Understanding the Request for Hearing Recording Form in Ontario

Understanding the Request for Hearing Recording Form in Ontario

If you are involved in a housing-related dispute under the Residential Tenancies Act, 2006, you might find yourself needing a copy of a hearing recording conducted before the Landlord and Tenant Board (LTB). Although recording hearings is not mandatory, these recordings are usually made and can be requested by interested parties. This article explains what the "Request for Hearing Recording" form is, who should fill it out, how to do so, and important details to keep in mind.

What Is the Purpose of the Request for Hearing Recording Form?

The primary purpose of this form is to formally request a copy of a hearing recording from the LTB. These recordings are valuable for reviewing the proceedings, preparing for appeals, or maintaining records of the hearing. It is important to note that the LTB does not guarantee the existence or quality of the recording, but will conduct a search to confirm whether the hearing was recorded and provide a copy if available.

Who Should Fill Out This Form?

This form can be completed by various parties involved in the hearing, including:

• Landlord
• Tenant
• Tenant or Landlord Representative
• Other interested parties

Regardless of your role, you must provide your contact information, the details of the hearing, and pay the applicable fee to process your request.

How to Complete the Form

1. Fill in Your Information

Provide your full name, address, phone number, and email address where you want the recording sent. Indicate whether you are the landlord, tenant, representative, or other.

2. Provide Hearing Details

Enter all relevant file numbers associated with the hearing. If multiple files were combined or heard together, include all related file numbers. Specify the date and time of the hearing, as well as the location or video conference number used during the hearing.

3. Select Payment Method

The fee for requesting a hearing recording is $16.15. You can pay this fee via:

• Online payment through the LTB website
• Money order or certified cheque (payable to the Minister of Finance)
• Credit card (by completing the payment form and including it with your request)
• In-person at a ServiceOntario location that accepts applications for the LTB

Make sure to include your payment receipt number if paying online, or attach the payment if mailing or delivering your request in person.

4. Sign and Date the Form

Sign the form and date it to certify the accuracy of your request.

Submitting Your Request

You can submit your completed form either by email or mail:

• Email: Send the form along with your payment receipt to [email protected]
• Mail or courier: Send the completed form with your certified cheque or money order to the address specified by the LTB or deliver it in person at a ServiceOntario location.

Once received and processed, the LTB will attempt to provide the recording within two weeks. However, in some cases, it might take longer.

Receiving the Hearing Recording

By Email

If the hearing was recorded, the LTB will send you a password-protected MP4 file via email. You will receive two emails: one with a link to the recording and another with the password. The recording will be accessible for 30 days from the date of receipt.

By Mail

If no email address is provided or if you prefer, the recording will be saved onto a USB flash drive and mailed to your provided address. The recording format may vary, but it is typically MP4, MP3, M4A, or WMA.

Important Considerations

Remember that the recordings are erased after ten years from the hearing date. If the hearing was not recorded, your payment will be refunded. Additionally, the LTB endeavors to provide recordings within two weeks, but delays may occur, especially if the recordings are in older formats or if there are technical issues.

In summary, the "Request for Hearing Recording" form is a straightforward tool for parties involved in housing disputes to obtain a copy of the hearing proceedings. Ensure all information is accurate and complete to facilitate a smooth process and timely delivery of the recording.