Landlord and Tenant Board Forms in Ontario

Comprehensive Guide to Landlord and Tenant Board Forms in Ontario

The Landlord and Tenant Board (LTB) in Ontario provides a variety of forms that landlords and tenants use to manage their rental relationships. These forms cover a wide range of situations, including rent increases, eviction notices, disputes, and agreements. Here’s an updated guide to the most common and important forms that landlords in Ontario may need.

Common Forms You’ll Likely Need

As a landlord, it’s important to be familiar with the most commonly used forms. Below is a summary of the key forms you may need, along with an explanation of each:

N1: Notice of Rent Increase

This form is used when a landlord plans to increase a tenant’s rent. It must be provided to the tenant at least 90 days before the increase is set to take effect. Most landlords will use the N1 form for regular rent increases within the allowable provincial guidelines.

N4: Notice to End Tenancy Early for Non-Payment of Rent

The N4 form is served to tenants who have not paid rent on time. This form allows the landlord to terminate the tenancy early due to non-payment. The tenant has 14 days (for monthly leases) to pay the outstanding rent to void the notice.

N11: Agreement to End the Tenancy

This form represents a mutual agreement between the landlord and tenant to terminate the lease. Both parties must sign the N11 form, and no specific reasons are needed to end the tenancy once there is mutual consent.

N12: Notice to End Tenancy for Landlord’s Own Use

Landlords use this form to terminate a tenancy if they, a family member, or a purchaser intends to move into the rental unit. The landlord must provide at least 60 days’ notice, and specific rules apply to protect tenants from misuse of the N12 form.

N13: Notice to End Tenancy for Demolition, Repairs, or Conversion

This form is used when a landlord needs to terminate the tenancy because they plan to demolish the unit, make extensive repairs, or convert it for a different use. The N13 Form notice period is at least 120 days.

L1: Application to Evict a Tenant for Non-Payment of Rent and Collect Rent

The L1 form is used after an N4 has been served and the tenant has not paid the overdue rent within the given time. Landlords file this form with the LTB to begin the eviction process and collect any unpaid rent.

L2: Application to End a Tenancy and Evict a Tenant or Collect Money

This is a general-purpose form for evictions or to collect money owed by the tenant for reasons other than non-payment of rent. It is typically used for issues like lease violations or damages.

Full List of Notices, Applications, and Other Forms

Landlord forms can be divided into four main categories: notices of termination, rent increases, applications for dispute resolution, and miscellaneous forms. Below is a detailed breakdown of the most relevant forms for each scenario.

Notices of Termination for Landlords

Notices of termination must be physically delivered to tenants and are used to formally notify tenants of the landlord’s intention to end the tenancy under specific circumstances. Below is a detailed breakdown of each notice.

N4: Notice to End Tenancy Early for Non-Payment of Rent

Th N4 form is used when a tenant has not paid their rent on time. It allows the landlord to begin the process of terminating the tenancy early due to unpaid rent. The notice gives the tenant 14 days (if paying monthly) or 7 days (if paying weekly or daily) to pay the overdue rent. If the tenant pays the full amount within this period, the notice becomes void, and the tenant can stay.

N5: Notice to End Tenancy for Interfering with Others, Property Damage, or Overcrowding

The N5 form is issued if the tenant is disturbing other tenants, causing damage to the rental unit, or allowing too many people to live in the unit (overcrowding). The tenant has the opportunity to correct the issue within 7 days (for a first offense) to avoid eviction. If the problem continues after the correction period, the landlord can proceed with eviction without further notice.

N6: Notice to End Tenancy for Illegal Acts or Misrepresentation of Income in Rent-Geared-to-Income Housing

Landlords use this form when a tenant is involved in illegal activities within the rental unit or has misrepresented their income in a rent-geared-to-income situation. The tenant is not given a correction period in these cases, and the landlord can move forward with eviction if the illegal act or misrepresentation is proven.

N7: Notice to End Tenancy for Causing Serious Problems in the Rental Unit or Complex

The N7 form is used when the tenant is causing significant issues that negatively impact the rental unit or building, such as excessive noise, safety violations, or harmful behavior. Similar to the N6, there is no opportunity for the tenant to fix the issue, and the landlord can proceed directly with the eviction process.

N8: Notice to End Tenancy at the End of the Lease Term

This notice is used to terminate a tenancy at the end of the lease term for reasons unrelated to non-payment or tenant misconduct. It’s often used when the landlord does not wish to renew the lease or is planning to use the unit for personal purposes. The landlord must provide at least 60 days’ notice before the end of the tenancy.

N11: Agreement to End the Tenancy

This form is used when both the landlord and the tenant mutually agree to end the tenancy. Both parties must sign the N11 form, and no additional reasons or notice periods are required. The form can be used at any time during the tenancy.

N12: Notice to End Tenancy for Landlord, Purchaser, or Family Member’s Own Use

Landlords use the N12 when they or a close family member intend to move into the rental unit. It can also be used if a buyer of the rental property intends to occupy the unit. The landlord must provide at least 60 days’ notice and meet specific legal conditions, including offering the tenant compensation equivalent to one month’s rent.

N13: Notice to End Tenancy for Demolition, Major Repairs, or Conversion

This notice is used when a landlord plans to demolish the rental property, make major repairs that require the tenant to vacate, or convert the unit to a different use. The landlord must provide at least 120 days’ notice, and tenants may be entitled to compensation or the option to move back into the unit once repairs are complete.

Notices of Rent Increase for Landlords

These forms allow landlords to notify tenants of rent increases or additional charges, ensuring compliance with Ontario’s rent control laws.

N1: Notice of Rent Increase

This form is used for a standard rent increase within the limits of Ontario’s rent control guidelines. Landlords must provide tenants with at least 90 days’ notice before the increase takes effect. The increase cannot exceed the annual guideline set by the province unless the landlord has approval for an above-guideline increase.

N2: Notice of Rent Increase (Unit Partially Exempt)

This form is used when the rental unit is exempt from certain rent control rules, often in newer buildings that are not subject to the same rent increase guidelines. Landlords can raise the rent, but they must still provide 90 days’ notice.

N3: Notice to Increase Rent or Charges for Services

This form is for landlords in specialized rental situations (such as retirement homes) where services like meals, care, or housekeeping are provided. The landlord must provide notice of any increases in rent or service charges with at least 90 days’ advance notice.

N10: Agreement to Increase Rent Above the Guideline

The N10 form is used when the landlord and tenant agree to a rent increase that exceeds the provincial guidelines. Both parties must sign the agreement, and it must be done voluntarily. The form is often used when landlords make significant improvements to the rental property, and tenants agree to a higher rent.

Application Forms for Landlords

Landlords use these application forms to seek resolutions from the Landlord and Tenant Board. They cover evictions, rent disputes, and various tenant issues.

L1: Application to Evict a Tenant for Non-Payment of Rent

If a tenant has failed to pay rent and has not responded to an N4 notice, the landlord can file an L1 form with the LTB. This application requests an eviction order and allows the landlord to claim any unpaid rent.

L2: Application to End a Tenancy and Evict a Tenant or Collect Money

The L2 form is used to request the eviction of a tenant for reasons other than non-payment of rent, such as violating the lease terms or damaging the property. It can also be used to collect outstanding money owed for damages or unpaid utilities.

L3: Application to End a Tenancy After Tenant Gave Notice or Agreed to Terminate

This form is used when a tenant has given notice to vacate the unit or agreed to end the tenancy but has failed to move out by the agreed-upon date. The landlord can apply to the LTB for an order to end the tenancy and evict the tenant.

L4: Application to End Tenancy for Failure to Meet Conditions of a Previous Order

If a tenant was given conditions to remain in the rental unit (for example, after a settlement), but fails to comply, the landlord can file an L4 application to end the tenancy based on this failure.

L5: Application for Rent Increase Above Guideline

Landlords use the L5 form to request permission from the LTB for a rent increase above the guideline set by Ontario law. This application is typically used when the landlord has made significant capital improvements to the property.

L6: Application for Review of a Work Order

The L6 form is used when there is a dispute regarding a work order issued to the landlord for repairs or maintenance. The landlord can apply for the LTB to review the order and potentially reduce or remove the required work.

L7: Application to Transfer a Care Home Tenant

This form applies to care homes (such as retirement or nursing homes). Landlords can use it to request that the LTB transfer a tenant to another facility if they are no longer able to provide the necessary level of care.

L8: Application Regarding a Tenant Changing Locks Without Consent

If a tenant changes the locks without the landlord’s permission and refuses to provide a key, the landlord can file an L8 application to seek an order to require the tenant to provide access or return the locks to their original state.

L9: Application to Collect Rent Owed by a Tenant

The L9 form is used to collect rent owed by a tenant who has not paid. Unlike the L1 form, it does not involve an eviction and is simply an application to recover unpaid rent.

L10: Application to Collect Money Owed by a Former Tenant

If a tenant has moved out but still owes money for unpaid rent or damages, the landlord can use the L10 form to pursue the former tenant for the owed amount through the LTB.

A1: Application About Whether the Act Applies

Landlords can use the A1 form to request clarification from the LTB on whether the Residential Tenancies Act (RTA) applies to their specific situation or tenancy arrangement.

A2: Application Regarding a Sublet or Assignment

The A2 form is used when there is a dispute about a tenant’s right to sublet or assign the rental unit to another person. The landlord can seek a decision from the LTB on whether to approve or deny the request.

A4: Application to Vary the Amount of a Rent Reduction

If the landlord believes the amount of a previously ordered rent reduction is too high, they can use the A4 form to request that the LTB review and adjust the reduction.

Other Useful Forms for Landlords

In addition to notices of termination, rent increase forms, and applications for dispute resolution, landlords in Ontario may need to use various administrative forms in specific circumstances. These forms address tasks like proof of service, fee waivers, information disclosure, and managing specific legal requests. Below is a detailed breakdown of the most relevant forms.

Certificate of Service

This form is used by landlords to provide proof that a legal document, such as a notice of termination or other important documents, has been properly served to the tenant. The landlord must specify the method of delivery (e.g., personal service, leaving it in the mailbox, or affixing it to the tenant’s door) and the date it was served. This form is critical when filing applications with the Landlord and Tenant Board to demonstrate that the tenant was properly notified.

Certificate of Service – L10 (Serving a Former Tenant or Tenant No Longer in Possession of the Rental Unit)

This version of the Certificate of Service is specifically for situations where the landlord is serving documents to a tenant who has already vacated the rental unit or is no longer in possession of it. Like the general Certificate of Service, it verifies that the tenant was properly served with legal documents after they left the unit.

Affidavit

An affidavit is a sworn statement of facts that can be used in LTB proceedings. A landlord might use this form to support an application or provide evidence under oath. For example, if a landlord needs to confirm that rent was unpaid for a certain period or document other relevant issues, they can use an affidavit to officially declare this information.

Bulk Application Information Sheet

This form is used when a landlord submits multiple applications to the Landlord and Tenant Board at the same time. It helps to organize and track multiple claims, such as those from landlords managing multiple units or properties who are filing multiple notices of termination or rent-related applications simultaneously.

Consent to Disclosure Through Tribunals Ontario Portal

This form allows a landlord or tenant to provide consent for the Landlord and Tenant Board to share their personal information electronically via the Tribunals Ontario Portal. This may include sharing case-related documents, hearing schedules, or personal details between the parties and the tribunal.

Consent to Service by Email

Landlords can use this form to obtain the tenant’s consent to serve documents via email, as the standard rule requires physical service (hand delivery, placing in mailbox, etc.). Both parties must agree to this method in writing, and it’s important to note that without this consent, email service may not be valid.

Credit Card Payment Form

This form allows landlords to pay fees associated with filing applications or other LTB services by credit card. When submitting an application or request, landlords can include this form to cover the necessary fees for processing their documents.

Declaration

A Declaration is similar to an affidavit but may be used in different situations where a formal sworn statement is needed. The landlord uses this form to declare certain facts in support of an application or as evidence in a dispute, without the need for a full affidavit.

Fee Waiver Request

This form is used by landlords who cannot afford the filing fees required by the LTB. A fee waiver request allows them to apply for relief from paying the application fees if they can demonstrate financial hardship.

Information from Your Landlord About Utility Costs

This form provides tenants with important details about the utility costs in the rental unit. Landlords must fill this out if utilities are no longer included in the rent, or if utility costs have changed. It ensures transparency, so tenants are fully informed about what they’ll need to pay in addition to rent.

Information from Your Landlord About Utility Costs (One or More Utilities No Longer Provided in the Residential Complex)

This variation of the utility cost form is specifically for situations where certain utilities (like water, gas, or electricity) will no longer be provided by the landlord as part of the rental agreement. The form ensures tenants are notified of these changes and understand their responsibilities.

Information to Prospective Tenant About Suite Meters or Meters

This form is used when a rental unit is equipped with suite meters or individual meters for utilities. Landlords must provide prospective tenants with this information before signing the lease, allowing tenants to understand the cost of utilities that they will be responsible for based on actual usage.

L1/L9 Information Update

This form is used when landlords need to update the Landlord and Tenant Board about changes in an L1 (eviction for non-payment of rent) or L9 (application to collect unpaid rent) application. For example, if new rent payments have been made or if the tenant has vacated the unit, this form allows the landlord to update the LTB accordingly.

Landlord’s Motion to Set Aside an Order to Void – Form S3

Landlords use this form when they want to request that the LTB set aside an order that voids a previous decision. This could happen if the landlord believes the order was issued incorrectly or if new evidence has emerged that changes the circumstances of the case.

Landlord’s Notice to a New Tenant About an Order Prohibiting a Rent Increase

This form is required if there is an existing order that prohibits the landlord from increasing rent for a particular unit, and the landlord rents that unit to a new tenant. The landlord must notify the new tenant of the order before they sign the lease.

Landlord’s Notice to Terminate Obligations to Supply Electricity

This form is used when a landlord no longer wishes to be responsible for providing electricity to the rental unit. The landlord must notify the tenant that they will need to arrange their own electricity service moving forward. This notice must comply with the relevant rules around utility changes.

N14: Landlord’s Notice to the Spouse of the Tenant Who Vacated the Rental Unit

If a tenant vacates a rental unit and leaves behind a spouse, the landlord must use this form to notify the remaining spouse of their rights and obligations regarding the unit. This could happen in situations like a divorce or separation where the primary tenant leaves the unit, but the spouse remains.

Payment Agreement

This form outlines an agreement between the landlord and tenant regarding the payment of overdue rent or other financial obligations. Both parties sign this document to formalize the repayment schedule and any terms of the agreement, which could prevent eviction or collection actions if followed.

Request for French-Language Services

This form is used when either the landlord or tenant requires the hearing or communications with the LTB to be conducted in French. Ontario provides French-language services for those who need them, and this form ensures that those services are requested in advance of any proceedings.

Accommodation Request Form

Landlords or tenants who require accommodations for disabilities or other special needs can use this form to request necessary adjustments from the LTB, such as accessible facilities, document translations, or other services to ensure fair participation in the process.

Request to Use Alternative Service

In cases where traditional service methods (e.g., personal delivery or mail) are not feasible, landlords can use this form to request permission from the LTB to serve documents in an alternative way, such as by email or posting in a public area, if approved.

Request for a Discontinuance Order Without a Hearing

This form allows landlords to request that their application be withdrawn or discontinued without a formal hearing. This may happen if the tenant resolves the issue before the hearing date or if both parties come to an agreement outside of the LTB process.

Request to Withdraw an Application Form

Landlords can use this form if they wish to withdraw an application that has already been filed with the LTB. This might happen if the issue is resolved before the hearing or if the landlord no longer wishes to pursue the matter.

Request for Hearing Recording

Landlords can request a copy of the recording from their LTB hearing by submitting this form. This is helpful for landlords who want to review the proceedings or require a record of the hearing for future reference or appeals.

Request for the Board to Issue a Summons

Landlords can use this form to request that the LTB issue a summons, compelling a witness to attend the hearing. This is useful if the landlord needs a specific individual to provide testimony or evidence at the hearing.

Request to Amend an Order

If a landlord believes an LTB order contains an error or omission, they can file this form to request an amendment to the order. This might include correcting names, dates, or other factual information.

Request to Extend or Shorten Time

This form allows a landlord to request an extension or shortening of time for specific deadlines related to an LTB application. For example, a landlord may need more time to gather evidence or prepare for a hearing.

Request to be a Litigation Guardian: Mental Incapacity

In cases where a party (either the landlord or tenant) is mentally incapable of representing themselves, this form allows another person to be appointed as a litigation guardian to handle the case on their behalf.

Request to Reopen an Application

If a landlord’s application was dismissed or denied without a hearing, they can use this form to request that the LTB reopen the application for reconsideration. The landlord must provide valid reasons for reopening the case.

Request to Reschedule a Hearing

This form is used when a landlord or tenant is unable to attend a scheduled hearing. By submitting this request, they can ask the LTB to move the hearing to a different date. Valid reasons must be provided for the rescheduling.

Request to Review an Order

Landlords can use this form to request a review of an LTB order if they believe there was an error in the decision or new evidence has emerged. The LTB will review the request and determine whether to amend or uphold the original order.

Schedule of Parties

This form is used to list all the parties involved in an LTB case, including landlords and tenants, as well as any additional individuals or entities who are relevant to the application. It ensures that all parties are properly named and involved in the case, and that they will receive the necessary notifications regarding hearings and decisions.

Summons (Lawyers and Paralegals Only)

Lawyers or paralegals representing a landlord can use this form to request that a summons be issued to compel witnesses to attend the hearing. This form is specifically for legal representatives, and it helps ensure that crucial witnesses or evidence providers are available for testimony.

Tenant Agreement to Pay Directly for Electricity Costs

If a tenant has agreed to take responsibility for paying electricity costs directly to the utility provider, this form formalizes the arrangement. It protects the landlord by clearly documenting the tenant’s consent to this responsibility, especially if the previous arrangement had the landlord covering these costs.

The Wide Variety Of Landlord And Tenant Forms in Ontario

The Landlord and Tenant Board (LTB) in Ontario offers a wide variety of forms that landlords may need in different scenarios, ranging from terminating a tenancy, increasing rent, filing disputes, and handling administrative matters. Understanding when and how to use these forms is essential for landlords to effectively manage their rental properties and comply with the legal obligations outlined in the Residential Tenancies Act.

Key Takeaways:

• Notices of Termination are critical for legally ending a tenancy, whether due to non-payment, lease violations, or other specific reasons.
• Rent Increase Forms ensure landlords follow legal procedures when raising rent within or above the provincial guidelines.
• Application Forms allow landlords to seek the LTB’s intervention for evictions, rent disputes, or special requests, such as rent increases above the guideline or clarifying a tenant’s lease responsibilities.
• Administrative Forms cover a range of needs, including proof of document delivery, fee waivers, utility information, and legal requests such as scheduling changes or requests for a hearing recording.

By using the appropriate forms and following the LTB’s rules and timelines, landlords can maintain compliance with Ontario’s rental regulations and resolve issues efficiently. Whether addressing tenant disputes, seeking evictions, or managing changes to rent or utilities, these forms provide a clear, structured process for landlords to navigate the complexities of rental management.

If you’re unsure which form to use or need further clarification, it’s always a good idea to consult the Landlord and Tenant Board’s official website or seek legal advice to ensure that you are meeting your obligations as a landlord.