Good records help landlords and tenants understand what happened, communicate clearly, and prepare if a disagreement reaches the Landlord and Tenant Board. Keep original documents and reliable copies.
Core tenancy records
- The signed lease, addenda, inspection records, and key or deposit receipts.
- Rent receipts, payment confirmations, arrears calculations, and lawful increase notices.
- Notices served or received, together with proof of the date and method of service.
- Move-in and move-out photographs or video that can be dated and explained.
Maintenance and communication
- Keep requests, responses, contractor invoices, access notices, and completion records.
- Use clear written follow-up after important calls or in-person conversations.
- Preserve the full message thread rather than isolated screenshots.
- Record dates, people involved, and objective observations without adding speculation.
Prepare a useful timeline
A short chronological index can make a large file easier to understand. Link each event to the supporting document and keep personal information secure. Confirm current forms, service rules, and deadlines before taking a formal step.
This guide is neutral information. The rights and procedures that apply depend on the facts and current Ontario residential-tenancy law.