When the Landlord and Tenant Board schedules your case, it picks the format. You don't choose. And if it assigns a written hearing, you will never speak a word — not to a member, not on a video call, not in a room. The entire case plays out on paper.
Most landlords don't know this until they open the notice.
What Is an LTB Written Hearing?
The LTB conducts three types of hearings:
- In-person hearings — you attend a physical LTB location. Rare since 2021.
- Video hearings — you join a Zoom-style call. The most common format today.
- Written hearings — you submit documents by a deadline. No call. No meeting. A member reads the record and decides.
A written hearing is asynchronous. Both the landlord and tenant submit their evidence and arguments in writing before a set deadline. An adjudicator then reads both submissions and issues an order — without anyone saying a word.
You will not speak. You will not answer questions in real time. If you forget to include something, you cannot add it after the deadline.
When Does the LTB Use Written Hearings?
The LTB significantly increased its use of written hearings after 2021 to address a growing backlog of cases. They are now used for:
- Uncontested applications — where a tenant has not filed a response to the notice of hearing
- L3 applications — where a tenant has signed an N11 agreeing to vacate
- Consent orders — where both parties have already negotiated agreed-upon terms
- Some L1 rent arrears applications — particularly where the amounts are clear and not in dispute
- Requests to review LTB orders — where a party asks the board to reconsider an existing decision under RTA Section 209
The LTB decides the format. If your file is assigned to a written hearing, you will receive a Notice of Written Hearing by email or mail.
What the Notice Tells You
Your Notice of Written Hearing contains three pieces of information you need to act on immediately:
- The submission deadline — the exact date by which all your evidence and written argument must be filed
- The decision date — when the member will review the file (typically a few weeks after submissions close)
- Filing instructions — how to submit through the LTB's online portal, by email, or by mail
Read the deadline carefully. It is not a suggestion. There is no automatic grace period.
What You Need to Submit
In a written hearing, your submission is your entire case. You do not get to supplement it after the deadline unless the member specifically requests more information — which is uncommon.
For an L1 application (rent arrears):
- A copy of the signed lease agreement
- Your N4 notice (with the correct rent arrears amount and service date)
- Certificate of Service for the N4
- Rent ledger showing every payment received and every month outstanding
- Any rent receipts, e-transfers, or other payment records
- A written statement of the facts — a short, factual, chronological account
For an L2 application (behaviour, damage, or illegal acts):
- The relevant N-notice (N5, N6, or N7) with the voiding period documented
- Certificate of Service for the N-notice
- Evidence that the tenant did not void the notice (photos, inspection notes, communications)
- Written statement of each specific event, with dates and details
General submission tips:
- Number every document (Exhibit 1, Exhibit 2, and so on)
- Write a short cover letter listing what you're submitting and why
- Keep your written statement factual — dates, amounts, events. Not emotions.
- If you're using text messages or emails as evidence, print screenshots with the contact name visible
- Submit everything well before the deadline, not at the deadline
For a full overview of what the LTB expects from landlords, read our LTB hearing preparation guide.
The Tenant's Submission — What You Can't See
The tenant submits their documents separately. In most written hearings, you will not see what the tenant submitted before the member makes a decision.
This is the key difference that blindsides landlords. In a video hearing, if a tenant makes a claim you disagree with, you can respond in the moment. In a written hearing, you cannot.
Your written statement must be complete and anticipate likely defences. If you know a tenant might claim they paid rent in cash, document why cash payments are not reflected in your records. If you expect a tenant to dispute whether the N4 was properly served, explain exactly how and when you served it and include the Certificate of Service.
Don't wait for the tenant to make a claim. Address it first.
Missing the Submission Deadline
If you miss the written hearing deadline, the member proceeds without your evidence.
This is the equivalent of not showing up to a video hearing. The member will decide based on what's on file — which may be the tenant's submission only, or nothing on your side at all.
If you realize you've missed a deadline, contact the LTB the same day. You may be able to request an extension or ask that the format be changed to a video hearing. Neither is guaranteed. The LTB does not routinely grant extensions, and delays affect both parties.
Do not miss the deadline.
Requesting a Different Hearing Format
You can request a format change. The LTB may or may not grant it.
To make the request, contact the LTB before the submission deadline and explain:
- Why the written format is not appropriate for your specific case
- What format you are requesting (video is the most common alternative)
- That you have notified the other party of the request
The LTB gives more weight to format-change requests when a case involves contested facts about what a tenant said or did — because credibility questions are difficult to resolve on paper alone. If your case is primarily a documentation dispute (clear arrears amount, proper N4, signed lease), a written hearing is usually considered appropriate and the request may be denied.
What Happens After Submissions Close
Once both parties have submitted (or the deadline passes), the member reviews the file alone. They may:
- Issue an order based on the written record as submitted
- Request clarification or additional information from both parties
- Convert the hearing to a video format if they determine oral submissions are needed
- Dismiss the application if the required paperwork is missing or was not properly served
You will receive the order through the LTB's online portal by email. In London and Southwest Ontario, processing time after submissions close is typically 2–6 weeks, though the LTB's backlog can extend this. For context on the full timeline, see our guide on how long eviction takes in Ontario.
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How to Track Your Application
Log in to the LTB online portal at tribunalsontario.ca to check your application status. The portal shows when submissions have been received, when the file has been reviewed, and when an order has been issued.
Avoid calling the LTB to ask for updates on an active written file. The LTB processes a high volume of applications and cannot give individual status updates by phone.
Common Mistakes Landlords Make in Written Hearings
1. Submitting an incomplete rent ledger. Every row matters. If the ledger is unclear, the member cannot confirm the arrears amount. A gap in your records creates doubt — even when you're right.
2. Not including the Certificate of Service. If you cannot prove you served the N4 on the correct date using a valid method, the application fails regardless of how much rent is owed. Include the Certificate of Service every time.
3. Relying on emotional language instead of facts. Written submissions that focus on how frustrated or stressed you are, rather than dates and amounts, weaken your case. Stick to the factual record.
4. Missing the submission deadline. There is no grace period. One missed deadline can end the application.
5. Assuming the member will follow up if something is missing. Most members decide on the record as submitted. They are not required to contact you about gaps in your evidence.
6. Not numbering or labelling exhibits. Unlabelled documents create confusion and make it harder for a member to follow your submission. Number everything.
7. Failing to address obvious defences. If you know the tenant will claim something, address it directly in your written statement. Don't assume the member will disregard a tenant claim just because you didn't respond.
LTB Duty Counsel and Written Hearings
LTB duty counsel through Legal Aid Ontario is available to tenants — not landlords. In a written hearing, a tenant may get help from a duty counsel lawyer or paralegal preparing their written submissions before the deadline.
This is another reason your submission needs to be thorough. Read our guide on LTB duty counsel in Ontario to understand what tenants have access to and how to prepare accordingly.
The landlord-side free resource is the Landlord's Self Help Centre at 1-800-730-3218. They can walk you through what to include in a written submission.
When to Hire a Paralegal
A licensed paralegal can prepare and file your complete written submission. In London, Middlesex County, and surrounding areas, this typically costs $400–$1,200 depending on the complexity of the file.
Written hearings are strong candidates for paralegal assistance because:
- The submission is your entire case
- There's no opportunity to correct mistakes in real time
- A paralegal knows what a member expects to see and how to structure evidence
If your application involves significant arrears, a complex N5 pattern, or a tenant you expect to dispute the facts, consider professional help. A poorly organized self-represented submission costs more in lost rent and time than the paralegal fee.
How Written Hearings Affect Your Timeline
Written hearings don't automatically speed up your case. The LTB's overall timeline is driven by caseload and backlog — not hearing format. In 2026, London-area landlords are seeing 3–6 months from application filing to final order for L1 applications, regardless of whether the hearing is written or video.
If Section 83 discretion is relevant to your case — for example, if a tenant raises personal hardship — keep in mind that a member can apply it equally in a written proceeding. Address it in your submission if it's likely to come up.
Good landlord record-keeping throughout the tenancy is what makes written hearings manageable. When your rent ledger is current, your communications are logged, and your N-notices are filed and dated correctly, a written submission takes hours — not days.
Frequently Asked Questions
Do I need a paralegal or lawyer for a written hearing? No — you can represent yourself. But written hearings require a complete, well-organized submission because there's no second chance after the deadline. A one-hour paralegal consultation before you file is often worth the cost.
Can I see what the tenant submitted? Generally, no — not before the member makes a decision. The LTB typically does not exchange submissions between parties in advance of a written decision.
What happens if the tenant doesn't submit anything? The member proceeds on your submission alone. If your evidence is complete and your N-notice was properly served, this usually results in an order in your favour.
Can a written hearing produce an eviction order? Yes. A written hearing can produce any order the LTB has jurisdiction to make — an eviction order, a payment order, a rent abatement order, or a dismissal.
What if I get a Notice of Written Hearing but want a video hearing instead? Contact the LTB before the submission deadline and request a format change. Explain specifically why a written hearing is not suitable for your case. There's no guarantee the request will be granted.
Can the LTB change the format after it's been assigned? Yes — the LTB can change the format at any time before an order is issued, either on request or at the member's initiative.
What if I submitted but forgot a key document? Contact the LTB immediately and request permission to file additional evidence. Put the request in writing. It may or may not be granted.
Do written hearings apply to all LTB application types? Most application types can be assigned to written hearings. Complex contested cases — especially where credibility is the core issue — are more likely to be held by video.
Managing LTB filings, deadlines, and documentation is one of the most time-consuming parts of being a small landlord. If you own 1–5 units in London, St. Thomas, or Strathroy and want someone to handle this for you, Prospera Properties manages the full process — from serving notices correctly to preparing hearing submissions. Learn more at prosperaproperties.co.