The day you hand over keys is not the finish line — it's the starting line. Most landlord problems that end up at the Landlord and Tenant Board trace back to something that was skipped or mishandled at the very beginning of a tenancy. Wrong lease. No inspection report. Missing disclosure. A unit that wasn't properly ready.
Ontario's Residential Tenancies Act is clear about what landlords must do when a new tenant moves in. Some of these obligations are legal requirements with real consequences if ignored. Others are practical steps that protect you if things go sideways later.
This guide covers every landlord responsibility at the start of a tenancy — what you're legally required to do, what you should do as a matter of good practice, and what happens if you skip any of it.
The Unit Must Be in a Lawful and Habitable State Before Move-In
This is the foundation. Under the RTA, a landlord must provide and maintain a rental unit in a good state of repair, fit for habitation, and compliant with health, safety, housing, and maintenance standards. That obligation begins before the tenant ever steps through the door.
Before a new tenant takes possession, you need to confirm:
- Structural integrity — No leaking roof, no crumbling foundation, no failing load-bearing elements
- Working heat — Ontario law requires landlords to maintain a minimum temperature of 20°C from September 1 to June 15
- Plumbing and hot water — All fixtures must function; hot water must be available at all times
- Working appliances — Any appliance included in the tenancy (stove, fridge, dishwasher) must be in working order
- Electrical systems — No exposed wiring, no breaker panels that trip under normal load, functioning outlets
- Pest-free status — You cannot knowingly hand over a unit with an active infestation
- Locks and security — All exterior locks must work; windows must be lockable if ground-floor
The Tribunals Ontario LTB Maintenance and Repairs brochure is the authority document here. It outlines what landlords are responsible for maintaining throughout the tenancy — but the obligation starts at day one.
If a tenant files a T6 (maintenance complaint) immediately after moving in, and the issue turns out to be a pre-existing problem, you have very limited recourse. Getting the unit right before possession is both a legal obligation and practical self-protection.
You Must Use the Ontario Standard Lease
Since April 30, 2018, virtually all new residential tenancies in Ontario must use the Ontario Standard Lease (Form 2229E). This is a mandatory government-issued lease template. Using your own custom lease — even a professionally drafted one — does not satisfy this requirement.
The standard lease covers:
- Identifying information for both landlord and tenant
- Rent amount, due date, and payment method
- What's included in rent (utilities, parking, storage)
- Additional terms and rules
- Signatures
You're permitted to add additional terms in Schedule A of the lease, provided those terms don't contradict the RTA. Any term in a lease that gives a landlord more rights than the RTA allows — or removes tenant rights — is void and unenforceable. The lease says it clearly; the RTA enforces it.
If a tenant requests a copy of the standard lease and you fail to provide one within 21 days, they can legally withhold one month's rent. If you still don't provide it after that, they can keep that withheld month without obligation to repay it. That's a costly oversight.
For more detail on what the lease must contain and how to fill it out correctly, see our guide to writing a lease agreement in Ontario.
Conduct a Move-In Inspection and Document Everything
This step isn't technically mandated by the RTA the same way the standard lease is, but it is one of the most important things a landlord can do — and the LTB will expect evidence of it if you ever want to recover damage costs.
A move-in inspection serves two purposes:
- It establishes a documented baseline for the unit's condition
- It protects both you and the tenant from disputes at the end of the tenancy
How to do it properly:
- Walk through the unit with the tenant on or before the move-in date
- Use a written checklist that covers every room, every wall, every fixture, and every appliance
- Take date-stamped photos or video — ideally with the tenant present
- Note any pre-existing scuffs, holes, stains, wear, or damage
- Have both the landlord and tenant sign the completed checklist
- Give the tenant a copy
Without this documentation, any damage claim you make at the end of the tenancy turns into a credibility contest. The LTB will almost always side with the tenant in the absence of clear move-in evidence. This is a lesson most landlords learn the hard way.
Our detailed walkthrough of move-in and move-out inspections in Ontario covers the full process, what to include on your checklist, and how to use inspection reports if you ever need to file an L10 application.
Collect and Properly Account for Last Month's Rent
If you're collecting a last month's rent (LMR) deposit — which is the only deposit Ontario landlords are legally permitted to collect — there are specific rules you must follow from day one.
Under the RTA:
- You can collect a maximum of one month's rent as a deposit
- It must be applied to the last month of the tenancy — it cannot be used for damage
- You must pay the tenant interest on the LMR deposit each year, at the same percentage as the annual rent increase guideline
- If you raise the rent, you can top up the deposit to match the new rent amount
Many landlords collect LMR and forget about it entirely until the tenancy ends. That's how disputes start. Keep a record of:
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- When the deposit was collected
- How much was collected
- What interest has accrued year over year
- Any top-up amounts collected
Misusing the LMR deposit — applying it to cleaning bills, repairs, or unpaid utilities — is one of the most common mistakes Ontario landlords make and one of the most avoidable. The rules around what you can and can't do with this deposit are explained in detail in our post on what landlords can deduct from last month's rent in Ontario.
Provide Required Information and Disclosures
At the start of a tenancy, you're required to give the tenant certain information. Some of this is built into the standard lease; some of it isn't.
Required disclosures and documents:
- A copy of the signed lease — You must provide this within 21 days of signing
- Information about the LTB — The standard lease includes a section directing tenants to LTB resources
- Your name and contact information — Tenants must know how to reach you, and if you have an agent or property manager, how to reach them
- Rules and conditions included in the tenancy — Things like parking rules, smoking policy, or common area use must be documented in the lease
If you're managing a condominium, you're also required to provide the condo corporation's rules to the tenant before they sign the lease. Failure to do so gives the tenant the right to void the tenancy within 60 days.
Practical disclosures that aren't legally required but are strongly recommended:
- A written list of emergency contacts (plumber, electrician, property manager after hours)
- Utility account information if utilities are in your name
- Instructions for appliances, HVAC systems, or building access
- Your preferred method for submitting maintenance requests
Tenants who feel informed from day one cause fewer problems. A simple one-page welcome document can save hours of back-and-forth later.
Understand Your Ongoing Obligations That Start From Day One
The move-in date triggers obligations that continue for the entire tenancy. Knowing what you've committed to is part of onboarding a tenant responsibly.
Entry rights and notice requirements
Under Section 27 of the RTA, a landlord must give a tenant at least 24 hours written notice before entering a unit for most reasons (repairs, inspections, showing the unit to prospective buyers or tenants). The notice must state the reason and the specific date and time window for entry. There are very few exceptions — immediate emergency being the main one.
Entering without proper notice is a violation of the tenant's right to quiet enjoyment and can result in an application against you at the LTB.
Maintenance and repair responsibilities
Once a tenant is in place, your responsibility to maintain the property doesn't diminish — it increases. Common area maintenance, appliance repairs, heating failures, and pest issues all remain the landlord's responsibility regardless of what any lease clause says. The CMHC rental housing guide provides a useful reference for maintenance expectations in residential tenancies.
Tenants who experience maintenance problems and can't get a response will file T6 applications. A T6 can result in rent abatements, orders to repair, and fines. Responding quickly and documenting your responses matters.
Rent receipts
If a tenant requests a rent receipt, you must provide one within 72 hours. This applies even if rent is paid by e-transfer. It's simple to do and creates a useful payment trail for both parties.
What Happens If You Don't Follow These Rules
The consequences for skipping your obligations at the start of a tenancy aren't theoretical. They're practical.
| What you skipped | Potential consequence |
|---|---|
| Non-standard lease | Tenant can withhold one month's rent |
| No move-in inspection | You lose any damage claim at end of tenancy |
| LMR interest not paid | Tenant T1 application; rent abatement order |
| Illegal deposit (damage deposit) | Required to return it; potential T1 liability |
| Unit not maintained at move-in | T6 application; immediate rent abatement |
| Entry without 24-hour notice | T2 application; fine up to $10,000 |
The landlord-tenant legal relationship in Ontario strongly favours tenants. That doesn't mean landlords have no rights — they do, and they're meaningful. But procedural compliance is what makes those rights enforceable. Landlords who skip the paperwork often find themselves unable to enforce legitimate claims.
If you're managing your own property and the legal complexity feels like a lot to track, our breakdown of common landlord maintenance responsibilities in Ontario walks through the ongoing obligations in detail.
Key Takeaways
- The unit must be habitable, safe, and in good repair before the tenant takes possession
- You must use the Ontario Standard Lease — no substitutes
- Complete a documented move-in inspection with photos, signed by both parties
- Collect LMR only — no damage deposits — and track interest from day one
- Provide the tenant with a signed copy of the lease within 21 days
- Your obligations don't start when there's a problem — they start the day the lease is signed
Getting the first week right is the cheapest thing you can do as a landlord. The alternative — fixing a bad start at the LTB — costs far more in time, money, and frustration.
Prospera Properties manages residential rentals in London, St. Thomas, and Strathroy, Ontario. We handle tenant onboarding, lease execution, move-in inspections, LMR tracking, and every legal obligation that comes with the start of a tenancy — so nothing gets missed. If you're taking on a new tenant and want it done right, contact us to learn how we can help.