3 things you should always tell your landlord and insurance company

By: Arshi Hossain on March 13, 2025

As a renter, apart from paying your rent on time, what’s equally important is maintaining open communication with your landlord about any significant changes or issues during your tenancy.

Clear communication is key to fostering a positive landlord-tenant relationship and ensuring a smooth rental experience. By keeping your landlord in the loop, you can avoid misunderstandings and prevent potential legal or financial complications—because no one wants to deal with those.

There are some changes your landlord probably doesn’t need to know about, like nailing up wall art or starting a container garden on your deck. But other changes could be cause for eviction if you don’t seek approval first. Here’s what you should inform your landlord of.

Tenant changes you must disclose to your landlord

There are certain changes that, if not disclosed, can lead to disputes or even legal consequences. According to Boubacar Bah, founder and chairperson of Small Ownership Landlords Ontario (SOLO), the key and most common things tenants should inform their landlord about are those that could materially affect the tenancy. These include:

Pets: Even if a lease does not explicitly prohibit pets, landlords appreciate being informed, as pets can cause damage, and some buildings have size and noise requirements.
Property damage: Any damage—whether accidental or intentional—should be reported immediately, along with noting how it occurred.
New roommates or long-term guests: This is important for insurance purposes and to avoid potential violations of local overcrowding bylaws.
Subletters: If you plan to sublet your unit, you’ll need to get your landlord’s approval, as subletting without consent can violate lease terms and local regulations.
Leaks, cracks or noises: Reporting these issues can prevent larger maintenance problems down the line.
Renovations or alterations: Even if you’re planning on making a minor change in the home, like painting your kitchen cabinets, get approval from your landlord.
Pests: Early intervention can prevent infestations from getting out of control.
Bylaw violations: If tenants receive notices for infractions such as excessive noise, landlords should be kept in the loop to avoid further penalties.

Not every change requires an amendment to the lease, but some could have implications. For example, Bah says, “long-term guests or roommates must be disclosed to the landlord mostly for insurance purposes and not to run afoul of local overcrowding bylaws. It is not always necessary to amend the lease as tenants have the right to have guests.”

Keeping the landlord informed of this and any of the above ensures that both parties remain compliant with local regulations and lease terms. Plus, this way, if they happen to see a particular regular going in and out of your home over a long period of time, there won’t need to be any awkward questions.

Utilities and appliances

If utilities are included in your rent, it can be confusing as to whether any new appliances are worth informing your landlord about. These can include portable dishwashers, bidets or convection ovens. But if any of these are high-energy consuming, you should let them know, says Bah, as they significantly impact utility costs.

“Depending on how your lease is written, adjustments may be agreed upon provided they are in line with the Residential Tenancies Act (RTA),” he explains. “Common sense will dictate if utilities are increasing due to new appliances. In which case, landlords should be informed if they are the ones paying for utilities. They can then advise how to minimize consumption through energy-saving methods.”

The Residential Tenancies Act (RTA) is legislation that governs landlord-tenant relationships, specifically in Ontario, ensuring fair practices and compliance with provincial regulations.

Installations and maintenance

Under the RTA, landlords are responsible for keeping a home “in a good state of repair and fit for habitation” and for complying with health, safety, housing and maintenance standards. That means regular maintenance and repairs are your landlord’s duties, and things you can consult them about.

However, when tenants bring in their own appliances, they may assume certain responsibilities, including:

Proper installation to avoid safety hazards
Ensuring that their appliance is in good condition and its use does not cause property damage
Paying for repairs if damage is caused by their negligence or that of their guests

Insurance matters to consider when making changes to your rental home

Making changes to a rental home can have insurance implications. I It's important for both landlords and tenants to understand the division of responsibility between their respective insurance policies to avoid unexpected costs related to damage, liability, or loss.

Tenant insurance typically covers a renter’s personal property and provides liability protection, while landlord insurance generally covers the structure of the rental property and any fixtures provided by the landlord.

However, landlords need to be particularly aware of any changes made to the structure of the property, as these fall under their insurance coverage. Unauthorized or unapproved structural modifications could not only lead to disputes but may also void the landlord’s insurance policy or result in denied claims.

Coverage can also vary depending on the type of change made. For instance, some tenant insurance policies may include "tenant improvements and betterments," which could cover upgrades like new light fixtures or minor renovations. In such cases, renters may claim the value of these additions if they are damaged.

If a tenant’s modification causes damage—such as a poorly installed fixture leading to water damage—the liability portion of their insurance may cover repair costs. However, unauthorized structural changes could void coverage. In general, if a tenant’s modification results in damage, the landlord’s insurance might cover structural repairs but could hold the tenant financially responsible.

To avoid disputes and ensure proper coverage, tenants should notify their insurer about any modifications to confirm coverage. Landlords, on the other hand, should clearly outline in lease agreements whether modifications are permitted and who is responsible for damages. Always document any approved changes in writing.

How to formalize changes with your landlord

For personal property owners—those who rent out their own homes—informal discussions are often enough to address minor changes. However, Bah advises that more significant changes—such as amendments to the lease—may require professional review to ensure compliance with, again, the RTA.

Having written documentation of major updates can help both landlords and tenants protect their interests now and in the future.

In general, when it comes to any given change in your rental home, it’s wise to remember that open and proactive communication between renters and landlords benefits both parties.

Keeping landlords informed about changes that impact the rental unit helps ensure compliance with the lease, avoids misunderstandings and fosters a positive landlord-tenant relationship. Whether it’s a new pet, a long-term guest, or handy-dandy new appliance, transparency is always the best policy.