Deposit disputes
Deposit disputes come down to what you can show.
When a tenancy ends badly, the deposit conversation turns into one person's word against another's. The renters who come through okay are usually the ones with dated records: move-in condition, photos, receipts, and messages — organized before they were needed.
What to do right now
Three steps that matter in almost every deposit dispute.
These apply whether or not you ever use Optimized Rentals.
Deposit types, amounts, and return timelines differ across Canada. Every province has a residential tenancy board or branch with a formal dispute process — and those processes are designed to be used without a lawyer.
Move-in and move-out photos, your lease, rent receipts, and every relevant message. Keep originals, and keep the dates attached — a photo with a timestamp beats a description from memory.
Request the return in writing with a clear date. If it stays unresolved, file with your provincial board and bring a factual timeline supported by your records.
Free checklist
Deposit evidence checklist
What a tenancy officer will actually look at when deciding who gets the deposit. No account needed — print this page or screenshot the list.
Tick what you have. Gather the rest before you file, not after.
1. The deposit itself
- Proof you paid it: receipt, e-transfer, or bank record with the date
- The lease clause or written note stating the amount and what it covers
- Your move-out date and your forwarding address, given to the landlord in writing
2. Condition, in and out
- The move-in condition report, signed or acknowledged by both of you (if one exists)
- Dated move-in photos or video, room by room, including existing damage
- Dated move-out photos or video after cleaning, same rooms, same angles
- Any move-out inspection report, and whether you were invited to attend
3. Rent and repairs
- Rent receipts or bank records showing every payment, especially the last month
- Repair requests you made, with dates, and what happened to them
- Cleaning receipts or photos if you paid for cleaning at move-out
4. The paper trail
- Your written request for the deposit back, with the date you sent it
- The landlord's reply or claim, and any itemized deductions they sent
- Texts and emails about the unit's condition, in date order
- A one-page timeline: move-in, notice, move-out, request, response, filing date
Official resources
Your province's deposit rules and how to file
Deposit limits, return deadlines, and the claim process are set by your provincial tenancy authority. These are the official pages.
Manitoba — Residential Tenancies Branch
Saskatchewan — Office of Residential Tenancies
Other provinces: search for your provincial residential tenancy board or branch. The evidence list above is what they all look for; the deadlines and forms differ.
Where a record helps
Organized beats scattered — especially under stress.
A dispute is the worst time to be hunting through old chats and camera rolls. A tenancy record keeps everything dated and in one place.
Private document vault
Store condition photos, receipts, your lease, and messages privately. Nothing is shared unless you choose to share it.
Dated as you go
Records added during the tenancy carry their dates with them — a clearer timeline than reconstructing events afterward.
Rent payment record
Track what you paid and when, so payment questions in a dispute have answers instead of guesses.
Useful after the dispute too
The same records become evidence-supported rental history for your next application.
Related resources
Keep the rest of your tenancy documented
Deposits are one piece — the same habits protect your whole rental record.
What to document before disputes can start.
Try the condition report liveWalk a sample unit on your phone, send it to yourself, and answer as the tenant. No account.
Protect your tenancyDocument condition, rent, and maintenance while they happen.
Repairs not getting done?Put repair requests on the record the right way.
How privacy worksWho can see your documents, and when.
Start now, not after
The best time to build your record was move-in. The second-best time is today.
Every photo, receipt, and message you organize now is one less thing to argue about later.
This page is general information, not legal advice. Rules and timelines vary by province — see the official Manitoba and Saskatchewan pages above or your own provincial tenancy authority for current requirements.