Keeping clear records when a landlord enters a rental unit helps tenants protect privacy and rights. This guide explains what records landlords in Ontario should keep, how tenants can ask for documentation, and practical steps to prepare for inspections, repairs, or showings. It covers notice timelines, acceptable reasons for entry, what information should appear in an entry log, and how records can be used if a dispute goes to the Landlord and Tenant Board. Written for renters and tenants in Ontario, it avoids legal jargon and focuses on everyday actions you can take to document entries, request receipts, and preserve evidence for habitability or privacy concerns.
What records a landlord should keep and why
When a landlord enters a unit, good records show the reason for entry, who attended, and any repairs or observations. Tenants benefit when entries are documented because records can clarify timing, prove consent or lawful notice, and support habitability claims if repairs are delayed.
- Signed written notice or sent notice details (date, time, reason).
- Entry log with date, time-in/time-out, and names of visitors.
- Copies of repair orders, invoices, and receipts showing work done.
- Photographs or videos of conditions taken during entry (date-stamped when possible).
- Any tenant communications about the entry (emails, texts, voicemail notes).
Legal framework and where to check the rules
In Ontario the main law is the Residential Tenancies Act, 2006[1], which sets limits on when landlords can enter and how much notice is required. The Landlord and Tenant Board handles most tenancy disputes and applications about entry and repairs[2]. If you are unsure whether an entry was lawful, you can review the Act and the Board guidance to see if required notice and reasons were provided.
How tenants can request records
If you want copies of entry records, ask the landlord in writing and specify what you need and a reasonable deadline. Keep a copy of your request and any responses. If a landlord refuses, the Landlord and Tenant Board accepts applications asking the Board to order disclosure of documents as part of a hearing; the Board provides forms and instructions for filing[3].
Practical documentation steps for tenants
Simple steps make your evidence clear and useful:
- Note the date and time of the notice and the scheduled entry.
- Take photos or short video of the unit condition before and after entry.
- Save texts, emails, or call logs about the entry and who attended.
- Ask for written receipts for any repairs or payments related to the visit.
Records to look for after different types of entry
Different reasons for entry produce different records. For repairs, expect invoices and work orders. For showings, expect copies of the notice and a log of who toured. For inspections, expect a written inspection report or checklist.
When records matter most
Records are especially important if a visit relates to habitability (heating, water, mould), denied access disputes, or compensation claims. If a landlord gives less notice than required or enters without reason, documented proof of time and communications supports a tenant application to the Board.
Internal links and extra help
If you are preparing for an inspection, see the Guide to the Initial Rental Property Inspection for Tenants for tips on documenting conditions. For a clear summary of landlord and tenant duties that affect entry and records, read Obligations of Landlords and Tenants: Rights and Responsibilities Explained. For searching rental listings or planning a move after resolving an issue, consider Houseme - your rental solution in Canada.
FAQ
- Can a landlord enter my unit without written notice?
- No. In Ontario, landlords generally must provide written notice in advance unless there is an emergency or a written agreement otherwise.
- How much notice must a landlord give before entering?
- The Residential Tenancies Act normally requires at least 24 hours written notice with a stated time window, though specific exceptions exist for emergencies.
- What should I do if a landlord enters without permission?
- Document the entry immediately (photos, notes, witnesses), ask for written reasons, and consider filing an application with the Landlord and Tenant Board.
How-To
- Request a written copy of any notice of entry and save it.
- Photograph the unit condition before and after the entry, noting date/time.
- Save all communication about the entry (texts, emails, voicemail notes).
- Ask the visitor or contractor for an invoice or work order and keep a copy.
- If you cannot resolve concerns, prepare and file an application to the Landlord and Tenant Board with your records.
Key Takeaways
- Keep dated, written records of every entry and related communications.
- Watch notice timelines and save the landlord's written notice.
- Ask for receipts and inspection reports whenever work is done.
Help and Support / Resources
- Residential Tenancies Act, 2006
- Landlord and Tenant Board (Tribunals Ontario)
- Renting in Ontario - Official Government Guidance
