Identify the report and its limits
State the property, unit, author, inspection date, participants and purpose. Record the access arrangement and areas not inspected. Explain whether the report is based on firsthand observations or information from someone else.
A visual inspection is not a technical certification. Identify any specialist report separately and do not turn an untested assumption into a finding of fact.
Use a finding register
| Field | Purpose |
|---|---|
| Item and location | Identify the precise condition in dispute. |
| Observation and date | Describe what was actually seen and when. |
| Supporting reference | Link to photograph, prior report, message or witness. |
| Comment or limitation | Record contrary information and what remains unknown. |
| Action and result | Show the repair, follow-up or unresolved issue. |
Use consistent labels across the report and attachments so the reader can locate the source without guessing.
Add the relevant condition history
Compare the same item across move-in, maintenance and move-out records where available. Explain gaps. The absence of a move-in report may weaken a comparison but does not make all other evidence irrelevant.
Include the tenant’s account and relevant earlier defects. Normal wear, prior age, cause and repair history can change the meaning of a final-condition photograph.
Separate the remedy from the observation
For a damage claim, explain the evidence of wilful or negligent damage and the reasonable work and costs requested. A report listing a damaged item is not itself proof of the full replacement amount.
For a maintenance dispute, show knowledge, access, action, delay and actual completion. Keep rent-deposit administration separate from any compensation request.
Create the hearing package
Use an index and consecutive page numbers, with legible images and documents. Keep originals and identify later annotations. Plan witnesses who can explain disputed observations.
The usual evidence deadlines are seven days before the hearing and five days for responding evidence, subject to applicable directions. Check filing and service requirements separately; portal upload alone does not necessarily deliver evidence to the other party.
Review the file before relying on it
Check that every factual statement has a source and every claimed amount has an explanation. Resolve inconsistent dates and labels through transparent corrections, preserving the original records.
Confirm who prepares the file and who is permitted to represent a party. A manager’s report may assist, but the LTB decides admissibility, weight and relief. No report structure guarantees a favourable order.
Ready to Discuss Your Portfolio?
Discuss your property, the records available and the management responsibilities you want help with. Confirm the service scope before making a commitment.
Request Assessment (519) 501-5003Key Takeaways
- Make observations traceable to their source.
- Keep findings, condition history and requested relief distinct.
- Prepare readable evidence and comply with disclosure directions.
- Discuss the scope of management support: contact D&D Property Management.
Sources & References
- LTB: Practice Direction on Evidence
- LTB: Rules of Procedure
- LTB: L2 instructions
- LTB: L10 instructions
- LTB Guideline 5: Maintenance obligations
- LTB: Guide to the Residential Tenancies Act
- LTB: Representation practice direction
Official guidance checked September 8, 2026. The application steps in this article are practical record-keeping suggestions; individual legal disputes require advice on their facts.
Include a preferred date and time
Discuss property management
Describe the property type and the management responsibilities you want to discuss.
Prefer to send the details first? Request a quote or call (519) 501-5003.