Filing an RTB complaint against a tenant usually means asking the Residential Tenancies Board to resolve a dispute about arrears, damage, a deposit, notice or another tenancy issue. The process is evidence-based, and the outcome depends on the agreement, the facts and the current rules applying to the tenancy. This guide explains when a landlord may use the RTB process, how to prepare an application, what happens next and how deposit, rent increase and eviction-related issues can affect the dispute.
When a landlord may apply to the RTB
A landlord may consider an RTB dispute application where there is a disagreement with a tenant that cannot be resolved directly. Common examples include alleged rent arrears, damage beyond ordinary wear and tear, refusal to leave after a valid termination process, an alleged breach of tenancy obligations, or disagreement about deductions from a deposit. The RTB, rather than the landlord, assesses the evidence and decides whether a remedy is appropriate under the applicable rules.
The wording "RTB complaint" is often used informally, but the relevant route may be an application for dispute resolution. The available route can depend on the issue, the parties involved, whether the tenancy is registered where required, and whether another procedure or deadline applies. A landlord should identify the precise dispute before applying, because a general allegation that a tenant was difficult or unreliable is less useful than a clearly documented claim about a specific breach.
Before applying, it is sensible to send a factual written request setting out what is disputed, the documents relied on and the response sought. This can give the tenant an opportunity to correct a misunderstanding or pay an amount that is genuinely due, while creating a record of attempts to resolve the matter. It should not become a threat to remove the tenant without following the statutory process, and a landlord should not change locks, remove belongings or cut off essential services as a substitute for an RTB decision.
Preparing evidence for an RTB dispute
A strong application normally depends on a clear timeline and documents that connect each allegation to a financial or legal consequence. Useful material may include the signed tenancy agreement, rent records, bank statements, receipts, inspection reports, photographs, repair invoices, messages, emails and copies of notices. If the issue concerns the condition of a property, photographs should ideally show dates or be supported by inspection records that demonstrate the condition at the beginning and end of the tenancy.
Evidence should be organised as a dated chronology rather than uploaded as an unlabelled collection of screenshots. For example, a landlord claiming rent arrears could list the rent due, the amount received, the date of each payment and the balance claimed, then match those entries to bank records. For alleged damage, the evidence should distinguish the original condition, the reported problem, the cost of repair and any attempt to give the tenant an opportunity to respond.
A common mistake is claiming the full cost of replacing an old item without considering its age, remaining useful life and whether repair would have been reasonable. The RTB may consider ordinary wear and tear, the quality of the evidence and whether the claimed loss was caused by the tenant. Invoices are helpful, but an invoice alone may not prove that the tenant caused the damage, that the work was necessary or that the entire amount should be charged.
Personal information should be handled carefully when submitting documents. A landlord should provide material relevant to the dispute, avoid unnecessary information about other occupants and keep copies of everything submitted. If a document is unclear, untranslated or difficult to link to the claim, a short explanation can make the evidence easier to understand without turning the application into an unsupported statement of opinion.
Deposits damage and cleaning charges
Deposit disputes are among the most common tenancy disagreements. A landlord may seek to retain some or all of a deposit where there is supported rent arrears, damage beyond ordinary wear and tear, unpaid bills that the tenant was responsible for, or another evidenced loss permitted by the tenancy arrangement and applicable law. The landlord should keep the deposit separate in their records, explain any proposed deduction and return any undisputed balance promptly rather than treating the deposit as automatic compensation for every inconvenience.
The question "Cleaning fees taken from deposit, is that legal" cannot be answered by the label alone. The important issues include the condition at the start and end of the tenancy, the agreed responsibilities, whether the cleaning went beyond normal turnover work, whether the tenant had a fair opportunity to address the issue and whether the amount claimed reflects a genuine, reasonable cost. A landlord should not assume that a standard cleaning bill proves liability, while a tenant should not assume every cleaning deduction is automatically invalid.
For an RTB dispute for deposit non-return, the key documents are the check in record, check out record, payment proof and deduction breakdown. A tenant who is challenging a deduction should request a written explanation, photographs and invoices where relevant, then set out which items are accepted and which are disputed. A landlord should provide the same information when seeking to justify retention, while recognising that an RTB adjudicator or tribunal may assess credibility where records conflict.
Neither side should use the deposit dispute as a reason to stop complying with other obligations. A tenant should not simply withhold the final rent payment on the assumption that it will be covered by the deposit, and a landlord should not retain the deposit indefinitely while waiting to see whether a problem arises. If direct discussions fail, the parties should check the current RTB dispute process and any applicable limitation or application requirements without delay.
Rent arrears rent increases and RPZ issues
A claim for rent arrears should be based on a precise account, not an estimate. The landlord should check the tenancy agreement, payment history, agreed rent and any written arrangements about partial payments or credits. If a tenant disputes the amount, both parties should identify the individual dates and payments in question, because a disagreement about one missed payment is different from a long-running account that includes fees, repairs or other amounts that may not be recoverable as rent.
Rent increase disputes require particular care because the rules can depend on the property, the tenancy, the timing of the proposed increase and legislation in force at the relevant date. A landlord should confirm the current notice, calculation and procedural requirements on the RTB website before serving or relying on an increase. A tenant who receives a questionable notice should not ignore it; they should preserve the document and promptly ask the RTB or a solicitor how to challenge it within any applicable time limit.
RPZ designation criteria explained means checking whether the property was in a designated Rent Pressure Zone at the relevant time and which rent setting rules then applied. Designation status, exemptions, the date of the tenancy and changes in legislation can all matter, so a general online description may not settle an individual case. The parties should record the property address, relevant dates, previous rent information and the wording of the notice, then verify the current position using official RTB guidance.
A landlord should avoid adding late fees, administrative charges or repair costs to an arrears claim without checking whether the tenancy agreement and applicable law support them. A tenant who cannot pay should communicate early and keep proof of proposed arrangements, but an informal promise does not necessarily change the legal rent due. Where arrears may lead to a termination notice, both sides should obtain advice promptly because notice requirements and response deadlines can be important.
The RTB process and possible outcomes
After an application is submitted, the RTB may offer mediation, adjudication or another appropriate form of dispute resolution depending on the case and the parties' circumstances. Mediation is generally a confidential attempt to reach an agreement, while adjudication involves an independent adjudicator considering submissions and evidence. A matter may proceed further under the available RTB process where a party challenges an adjudication outcome, so the parties should read every communication carefully and follow the stated deadlines.
The applicant should explain the remedy sought in practical terms, such as payment of a properly supported amount, confirmation of an obligation or another remedy available through the process. The respondent should answer each allegation, provide their own documents and identify any procedural or factual issue rather than relying only on a general denial. Missing a deadline or failing to attend a scheduled stage can affect how the case is handled, so neither party should ignore correspondence because they believe the other side is clearly wrong.
The RTB decision is based on the tenancy evidence and the applicable law, not simply on which party appears more frustrated or financially affected. The decision-maker may consider whether notice was served correctly, whether a breach was proved, whether a claimed loss was reasonable and whether each party acted consistently with their obligations. A party who disagrees with the result should check the formal options and time limits in the decision rather than attempting self-help enforcement.
The RTB is the standard route for resolving a landlord-tenant dispute, but it may not answer every possible legal question or replace tailored legal advice. A serious possession issue, a claim involving substantial loss, uncertainty about court enforcement or a complex question about a principal private residence may justify speaking with a solicitor. Until the position is clarified, tenants should continue meeting rent and other obligations where required, and landlords should continue using lawful procedures rather than taking direct action.
Practical steps before filing an RTB complaint against a tenant
First, define the dispute in one sentence and identify the outcome sought. For example, the issue might be a stated amount of unpaid rent, the cost of a particular repair or the alleged failure to comply with a notice. Next, check the tenancy agreement and current RTB guidance, particularly where the dispute involves a rent increase, notice of termination, a deposit or a possible Rent Pressure Zone.
Second, build a chronological file with the agreement, payment ledger, inspection material, correspondence and relevant notices. Use consistent labels and separate facts from assumptions: "the payment was not received on this date" is stronger than "the tenant was deliberately avoiding payment". Third, send a measured written summary to the other party, allow a reasonable opportunity to respond where appropriate and record any agreement in writing.
Before filing, check the correct RTB application route, current deadlines and the remedy that the process can provide. Confirm that the named parties, address, tenancy dates and contact details are accurate, because errors can delay communication or create confusion about the dispute. Save the submitted application and attachments, and keep proof of submission in case the RTB asks for clarification.
A tenant receiving an application should not treat it as proof that the landlord has won. They should read the allegation, assemble a response, dispute inaccurate figures, provide evidence about the property condition or payments and raise any relevant notice or deposit issue. A landlord should likewise respond to the tenant's evidence in a focused way, because unsupported accusations or excessive material can make the central issue harder to assess.
Key Takeaways
Filing an RTB complaint against a tenant is most effective when the dispute is specific, the requested remedy is clear and the evidence is organised around a dated timeline. Rent arrears, damage, deposits and notice issues each require different supporting material, and the current RTB rules should be checked before relying on any general explanation. The RTB makes the determination; an application is not a finding that either party is right.
For deposit disputes, compare the property's condition at the start and end, distinguish wear and tear from demonstrable damage and explain each deduction. For rent increases and RPZ questions, verify the property's status, relevant dates and current procedural rules rather than relying on an old percentage or notice period. If a notice or application has been received, do not ignore it, because a response deadline may apply.
Use the RTB's dispute resolution process as the normal route for a landlord-tenant disagreement and avoid withholding rent, changing locks, removing belongings or taking other self-help measures without proper advice. Where the facts are complex or the consequences are serious, confirm the position promptly with the RTB or a solicitor. This approach gives both sides the best opportunity to present relevant evidence and understand the next lawful step.