses.
- Receipts and ledgers showing rent payments, security deposit transactions, and any deductions.
- Maintenance and repair records, including dates, invoices, and who performed the work.
- Notices and correspondence with tenants, with dates and how they were delivered.
Why these records matter for tenants
Accurate records help tenants prove payment history, track promised repairs, and show whether a landlord followed required notice periods. If you are preparing a complaint, the Residential Tenancies Branch accepts documented evidence to support claims and request remedies. Residential Tenancies Branch[1]
Penalties for non-compliance
When landlords fail to keep or produce required records, Manitoba remedies can include orders to repay wrongfully withheld deposits, fines, or other directions from the tribunal. Tenants can ask the tribunal to consider missing records when deciding credibility and remedies.
- Administrative penalties or orders to compensate tenants for improperly handled deposits or uncompleted repairs.
- Tribunal directions during hearings that may favor a tenant when evidence is missing.
- In some cases, repeat violations can lead to stronger enforcement actions under provincial rules.
How tenants can request records and act
Start by asking the landlord in writing for the specific documents you need; include dates and a reasonable deadline. If the landlord does not respond, collect your own evidence (photos, logs of events, copies of receipts) and file an official application with the tribunal if necessary.
Key official resources include the Residential Tenancies Act for Manitoba and the RTB forms you use to bring a dispute. The Act explains legal duties and timelines for notices and record retention. Residential Tenancies Act[2]
Required forms and how tenants use them
Common official forms and when you might use them:
- Application for Dispute Resolution — used to ask the Residential Tenancies Branch to hear your complaint about deposits, repairs, or breaches; file this when informal requests do not resolve the issue. View forms and filing instructions[3]
- Notice letters or templates — used to give the landlord written notice of a problem or to document a request for repair; include dates, what you asked for, and how you delivered the notice.
Practical example
If your heat is not working: 1) send a dated written request asking for repair; 2) keep copies and photos showing the problem; 3) if the landlord does not act within a reasonable time, complete an Application for Dispute Resolution and attach your evidence so the tribunal can set a hearing.
FAQ
- Can I ask my landlord to see their records?
- Yes — ask in writing for the specific documents, keep a copy of your request, and note how and when you delivered it; if they refuse, consider filing with the RTB.
- How long must landlords keep records?
- Manitoba does not list a single worldwide retention period for every document, but landlords should retain payment records and key tenancy documents for several years to support any future disputes.
- What if my landlord destroyed or altered records?
- If you suspect tampering or destruction of evidence, tell the tribunal and include any circumstantial proof you have; the tribunal can consider missing or altered documents when deciding the case.
How-To
- Gather all documents you already have: receipts, photos, messages, and the rental agreement.
- Send a dated written request to the landlord asking for the missing records and keep proof of delivery.
- If the landlord does not comply, complete the Application for Dispute Resolution and attach your evidence.
- Attend the hearing prepared to explain the timeline and present your documents clearly.
- If the tribunal issues an order, follow the directions and keep records of compliance or further non-compliance.
Help and Support / Resources
- Residential Tenancies Branch (Manitoba)
- Residential Tenancies Act (Manitoba)
- RTB forms and filing instructions
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