Record Retention for Ontario Landlords: How Long to Keep What

Sustainable Property Management

Knowing which records to keep, how long to retain them, and what format is acceptable protects you in audits, legal proceedings, and property transactions.

CRA requires income tax records to be retained for a minimum of 6 years from the end of the tax year they relate to. For rental property, this includes rent receipts, all expense invoices and receipts, the T776 filing, and any supporting documentation for capital expenditure claims.

Green Initiatives That Add Value

LTB-related records should be retained indefinitely while the tenancy is active and for at least 2 years after the tenancy ends. This includes the signed lease, all notices served, proof of service, service logs, inspection reports with photos, and any hearing orders or consent agreements.

Rent deposit records must be maintained accurately throughout the tenancy. The deposit amount, the date it was received, the interest calculations applied annually, and the final disposition must be documentable at any time during the tenancy. The tenant can request this information at any time, and the LTB may ask for it in any hearing.

Eco-Friendly Practices

Maintenance records document your compliance with the maintenance obligation. Keep a log of all reported issues, your response actions, contractor invoices for completed work, and dates of completion. This documentation demonstrates that you maintained the property in accordance with your legal obligations.

Move-in and move-out inspection reports and photographs should be retained for at least 2 years after the tenancy ends, to cover the limitation period for LTB applications. Former tenants can file applications for up to 1 year after the tenancy ends for certain claims; retaining inspection records through this window protects your ability to respond.