How to Read an LTB Notice of Hearing Without Missing a Deadline
A plain-English walkthrough of what's on a notice of hearing and why it matters.
Insights · LTB Hearings & Process
On this page
- Why this one document deserves careful reading
- The basics: date, time, and format
- Confirming the parties and the file number
- What application the hearing actually covers
- Deadlines buried in the notice
- Instructions about joining or attending
- Special conditions or directions specific to your case
- What to do as soon as you receive it
- Mistakes that cause people to miss something important
Why this one document deserves careful reading
A Notice of Hearing can look, at first glance, like a routine administrative letter — a date, an address or link, some boilerplate language. In practice, it's one of the most consequential documents either party will receive during an LTB matter, because it generally sets deadlines and expectations that shape everything that happens before the hearing itself. Reading it quickly and setting it aside, intending to come back to it closer to the date, is a common and avoidable mistake.
Because the notice often contains more than just scheduling information — evidence disclosure deadlines, instructions about format, and sometimes conditions specific to the matter — treating it as a document to study rather than skim is generally the safer approach for both landlords and tenants.
The basics: date, time, and format
The most obvious information on a Notice of Hearing is the date and time the hearing is scheduled for, along with the format — whether it will be conducted by video, telephone, or in person. This section deserves more than a glance: confirming the time zone, double-checking the date against a calendar, and noting whether any login link or dial-in number is included (and testing it in advance, where possible) can prevent an avoidable scramble on the actual day.
It's also worth checking whether the notice specifies an expected duration or indicates that the matter is part of a block of hearings scheduled for the same general time, since this can affect how much waiting might be involved even once the hearing day arrives.
Confirming the parties and the file number
The notice will generally identify the parties to the matter and assign a file number that's used to track the application going forward. It's worth confirming that names, addresses, and the unit in question are correctly identified — an error here isn't necessarily fatal, but flagging it early, rather than discovering it at the hearing, is generally the better approach. The file number itself becomes important for any future correspondence with the LTB about the matter, including requests for information or, later, enforcement of an order.
Keeping the file number somewhere easy to find — alongside the notice itself — makes any future phone call or written inquiry to the LTB considerably more efficient.
Key point
Treat the Notice of Hearing as a working document, not a one-time read. Keep it accessible throughout the period leading up to the hearing, since it often contains deadlines relevant well before the hearing date itself.
What application the hearing actually covers
The notice will generally reference the specific application or applications being heard, often by form number or a brief description of the type of matter. This matters because LTB applications can sometimes be joined or heard together, and it's useful to confirm exactly what's being addressed at this particular hearing rather than assuming it covers every outstanding issue between the parties. If something seems to be missing — an issue you expected to be part of the hearing isn't referenced — that's worth raising with the LTB well before the hearing date rather than discovering the gap in the room.
Understanding precisely what's on the table also helps with preparation: there's limited value in preparing extensive evidence on an issue that isn't actually part of the scheduled application.
Deadlines buried in the notice
Perhaps the most commonly missed part of a Notice of Hearing is the section addressing deadlines for filing and exchanging evidence with the other party. These deadlines often fall well before the hearing date itself, sometimes by days or weeks, and missing them can mean evidence isn't considered by the adjudicator at all, regardless of how relevant or compelling it might be. Because these deadlines don't always stand out visually from the rest of the document, it's worth reading the full notice carefully rather than skimming for just the date and time.
If a deadline has already passed by the time the notice is read closely, it's generally worth contacting the LTB promptly rather than assuming nothing can be done — though outcomes in that situation will vary and aren't guaranteed.
Instructions about joining or attending
For video or telephone hearings, the notice generally includes specific instructions about how to join — a link, an access code, or a phone number, along with any requirement to check in ahead of the scheduled time. These instructions are worth testing in advance where feasible, particularly for anyone unfamiliar with the specific platform being used. A failed attempt to join at the last minute, with no fallback plan, can create real problems on the day of the hearing.
Some notices also include instructions about what to do if a party experiences technical difficulties during the hearing itself, which is worth noting in case it becomes relevant.
Special conditions or directions specific to your case
Beyond the standard scheduling and disclosure information, some Notices of Hearing include directions specific to the particular matter — for instance, a requirement to file a specific document, a note that the hearing has been combined with another related application, or instructions tied to an earlier case management hearing or procedural order. These case-specific sections are easy to overlook precisely because they don't appear on every notice, so a person who has seen several notices before might assume they already know the full contents of this one and skim past the part that's actually unique to their situation.
It's worth reading the notice as though it were the first one you'd ever received, rather than relying on familiarity from a previous matter. Rules, formats, and even the layout of LTB correspondence can change over time, and a detail that wasn't present on an earlier notice may be present on this one, or vice versa.
What to do as soon as you receive it
The most useful habit upon receiving a Notice of Hearing is to read it fully, note every date mentioned (not just the hearing date), and set reminders well ahead of each one. It's also worth confirming calendar availability immediately and, if there's a genuine conflict, understanding the process for requesting a change as early as possible rather than waiting until close to the date. Sharing relevant details with any representative being retained, as soon as the notice is received, also gives them the maximum possible runway to prepare.
Treating the notice as the starting point for preparation, rather than simply a save-the-date, tends to make the entire process smoother from that point forward.
Mistakes that cause people to miss something important
A common mistake is focusing only on the hearing date and overlooking earlier deadlines tied to evidence disclosure. Another is assuming the format (video, phone, or in person) won't change and failing to double-check closer to the date, particularly for matters scheduled well in advance. A third is losing track of the file number and other identifying details, which can slow things down considerably if a question arises and a party needs to contact the LTB.
Reading the entire notice carefully, more than once, and keeping it in an accessible place through the full lead-up to the hearing generally prevents the majority of these avoidable problems.
This article provides general information about Ontario landlord and tenant law.
It is not legal advice. For advice about a specific situation, consult a licensed
paralegal or lawyer, or contact the Landlord and Tenant Board.
Frequently Asked Questions
Evidence disclosure deadlines are often the ones people overlook, since they frequently fall well before the hearing date itself.
It's generally worth flagging an error to the LTB promptly rather than waiting until the hearing to raise it.
It's possible, which is why checking for any updated notice closer to the hearing date is a reasonable precaution.
Check the notice for any fallback instructions, such as a phone number, and contact the LTB as soon as possible if you're having trouble connecting.
Generally not required, but keeping a copy and noting when it arrived is useful if any question about timing comes up later.
Contact the LTB as soon as possible to understand your options; outcomes will depend on the specific circumstances and aren't guaranteed.
It generally tells you the deadlines and process for disclosure, but it's up to each party to determine what evidence supports their position.
In limited circumstances, a party may be able to request a change, though this is generally at the Board's discretion and isn't automatic.
Generally, yes — giving a representative as much lead time as possible helps with preparation and meeting any deadlines.
It's worth contacting the LTB promptly to clarify, rather than attending the hearing uncertain about what's actually being addressed.
Related reading
Reviewed by Ryan J. Manilla, BA, JD
Legal Reviewer · Landlord Tenant Ontario