Guide

RTA compliance records for Ontario property managers

Ontario property managers commonly retain signed standard leases, rent-related correspondence, inspection records, tenant screening files, and notice-period documentation for landlord files and dispute preparation. Retention periods and filing strategy depend on RTA obligations, owner agreements, and counsel guidance. Hivi-X helps collect and organize these records on Canadian servers with checklist tracking and exportable PDF packages — it does not provide legal advice or generate tribunal forms.

What the RTA expects you to document

The Residential Tenancies Act, 2006 sets record-keeping expectations for landlords and their agents. Landlords must provide a copy of the signed standard lease within 21 days. Incomplete files create owner complaints and preparation burden when disputes reach the Landlord and Tenant Board.

Hivi-X helps you collect and retain documents; it does not replace legal counsel or automate LTB form generation.

Core records for a PM portfolio file

A well-organized unit or tenancy file typically includes:

Signed Standard Form of Lease and any lawful addenda
Rental application and screening file (income, references, consent)
Move-in and move-out inspection records with photos and signatures
Rent increase notices (N1) and supporting documentation you collect
Correspondence relevant to the tenancy (not a substitute for accounting ledgers)

LTB applications and supporting documentation

Applications such as L1 (arrears) and L2 (other grounds) require supporting documentation. Organized records reduce preparation time — but filing strategy is a legal question for counsel.

Link inspection records, lease copies, and notice documentation in one exportable package per unit so your team is not rebuilding the file from email the week before a hearing.

How Hivi-X supports record collection (honest v1)

Use reusable checklists for screening, lease signing, and move-in/move-out inspections. Tenants upload through the my-id.ca portal; your team approves or rejects each item; voice summaries capture call recaps on the file.

Export a PDF package for the landlord client or internal archive. Data stays in Canada with AES-256-GCM encryption at rest. This page is general information, not legal advice.

Organize tenant screening without the email chase

Reusable Ontario checklists, secure guest link (no account needed) or my-id.ca tenant uploads, and exportable PDF packages for landlords.

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FAQ

Retention periods depend on RTA obligations, owner agreements, and counsel guidance. Hivi-X helps store organized electronic files on Canadian servers but does not set your retention policy.

No. Hivi-X collects and stores documents your team and tenants provide. It does not generate tribunal forms, serve notices, or provide legal advice.

General information for Ontario property managers only. Not legal advice. Not affiliated with the LTB or HRTO. Hivi-X is document-collection software — it does not screen tenants, generate tribunal forms, set screening policy, or guarantee RTA or Human Rights Code compliance. Last updated 2026-07-09.