Landlord record keeping: receipts, rent records and how long to keep them
Good records protect you at tax time, at the Landlord and Tenant Board (LTB) and in any dispute with a tenant. This guide lists what to keep, how to organize it, and how long to hold on to it.
General information, not legal or tax advice. The Canada Revenue Agency (CRA) and the Landlord and Tenant Board (LTB) are the authorities. For tax questions, speak to an accountant.
Key points
- Keep a rent ledger: every payment received, the date, and the amount, for each unit.
- Keep copies of the lease, every notice you gave or received, and proof of how each was delivered.
- Keep every expense receipt for the rental, with the date, the amount and what it was for.
- Keep a repair log with the date each problem was reported and fixed.
- Keep move-in and move-out photos, inspection reports and deposit records.
- Keep records for at least 6 years after the tax year they relate to.
The records to keep
| Record | What it should show | Why it matters |
|---|---|---|
| Rent ledger | Date, amount and method of each payment; arrears and charges | Tax reporting; proof in an N4 or L1 case |
| Rent receipts | Tenant name, unit, period, amount, date and your signature | Proof of payment; cash payments |
| Lease and amendments | Signed copies of the original and any changes | The basis of every LTB application |
| Notices | Copies of every notice, with proof of delivery | An N4, N12 or L2 is only valid if it was served correctly |
| Deposit records | Amount, date paid, interest owed, deductions and receipts | The deposit must be returned or accounted for on time |
| Expense receipts | Date, supplier, amount, GST/HST and the rental it relates to | Deductions on your tax return |
| Repair log | Date reported, what was wrong, what was done, cost | Shows you responded to requests |
| Move-in and move-out photos | Dated photos or video of each room, plus any signed checklist | The best evidence for damage claims |
| Communications | Emails, texts and letters with tenants | Shows what was agreed and when |
How to organize them
- One folder per property, with subfolders for leases, notices, expenses, repairs and tenants.
- Save digital copies of paper records as soon as you receive them. Use a clear file name with the date.
- Keep a back-up in a second place, such as a cloud drive or an external disk.
- Record payments the day you receive them, and note any partial payments or NSF cheques.
- Keep the tenant's personal information private. Store records securely and share only what is needed.
How long to keep them
| Situation | Keep at least |
|---|---|
| Tax records for the rental | 6 years after the end of the tax year |
| Lease, notices and rent ledger after a tenancy ends | 6 years, longer if a dispute is open |
| Deposit records | Until the deposit is fully settled, then the usual 6 years |
| Anything involved in an LTB application or court case | Until the matter is finally closed, and then 6 years |
Do not throw out records because a tenancy has ended. A tenant may file an application months or even years later.
Rent receipts
A receipt should show the tenant's name, the unit address, the amount, the period it covers, the date paid, the payment method, and your signature. Keep a copy. Our rent receipt tool creates one in a few steps.
Frequently asked questions
How long should a landlord keep rental records in Canada?
The CRA generally requires at least 6 years from the end of the tax year. Keep them longer if a dispute or LTB matter is still open.
Do I have to give a rent receipt in Ontario?
A tenant can ask for one, and a written receipt for every payment is good practice.
What records help most at the LTB?
A dated rent ledger, copies of the lease and notices with proof of delivery, repair requests with dates, and move-in and move-out photos.
How should I record the rent deposit?
Record the amount, the date paid, any interest owed, and every deduction with receipts. Note how any last month's rent deposit was applied.
Related guides
Sources
Last checked: 2026-11-02.