Under the Residential Tenancies Act (RTA), an Ontario landlord can only legally charge the exact, direct out-of-pocket cost to replace a lost key, fob, or garage remote. Adding “administrative fees,” “convenience charges,” or flat-rate penalties (like $150 for a $10 cut key) is strictly illegal. Tenants can file a T1 application to recover overpayments.
Losing your apartment keys is an incredibly frustrating experience. For tenants living in modern high-rises in Toronto or secure condos in Ottawa, replacing an electronic entry fob can be a significant headache. Some landlords and property management companies try to capitalize on this mistake by presenting tenants with a massive bill, claiming it is “company policy” to charge $200 for a lost fob.
However, in Ontario, your landlord’s internal company policies do not override provincial law. 📍 As of May 2026, Section 17 of the Residential Tenancies Act (RTA) strictly regulates key deposits and replacement costs. The law ensures that tenants are not used as a profit centre. Landlords are only permitted to make themselves “whole” financially, meaning they can only charge you exactly what the hardware store or condo corporation charged them. This guide explains the strict laws around keys, how to request receipts, and how to recover illegal markups.
Step-by-Step Process for Handling Key Replacements in Ontario
If you lose your key, the landlord is required to provide you with a new one so you can access your home. However, you are legally responsible for the actual cost. Here is how to navigate the replacement process without being scammed.
Step 1: Reviewing Your Initial Key Deposit
When you first signed your lease, your landlord may have asked for a refundable key deposit. This is perfectly legal in Ontario, provided the deposit was not greater than the expected direct cost of replacing the keys. 🔍 For example, a $25 deposit for a metal key and an electronic fob is standard. A $300 key deposit for a basic apartment is illegal. If you lose your key, the landlord can use this existing deposit to buy the new key.
Step 2: Requesting the Replacement and a Receipt
When you notify the landlord that you need a new key, politely ask them to provide you with the actual receipt from the locksmith, hardware store, or condo management office. You have a legal right to demand proof of the out-of-pocket cost. If the invoice from the condo board says the new fob cost $45, the landlord can only charge you exactly $45.
Step 3: Refusing to Pay Illegal Markups
If the landlord demands $150 for a fob, but the condo board receipt says $45, the remaining $105 is an illegal “administrative markup.” 📝 You should communicate in writing (email or text) that under the RTA, administrative fees for keys are prohibited, and you will only pay the true out-of-pocket cost. Refuse to pay the extra amount.
Step 4: Filing a T1 Application at the LTB
If the landlord refuses to give you a key unless you pay their inflated, illegal price, you may have no choice but to pay it just to get into your apartment. However, you do not lose your rights. Immediately file a T1 Application (Tenant Application for a Rebate) with the Landlord and Tenant Board (LTB) to recover the illegal overpayment.
Step 5: Attending the Virtual Hearing
At your LTB hearing, the adjudicator will ask the landlord to prove the actual cost of the key. 👨🔨 If the landlord cannot produce a receipt justifying a $150 charge, the adjudicator will order the landlord to refund you the difference, plus the $47 LTB filing fee you paid to bring the case forward.
How Much Does it Cost in Ontario?
The true cost of replacing a key depends heavily on the type of security system your building uses. As a tenant, you should expect to pay these realistic hardware costs, but absolutely nothing more.
| Type of Replacement Key | Average Actual Cost (CAD) | What is Illegal to Charge |
|---|---|---|
| Standard Metal Door Key | $5.00 – $15.00 | Charging a flat “lost key penalty” of $50 is entirely illegal. |
| Electronic Condo Fob / Swipe Card | $25.00 – $75.00 | Charging “programming fees” or “admin time” on top of the condo board’s invoice is illegal. |
| Garage Door Remote | $50.00 – $100.00 | The landlord cannot force you to buy a $200 brand-new system if a simple replacement remote works. |
| Complete Lock Change (If requested) | $100.00 – $250.00 | If the tenant requests a lock change for safety, the landlord can only charge the exact locksmith invoice. |
It is important to remember that if a key simply breaks inside the lock due to normal wear and tear (and not your negligence), it is strictly the landlord’s legal responsibility to repair or replace the lock under their general maintenance obligations, at no cost to you. 💵
How Long Does the Process Take?
Being locked out is an emergency, but resolving the legal dispute over the fees can take time.
- Getting the New Key: A landlord must not unreasonably withhold a key. They should provide a replacement within 1 to 3 days of you reporting it lost.
- Filing a T1 Claim: You have strictly 1 year from the date you paid the illegal fee to file your T1 application with the LTB.
- LTB Hearing Wait Time: Due to heavy backlogs, waiting for an adjudicator to hear your case and order your refund currently takes 6 to 10 months.
Frequently Asked Questions (FAQ)
Can I change the locks myself if I lose my key?
No. Under the Residential Tenancies Act, it is strictly illegal for a tenant to alter or change the locking system on a rental unit without the express consent of the landlord. If you do, the landlord can force you to pay for another locksmith to reverse the changes.
What happens to my key deposit when I move out?
A key deposit must be 100% refundable. When your lease ends and you return the original keys to the landlord, they must immediately hand you back your key deposit. They cannot keep it to pay for cleaning or supposed damages to the apartment.
Can a landlord charge me a deposit for a mail key?
Yes, provided the deposit amount strictly reflects the actual cost of replacing the mailbox key. However, if Canada Post owns the locks (like in many community superboxes), the landlord usually cannot charge a deposit, as Canada Post handles replacement directly with the tenant.
Can my landlord charge me for their time driving to make the key?
No. Landlords are running a business, and managing keys is part of their overhead. They cannot charge you an hourly rate for their time driving to Home Depot, nor can they charge you for the gas used. Only the direct, out-of-pocket cost of the physical key is permitted.
What if my landlord refuses to give me a replacement key?
If your landlord is actively preventing you from entering your home by refusing to provide a key, this is considered an illegal lockout. You should immediately call the local police non-emergency line or the Rental Housing Enforcement Unit (RHEU) for immediate government intervention.
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