Maintenance Records for Ontario T6 Disputes

Record when the problem became known

Save the original request, date, location, reported symptoms and relevant photographs. A landlord’s knowledge can come from an inspection or other information, not only a tenant’s formal written complaint.

Identify urgent conditions and arrange appropriate help. Do not promise one universal response time for every defect; urgency and circumstances matter.

Document assessment and the next action

Record who assessed the issue, what they observed and the work recommended. Distinguish a preliminary observation from a specialist diagnosis. Keep estimates and appointment information linked to the same item.

Tell the tenant the practical next step and how to report deterioration. A message acknowledging a request is not evidence that the repair was completed.

Keep lawful access records

Before taking interior photographs of an occupied rental unit, explain the purpose, intended use and disclosure, and obtain the tenant’s consent. A valid entry notice is not consent to photograph personal information. Any claimed statutory exception requires a specific legal basis. Retain entry notices, consent at the time of entry where relied on, attendance details and any unsuccessful visit. A repair request is not automatic consent to enter without notice.

If access is disputed, record specific attempts and responses. Do not label a tenant uncooperative simply because an unsuitable appointment was discussed or an invalid entry notice was challenged.

Explain delays and interim measures

Keep supplier information, parts availability, contractor communications and rescheduling records. Explain what was done to reduce the effect while permanent work was pending.

A lack of funds or a general maintenance program does not discharge the duty to repair. The record should show active steps, including escalation when the first approach did not work.

Verify the result and preserve the evidence

Record the completed work, date, invoice and relevant follow-up. Check whether the original symptom persists. Do not close the ticket solely because an invoice arrived or a contractor marked the visit complete.

For a T6, prepare the chronology and disclose relevant documents under the LTB rules. The application may concern compensation as well as outstanding work; later repair does not automatically erase the earlier issue.

Define responsibility for ongoing records

Assign who receives requests, authorizes work, communicates access and checks completion. Keep owner, manager and contractor records consistent without rewriting their original entries.

If D&D assists, confirm those tasks in the service scope. The goal is effective maintenance and an accurate history, not a promise that documentation alone defeats a tenant application.

Include a preferred date and time

Discuss property management

Describe the property type and the management responsibilities you want to discuss.

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