Ontario LTB backlog update for 2026: delay is a cashflow risk, build a process

LTB timelines have improved from the worst of the backlog, but “faster” does not mean “fast.” In 2026, landlords should assume delays remain a material cashflow risk and run a documented, repeatable process that can survive a long file lifecycle.

What happened

Tribunals Ontario reported that the LTB reduced its active caseload to 41,465 as of March 31, 2025, a 26% reduction from its peak in December 2023, and later reported 36,689 active applications as of September 23, 2025. 1

At the same time, the LTB is dealing with very high demand. Tribunals Ontario reported approximately 87,600 new LTB applications in 2024 (the highest calendar year intake since the LTB’s creation), and an average of over 7,000 new applications per month as of March 31, 2025. 1

On timelines, Tribunals Ontario reported that L1 and L9 applications (which make up over half of all LTB applications) were being scheduled within a target of about 90 days on average. 1

Operationally, Tribunals Ontario reported staffing and process initiatives tied to backlog reduction, including adjudicator and staff recruitment (81 full-time and 52 part-time LTB adjudicators as of March 31, 2025), an increased number of Dispute Resolution Officers, and ongoing changes to the Tribunals Ontario Portal (TOP), online filing, and evidence workflows. 1

Separately, Ontario’s Ombudsman has documented how delays can still be severe system-wide, describing average scheduling delays of seven to eight months as of early 2023, with some tenant applications taking much longer, and noting post-hearing order delays as an additional pain point. 2

Key dates

• May 4, 2023: Ontario Ombudsman published its systemic investigation into administrative justice delays at the LTB. 2

• December 12, 2024: Tribunals Ontario business plan reported net new adjudicator appointments across Tribunals Ontario, including new appointments at the LTB. 3

• December 30, 2024 (effective January 1, 2025): LTB operational update confirmed Law Society licensees must use TOP for specific file access and submissions, reflecting continued digital process standardization. 4

• March 31, 2025: Tribunals Ontario reported LTB active caseload at 41,465 and adjudicator complement counts as of that date. 1

• September 23, 2025: Tribunals Ontario reported LTB active caseload at 36,689. 1

• October 23, 2025: Ontario released a technical briefing deck tied to a delay-reduction package, including actions aimed at eviction enforcement capacity (sheriff operations) and increased access to LTB decisions and orders. 5

Who is impacted

• Landlords and property managers: delayed rent recovery, delayed eviction for chronic arrears, higher carrying costs, and more “file aging” risk. (The LTB’s high intake volume amplifies this.) 1

• Tenants: delayed hearings and delayed remedies in disputes, especially where maintenance and rights-based issues are involved. 2

• Both parties: longer periods where documentation quality, service errors, and inconsistent communication can make outcomes worse. 2

What changes in practice

1) Treat “time” as a risk category, not just a timeline

Backlog improvements are real, but the system still carries delay risk, especially when volume stays high. Build your process so a file can sit for months without losing momentum, evidence, or service proof. 1 2

2) Run a “notice to hearing” checklist every time

If you serve the wrong notice, miss a date, or cannot prove service, you often restart the clock. LTB forms and instructions emphasize that invalid notices can lead to dismissal and starting over (for example, N4 and L1 materials). 6 7

3) Standardize your evidence package early

LTB evidence rules and practice directions warn that materials may not be considered if requirements are not followed. Build an evidence bundle as you go, not the week before the hearing. 8

4) Assume digital case management is the default

TOP is the LTB case management system, and LTB operational updates show continued tightening of portal-based processes, including requirements for legal representatives and ongoing portal enhancements. 4 9

Lease24 take (practical actions, not opinions)

Below is a 2026 playbook you can operationalize. It is designed to reduce “restart risk” (invalid notice, weak service proof, missing evidence) and reduce cashflow exposure by shortening the path to a clean filing.

A. File setup (Day 0, create the “evidence vault”)

Create a single folder per unit per tenancy and keep it current:

• Lease and all renewals or assignment documents

• Rent ledger (monthly, showing charges, payments, NSF, balances)

• All notices served (PDF copy) and Certificates of Service

• Communication log (date, time, channel, summary, who sent it)

• Proof attachments (photos, invoices, inspection notes, police reports if applicable)

• Payment plan offers and responses

Lease24 workflow tie-in: use Lease24 to keep a case timeline log, store documents in an evidence vault, and track notice dates, service method, and filing readiness so a file does not go stale.

B. Arrears process (monthly routine you run every rent cycle)

1. Day rent is due: update ledger and confirm payment status.

2. Day after rent is due: if unpaid, prepare N4 (only when you are eligible to serve it per the form checklist). 6

3. Serve N4 and immediately complete a Certificate of Service. Store both in the evidence vault. 6

4. If rent remains unpaid after the N4 termination date, prepare L1 with your ledger, N4 copy, and service proof, then file through the LTB process. 7

5. Keep updating the ledger weekly until hearing or resolution.

C. Documentation rules (make these non-negotiable)

• Never rely on memory. Every call, text, entry, and inspection gets logged.

• Every notice gets a “service packet”: notice PDF, Certificate of Service, and an entry in the timeline log.

• Every arrears file gets a current ledger and backup (bank records, NSF notices).

• Every maintenance complaint gets a same-day acknowledgment and a dated work order trail (even if the tenant refuses access).

D. Communication templates (paste-ready)

1) Arrears reminder (before formal notice)

Subject: Rent outstanding for (unit address)

Hello (Tenant name), our records show rent for (month) in the amount of (amount) has not been received. Please confirm payment status by (date and time). If you are facing an issue, reply with a proposed payment date so we can document next steps. Thank you, (Landlord or Manager name)

2) Notice served confirmation (after serving N4)

Subject: Notice delivered for rent arrears (unit address)

Hello (Tenant name), this message confirms that a Notice to End Tenancy for Non-payment of Rent was served on (date) by (method). If you pay the full amount owing by the termination date on the notice, the notice will be void. If you believe our ledger is incorrect, reply in writing with your details and proof of payment. Regards, (Name)

3) Payment plan offer (documented, time-limited)

Subject: Payment plan option (unit address)

Hello (Tenant name), if you want to resolve arrears without further steps, we can consider a payment plan: (terms). This offer is available until (deadline). If accepted, reply “I accept” and confirm the first payment date. If not accepted, we will proceed based on the existing notice and applicable process. Thank you, (Name)

4) Maintenance response (protects you on reasonableness and timeline)

Subject: Maintenance request received (unit address)

Hello (Tenant name), we received your request about (issue) on (date). Our next step is (inspection, contractor booking) scheduled for (date/time window). Please confirm access. If the time does not work, provide two alternatives within the next (X) business days. Thank you, (Name)

E. Weekly “LTB readiness” audit (15 minutes per file)

For every open issue that might become an LTB file, check:

• Is the correct notice used for the reason? 10

• Is service provable (certificate completed, dates correct)? 6

• Is the ledger current and backed up? 7

• Is the communication log complete and professional?

• Is the evidence bundle organized and compliant with LTB evidence expectations? 8

CTA

Download our LTB prep checklist.

(Operational tip: publish the checklist as a gated download in your CMS and add it to your Lease24 onboarding and arrears workflows so staff use the same steps every time.)

What to watch next

• Whether the LTB continues reducing active caseload while intake remains elevated, and whether the reported 90-day target for L1 and L9 scheduling remains stable through 2026. 1

• Additional changes tied to transparency and access to decisions and orders, and any practical impact on hearings and enforcement timelines. 5

• Further TOP and evidence workflow updates posted as LTB operational updates and practice directions. 4 8 9

General information only, not legal or financial advice.