How to Prepare Evidence for an LTB Hearing in Ontario

A Landlord and Tenant Board (LTB) hearing is often short, and the Member can only rely on what is put in front of them. Photos, receipts, texts and a clear timeline can make a real difference, but only if they arrive on time and in order.

This article walks through the disclosure deadlines, how to send evidence, and a practical way to organize it. It is general information, not advice on your case.

The disclosure deadlines

Rule 19 of the LTB Rules of Procedure sets the deadlines. A party's evidence must be disclosed 7 days before the hearing, and responding evidence 5 days before, unless the LTB orders otherwise.

Under Rule 19.7, a party who does not comply may be barred from relying on that evidence. Exactly who needs to receive your evidence, and how, can depend on your file, so read your notice of hearing and confirm the details with the LTB or a lawyer. Check the current Rules of Procedure for details, including any extra time for mail or courier.

Count back from the hearing date, not from the day you start gathering. Because the LTB can order otherwise, read your notice of hearing carefully and follow any different instructions it gives you.

How to send evidence to the LTB

• Email it to LTB.Evidence@ontario.ca, with the file number and hearing date in the subject line.
• Or upload it through the Tribunals Ontario Portal.
• The portal can also be used to submit applications and check file status.

Do not send general questions to the evidence address. File-specific emails go to LTB@ontario.ca with the file number in the subject line, and the LTB does not answer file-status or general questions by email.

The portal is encouraged for many application types, including L1, L2, L3, L4, L9, L10, T1, T2, T5, T6, C1 and C2. Applications can also be filed in person at ServiceOntario locations (filing only) or by mail or courier to 15 Grosvenor Street, Ground Floor, Toronto, ON M7A 2G6.

If you would rather call, the toll-free number is 1-888-332-3234, or 416-645-8080 in the Toronto area, Monday to Friday 8:30 a.m. to 5:00 p.m. Contact Centre staff give information but not legal advice. The LTB states that phone waits average 10 to 15 minutes.

Organizing photos, receipts and messages

Filing evidence does not make it admissible. The Member decides what to accept. Make it easy for them to understand what each item proves.

• Put documents in date order and number each page or item.
• Label photos with the date, the room or location, and what they show.
• Group receipts by issue, such as repairs, rent payments or utilities.
• Print or export text messages and emails in full, with dates and sender names visible, rather than cropped screenshots.
• Write a one-page timeline listing key events and which item supports each.
• Keep your own copy of everything you send, so you can follow along at the hearing.

Match your evidence to the issue

Rules on entry and services may matter here. A landlord generally may enter only after 24 hours' written notice stating the reason, between 8 a.m. and 8 p.m., and cannot shut off vital services.

Some evidence is about the tenancy itself. For a rent increase, at least 12 months must have passed since the tenant moved in or since the last increase, with at least 90 days' written notice, so dates and copies of notices matter. Most tenancy agreements first entered into on or after April 30, 2018 must use the Standard Form of Lease, and a copy of any written lease must be given within 21 days, so keep the lease and note when it was received.

How the space is shared can also matter. The Residential Tenancies Act does not apply if the tenant must share a kitchen or bathroom with the owner or with the owner's family members. If that may describe your situation, gather documents that show the layout and who lives there.

If an order is made: why your records still matter

Keeping your evidence organized also helps if you later need to challenge an order. The time limits are short, so check them as soon as an order is issued.

• Ex parte orders (issued without a hearing on L3 or L4 applications) can be challenged with Form S2, Motion to Set Aside an Ex Parte Order, filed no later than 10 days after the order was issued. Filing on time stays the order.
• After 10 days, the tenant must file a Request to Extend Deadline with the motion, explaining the delay.
• For orders issued on or after July 1, 2026, a Request to Review must be filed within 15 days; for orders issued before that date, the deadline is 30 days. The filing fee is $58.
• From July 1, 2026, the LTB may review a final order only on three grounds: the party was not reasonably able to participate, a serious error, or new evidence that could not have been obtained earlier. If your order was issued before that date, the grounds may differ, so it is worth confirming with a lawyer.
• A late review request is considered only if a Request to Extend Deadline, with reasons for the delay, is filed with it, and a party may make only one review request per order.
• An appeal goes to the Divisional Court, only on a question of law, within 30 days after the LTB makes the order, and it automatically stays the order until the court decides.

If a Divisional Court appeal has been filed, the LTB cannot consider a Request to Review unless the stay is first lifted. Requests to review a consent order are rarely granted unless there is evidence of fraud, coercion or duress. How this applies depends on your situation, so it is worth confirming with a lawyer.

What to do next

• Check your hearing date and count back 7 days for your own evidence, or 5 for responding evidence.
• Confirm the file number and put it, with the hearing date, in your email subject line.
• Check your notice of hearing for any instructions about who else should receive your evidence.
• Keep proof that you sent it.
• Bring copies to the hearing.
• If you need help, the Advocacy Centre for Tenants Ontario and the Landlord Self-Help Centre are funded by Legal Aid Ontario.

The LTB states that hearings for L1 and L9 applications are scheduled about 3 months out, and most other types 5 to 7 months out. Most decisions issue within 30 days of the hearing, and you can email LTB@ontario.ca if there is no order 60 days after the hearing.

If your case is complex or high-stakes, a lawyer can help you decide what to include.

Frequently asked questions