Guides / Canada: Ontario

Ontario Small Claims Court: how to organize your case binder

Ontario Small Claims Court and tribunals such as the Landlord and Tenant Board. Prints on Letter paper. Here is a practical way to organise your papers so you, the other side and the judge can find everything quickly.

The quick version

Keep every document in one binder, split into the sections below.
Write down every date and deadline the moment you get it.
Give each piece of evidence a reference and use it everywhere.
Number the pages and keep an up-to-date index at the front.

Get the ready-made Canada: Ontario binder on Etsy, or build a personalised sample online.

Dates and deadlines to track

Claim issued
Defence due
Documents & witness list due
Settlement conference
Trial date

Always use the exact dates in your court or tribunal letters and orders.

How to section your binder

Section A: Case summary & issues

A brief overview of the case and the key issues in dispute.

What to file: Case reference numbers; Names of parties; Short summary of what the case is about; List of the main issues the court or tribunal is being asked to decide.

Section B: Claim & defence

Formal documents setting out each party's case.

What to file: Plaintiff's Claim and any amendments; Defence and any Defendant's Claim; Tribunal application and response.

Section C: Chronology

A timeline of key events relevant to the dispute.

What to file: Chronology table (date, event, party, evidence reference); Any updated versions of the chronology.

Section D: Court orders & notices

Official instructions issued by the court or tribunal.

What to file: Orders; Settlement conference results; Notices of settlement conference and trial.

Section E: Evidence

Documents relied upon to support factual assertions.

What to file: Emails, letters, messages; Contracts, invoices, receipts; Screenshots or photographs; Other relevant documents.

Section F: Witnesses

Details of your witnesses and what they will say.

What to file: List of Proposed Witnesses (Form 13A); Witness statements or summaries; Summons to Witness (Form 18A), if needed.

Section G: Correspondence

Communications relating to the dispute.

What to file: Letters and emails exchanged between parties; Correspondence with the court or tribunal.

Section H: Costs, fees & damages

Financial information relevant to the case.

What to file: Court fees paid; Calculation of the amount claimed; Receipts for expenses.

Section I: Hearing notes

Preparation and notes for hearings or mediation.

What to file: Key points to raise; Questions for witnesses; Notes taken during hearings.

What this binder is for

Case Ready is a document organization and preparation tool that helps you present your case materials clearly. This edition is designed with reference to Ontario Small Claims Court procedure.

Organize documents logically
Keep materials in order
Prepare for hearings and deadlines

What this binder is not

Case Ready:

Does not provide legal advice
Does not tell you what arguments to make
Does not guarantee any outcome

If you need legal advice, speak to a lawyer, a licensed paralegal or a legal clinic.

Ontario terms used in this binder

Plaintiff and defendant: the parties in a Small Claims Court case.
Settlement conference: a private meeting with a judge, usually by video, held within 90 days after the first defence is filed.
List of Proposed Witnesses: Form 13A.
Summons to Witness: Form 18A.

Key points in published guidance

Serve and file any documents not attached to your claim or defence, and your List of Proposed Witnesses, at least 14 days before the settlement conference.
Bring your original documents to trial, plus at least three copies of each: one for the judge, one for the other party and one for yourself.
Your court's orders and directions always take priority.

Pagination & referencing

Many courts and tribunals expect documents to be paginated, indexed and clearly referenced. Where possible:

Number pages sequentially
Label documents consistently
Refer to evidence using clear references (for example "E1", "E2")

Chronology & evidence

Chronologies and evidence logs are commonly used to assist judges, tribunal panels and mediators. They help decision-makers understand:

What happened
When it happened
Where supporting documents can be found

Hearings & practicalities

On the day of your hearing:

Bring the copies you have been asked for
Keep this binder with you
Use it to find documents quickly

Judges, tribunal members and staff expect parties to be organized and to follow procedure.

Who this is for

Case Ready Ontario is suitable for organizing papers in Small Claims Court cases and tribunal hearings such as the Landlord and Tenant Board. It is not designed for complex Superior Court litigation without a lawyer or paralegal.

Before your hearing

Documents are filed in the right sections
Pages are numbered in sequence
Evidence is labelled and easy to reference
The chronology is clear and up to date
Court orders and deadlines are recorded
Documents are in date order unless directed otherwise
Confidential material is kept separate
Copies are ready for the hearing
The binder is easy to navigate quickly

Save time with Case Ready

Case Ready is a printable, fillable case binder for Canada: Ontario: front sheet, dividers, key dates sheet, evidence index and more, with your case details on every page. Type into it on screen or print it at home.

See Case Ready on Etsy | Try the online builder

This binder is a general organizational aid. Procedure varies by court, tribunal and case type. You are responsible for following the rules, orders and directions that apply in your case. Nothing in this binder is legal advice.