Tenants in Ontario often need clear guidance on how long to keep records for a Landlord and Tenant Board (LTB) case. Keeping organized documents—like rent receipts, lease agreements, photos of damage, repair requests and communication logs—helps tenants prove their case and respond to notices. This page explains typical retention timelines, the official forms you may need, practical examples of when to keep or discard documents, and steps to prepare for hearings. If you face a rent dispute, eviction, or habitability issue, detailed records can make the difference. The guidance uses plain language for renters and focuses on simple actions you can take now to protect your rights with the LTB in Ontario.
What records to keep and for how long
Good records make an LTB application or defence clearer and faster. Keep these items in a folder (paper or digital) while your tenancy continues and after it ends according to the suggested timelines below.
- Keep rent receipts and proof of payments for at least 3 to 6 years after payment dates in case of disputes over arrears or reimbursements.
- Keep a signed copy of the lease and any written changes to it for the full tenancy and at least 6 years after it ends.
- Keep photos and videos showing condition, damage, or repairs for as long as the issue is unresolved and until any related proceeding is finished.
- Keep written repair requests, emails, and notices you or the landlord sent or received for at least 3 years after the issue is resolved.
- Keep deposit receipts, move-in inspection records, and any receipts for agreed deductions until the deposit is returned and then for 3 years after.
- Keep a short dated log of phone calls or in-person contacts (who, when, what was discussed) for 1 to 3 years or longer if it relates to an ongoing dispute.
Why different timelines?
The recommended ranges balance practicality and common legal timelines: many financial disputes reference multi-year records while photographic and communication evidence should be kept while matters are active. If you are unsure, keep records until any LTB matter is fully closed.
Official forms, legislation and where to file
When you apply or respond to the LTB you will use official forms and follow rules on service and filing. The Landlord and Tenant Board maintains application and response forms and information about filing procedures on its forms page[1]. The LTB itself (Tribunals Ontario) explains the hearing process and contact information on its main page[2]. The Residential Tenancies Act, 2006 is the governing provincial law in Ontario and is the legislation the LTB applies when deciding cases[3].
- Application to the Landlord and Tenant Board (general application form): used to start most LTB cases; for example, a tenant files an application asking for repairs or rent abatement when the landlord will not fix serious habitability problems.
- Response or Answer form: used by the other party to reply to an application; for example, a tenant uses a response form to dispute an eviction application or to explain their side of a rent dispute.
- Proof of Service / Affidavit of Service: used to show the LTB that required papers were delivered correctly; for example, if you hand-deliver or mail a document to the landlord, file proof so the Board knows they received it.
Preparing your evidence for an LTB hearing
Organize documents and make a short evidence list you can give the Board and the other party. Include dates, who was present, and a short note on why each item matters.
- Label photos and videos with date and location so the hearing officer can easily verify what they show.
- Arrange receipts and bank records in date order and highlight the items that directly support your claim.
- Bring originals when possible, plus one copy for the Board and one for the other party.
Moving, replacement housing and where to look
If you are starting a new search while dealing with an LTB matter, consider timing and whether you need proof of efforts to mitigate your situation. If you need to find a new place quickly, Find rental homes across Canada on Houseme to compare listings in different cities.
For practical tenant guidance about what happens after signing or when preparing to move, review related topics:
- What Tenants Need to Know After Signing the Rental Agreement
- Tenant Rights and Landlord Rights in Ontario
FAQ
- How long should I keep rent receipts after I move out?
- Keep rent receipts for at least 3 years after you move out; keep them longer (up to 6 years) if they relate to a financial dispute or ongoing legal matter.
- Do I need photos of damage and for how long?
- Keep dated photos and videos while the problem is being resolved and until any related LTB case or settlement is complete.
- Where do I file an application with the LTB?
- File using the official applications and instructions on the Landlord and Tenant Board website; some forms can be filed online or by mail depending on the application type.
How-To
- Gather rent receipts, lease, photos and written communications and put them in date order.
- Check the LTB forms page and choose the correct application or response form for your situation, then complete it carefully.[1]
- Serve the other party following the LTB rules and prepare proof of service to file with the Board.
- Create a short evidence list noting how each item supports your claim and bring copies to the hearing.
Help and Support / Resources
- LTB (Landlord and Tenant Board) - hearings and forms
- LTB forms and filing information
- [Residential Tenancies Act, 2006] - Ontario e-Laws
