Landlord responsibilities in Ontario: an owner's checklist

Use the standard lease

Most private residential tenancies in Ontario must use the government's standard lease form. Added terms cannot override tenant rights under the Act. If a tenant asks for the standard lease in writing and does not receive it, they gain remedies.

Keep the unit in good repair

You are responsible for maintenance and for meeting health, safety, and housing standards — regardless of whether the tenant knew about a problem before moving in. This obligation cannot be signed away in a lease.

• Heat, plumbing, electrical, and structural elements are yours.
• Pest control is generally the landlord's responsibility.
• Document every request and every completion with dates and photos.

Give proper notice before entering

Except in an emergency or when the tenant consents, entry requires written notice at least 24 hours in advance, stating the reason and a time between 8am and 8pm. Repeated improper entry is a common and avoidable complaint.

Deposits: what you can and cannot collect

Ontario allows a rent deposit of up to one rent period, applied to the last period of the tenancy — not to damage. Damage deposits and key deposits beyond replacement cost are not permitted. Interest on the rent deposit is owed to the tenant annually.

Rent increases

• One increase per 12 months, with at least 90 days' written notice on the prescribed form.
• Most units are limited to the annual provincial rent increase guideline.
• Some newer units are exempt from the guideline — confirm your unit's status before relying on it.

Ending a tenancy

A fixed term does not end a tenancy in Ontario — it converts to month-to-month. Ending a tenancy against a tenant's wishes requires valid grounds, the correct form, correct notice periods, and in most cases an order from the Landlord and Tenant Board. Self-help evictions, lockouts, and utility shutoffs are illegal.

Records to keep

If a dispute reaches the Board, your records are your case. Good Tree keeps all of this in Crystal Door, timestamped and downloadable.

• Signed lease and any addenda.
• Move-in and move-out inspection reports with photos.
• All rent receipts and payment history.
• Every notice served, with proof of how and when it was delivered.
• Maintenance tickets, vendor invoices, and completion photos.

Keep reading

• Property management fees in Ottawa: what owners actually pay
• How to choose a property manager in Ottawa
• How Ottawa owners cut vacancy and turnover cost