E-signatures
OntarioLandlord includes built-in e-signature support for leases and notices. Tenants and co-signers can sign documents electronically without leaving the platform.
How it works
E-signatures are powered by DocuSeal. When you generate a lease (OSL) or notice, you can send it for signing directly from OntarioLandlord.
Supported documents
- Ontario Standard Lease (OSL) — Full lease signing with all parties
- LTB notices — N1, N4, and other notice types
- Payment arrangements — Tenant acceptance signatures
- Certificate of Service — Proof of notice delivery
Multi-party signing
OntarioLandlord supports up to 12 total signers on a single document:
- 1 primary landlord (always included)
- Up to 3 co-landlords
- 1 primary tenant (always included)
- Up to 7 co-tenants
Signing order
OntarioLandlord uses parallel signing exclusively — every signer (all landlords and all tenants) is invited to sign at the same time, with no ordering. Any signer can complete their signature at any time, in any order; there is no sequential mode for leases or any other document type.
Property managers signing on behalf of the landlord receive notifications when the signing process completes for their organization.
Signing flow
1. Configure signers
From the lease or notice detail page, click Send for signing. The signing config modal lets you:
- Add or remove co-signers
- Enter names and email addresses
- Select consent options (rent increase, notice entry, RTA documents, communication)
- Preview the list of signers (all invited in parallel, no order)
Co-signers from the lease record are pre-populated automatically. Co-landlords added to the lease are also pre-populated in the signing config — you can add up to 3 co-landlords.
2. Send for signing
Each signer receives a personalized email with a link to their signing session. The signing interface is embedded — signers complete the process without leaving your branded experience.
3. Sign the document
Signers can:
- Draw their signature on a canvas
- Type their signature
- Fill in required fields (dates, initials)
4. Track status
Each signer's status is tracked:
| Status | Meaning |
|---|---|
| Sent | Email delivered, awaiting action |
| Opened | Signer opened the document |
| Completed | Signature submitted |
| Declined | Signer declined to sign |
5. Retrieve signed document
Once all parties have signed, the completed PDF is stored automatically on the lease record and available for download.
Signing modes
| Mode | Description |
|---|---|
| Property manager signs | The property manager signs on behalf of the landlord |
| Landlord signs | The landlord signs directly via email link |
Signing notification emails
By default, DocuSeal sends signing progress updates and the completed-lease email (with signed PDF attached) to your organization's primary email address.
Signing Progress Email override
If you want these notifications delivered to a separate inbox — for example, a dedicated leasing mailbox — you can configure a Signing Progress Email:
- Go to Settings → Company
- Under E-Signature Notifications, enter the desired email address in the Signing Progress Email field
- Save changes
When set, both the per-signer progress update ("Signing Update") and the final completion email with the signed PDF go to that address instead of your primary org email. Leave the field blank to use the default org email.
The override applies to internal notification emails only. Tenant signing-request emails, the Reply-To address on those emails, and notice-related signing flows are unaffected.
Enterprise branding
On the Enterprise plan, signing emails include your company logo and branding.
If a signing session is incomplete, you can resume it from the document detail page. Completed signatures are preserved — only unsigned parties need to complete the process.