Skip to content

What Documents Should I Keep?

A printable checklist of what to save during your tenancy — and where to store it.

Analyze Guides Documents Tools

← All documents

Housing Documents Checklist — SubletShield

Check off what you have saved. Sample document only — not legal advice.

Students who lose deposit disputes often have no records. Keep everything below from day one — not just at move-out.

Lease & agreements

Signed Ontario Standard Form of Lease (or written sublet agreement)
Any lease amendments or addendums in writing
Landlord consent letter for sublets
Roommate agreements (if applicable)

Move-in documentation

Completed move-in condition checklist with photos
Timestamped photos of every room, appliances, and existing damage
Email to landlord confirming move-in condition the same day

Correspondence

All emails with your landlord or property manager
Text or chat logs about repairs, rent, or lease terms
Written maintenance requests and landlord replies
Notices from landlord (entry, rent increase, termination)

Payments

E-transfer confirmations or rent receipts
Record of first and last month's rent amounts and dates
Bank statements showing rent payments (if needed for disputes)

Move-out

Your N9 notice or mutual termination agreement
Move-out photos (same thoroughness as move-in)
Forwarding address you gave the landlord in writing
Deposit return request and landlord's response

Where to store everything

•Email copies to yourself the day you receive or sign them.
•Create a Google Drive or OneDrive folder: "[Address] — Lease [Year]".
•Back up photos before switching phones or leaving Canada.
•Use the same email address throughout your tenancy for a clear paper trail.

Related: Move-in checklist · Deposit recovery · Landlord rights FAQ

Not legal advice. We do not store your pasted text.

Terms of Use PrivacyBuilt for Waterloo students