How to Serve a Notice of Termination in Manitoba

You Cannot Mail a Termination Notice

This is the rule that catches the most Manitoba landlords: under section 184(2) of the Residential Tenancies Act, a landlord's Part 6 notice of termination must be handed to the tenant or an apparently adult person in the rental unit, and cannot be given by mail. A courier can deliver it only by handing it to one of those recipients.

Mail is not an authorized service method. However, section 184(5) says a notice is sufficiently given if it actually comes to the tenant's attention within the required time, even if it was not given by an authorized method. Do not rely on that exception.

Permitted Service Methods

Personal delivery to the tenant: Hand the notice directly to the tenant. If there are multiple tenants, include every tenant's name on the notice; RTB guidance says a separate copy for each tenant is generally not required.

Delivery to an adult at the unit: If the tenant is not available, you can leave the notice with an apparently adult person residing at the rental unit. This is sometimes called substituted service on a household member.

Actual notice rule: Section 184(5) treats a notice as sufficiently given if it actually comes to the tenant's attention within the required time, regardless of the method. The RTB Director or Commission can also direct an alternative service method. But relying on this is risky — you bear the burden of proving the tenant received it.

When the Tenant Is Avoiding Service

If personal delivery is impossible — the tenant is not answering the door, has left the province, or is actively evading you — do not try creative workarounds. Apply to the RTB for a Substitutional Service Order. The RTB can authorise alternative methods such as posting the notice on the door, leaving it with an employer, or other reasonable means.

Attempting an unauthorised method without the order risks having your entire notice thrown out at the hearing.

Documenting Proof of Service

After serving the notice, complete a Declaration of Service — Landlord form as proof of delivery. The declaration must be witnessed by a Commissioner for Oaths. It records:

• The date and exact time of service
• The address where service took place
• The method of service (personal delivery, delivery to adult at unit, etc.)
• The name of the person who received the notice

If you later apply for an Order of Possession, the RTB requires a Commissioner-witnessed Declaration of Service for the application package, served at least five days before the hearing. Keep proof of service of the original termination notice as well.

Tips for Clean Service

Keep a contemporaneous record. Note the date, time, and who answered the door immediately after serving. If someone else delivers on your behalf, they are the one who swears the Declaration of Service.

Bring a witness if you can. The RTB does not require a witness, but having one strengthens your position if service is disputed at the hearing.

Do not leave the notice in the mailbox, slide it under the door, or tape it to the outside of the unit unless the RTB has specifically authorised that method via a Substitutional Service Order.

The Ending a Tenancy in Manitoba guide includes a proof-of-service log template and a pre-service checklist to make sure every detail is documented before you need it.

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