Keeping clear records of repair requests protects tenants and speeds up fixes. This guide explains in plain language how Ontario renters can document problems, what to include in written notices, how to capture photos and logs, when to use official forms, and when to get help from the Landlord and Tenant Board or government agencies. Whether you rent an apartment, basement unit, or house, good documentation should show dates, contacts, and how the issue affects health or habitability. If you are also looking for alternative listings while you consider options, Houseme - your rental solution in Canada can help you search for other rentals. Follow the steps below to create a clear paper trail that supports your request and any later application.
Document repair requests
Start by telling your landlord about the issue in writing and keep a dated copy. If you need the Landlord and Tenant Board, contact them for guidance[1].
What to include in every repair request
- A clear date and time when the problem began or was noticed.
- A short, specific description of the repair needed and the exact location in the unit.
- Photos or short videos showing the issue; include close-ups and context shots.
- Copies or summaries of any previous notices, messages, or responses from the landlord.
- Notes about health or safety risks (mold, lack of heat, leaks) and any immediate impacts.
Keep a repair log with dates you reported the problem, who you spoke with, and any promises or timelines the landlord gave. If your landlord refers to the Residential Tenancies Act, 2006, review the rule yourself[2].
How to send your written request
Choose a method that creates a record: email, text with attachments, or registered mail. If you meet in person, follow up with a short written note summarizing the conversation.
- Send a dated written notice describing the problem and a reasonable deadline to fix it.
- Attach photos or video files and label them with dates and filenames.
- Ask for a specific time window for access if repairs require entry.
- Keep copies of delivery receipts, read receipts, or signed acknowledgements when possible.
When to use official forms and the Board
If a landlord does not make necessary repairs within a reasonable time after you provide written notice, tenants can apply to the Landlord and Tenant Board for an order or remedy. Find application forms and instructions on the Board's forms page[3].
Example: You report a persistent leak by email on March 1, attach dated photos, and give a 14-day reasonable deadline. If the leak continues after 14 days with no meaningful repairs, you could file an application with the Board asking for an order to compel repairs or compensation.
For routine repair questions, see Routine Repairs in Rental Units: Tenant and Landlord Responsibilities. To review rights specific to the province, see Tenant Rights and Landlord Rights in Ontario.
FAQ
- How long should I wait for a landlord to fix a problem?
- Wait a reasonable time based on the severity: urgent hazards (no heat, major leaks) require immediate attention, while minor issues may allow a short reasonable period like a few days to two weeks.
- What if the landlord never fixes the issue?
- Keep your records and consider filing an application with the Landlord and Tenant Board asking for an order or compensation; the Board will review your evidence and may schedule a hearing.
- Can I withhold rent or hire someone and deduct the cost?
- Do not withhold rent without legal advice. In Ontario there are specific rules under the Residential Tenancies Act and steps you must follow; seek guidance before withholding or making deductions.
How-To
- Note the date and time you first noticed the problem, and record ongoing events.
- Take clear photos and short videos, and save copies with filenames that include the date.
- Send a dated written notice to your landlord describing the issue and a reasonable deadline to fix it.
- Keep a folder of all communications, receipts, and the repair log as evidence.
- If the landlord does not fix the problem within a reasonable time, file an application with the Landlord and Tenant Board with your documentation.
Key Takeaways
- Document every report with dates, photos, and written notices.
- Send requests in a way that creates a record and keep copies of everything.
- Use official forms and the Landlord and Tenant Board if repairs are not made.
Help and Support / Resources
- Landlord and Tenant Board - Tribunals Ontario
- Residential Tenancies Act, 2006
- Ontario - Renting and tenant rights
