Ontario Small Claims Court Virtual Hearing: What to Expect

Hearing Methods in Small Claims Court

The Guidelines to Determine Hearing Method in the Small Claims Court set the default method. Settlement conferences, terms of payment hearings, and motions (except motions in writing for assessment of damages) are held remotely unless the court specifies otherwise. Trials are held in person unless the court specifies otherwise. Remote hearings are by videoconference or, where permitted, by telephone. The court notice specifies the hearing method.

How You'll Be Notified

The court sends a Notice of Hearing (or Notice of Settlement Conference) specifying the date, time, and hearing mode. If the hearing is virtual, you'll receive:

• A videoconference link (typically Zoom or Microsoft Teams, depending on the courthouse)
• A call-in number as a backup if your internet connection drops
• Instructions about how to submit documents electronically if needed

Check the notice carefully for any specific technical requirements. In Toronto, Case Center is used to share hearing documents, whether the hearing is in person or by Zoom.

Preparing for a Virtual Hearing

Technical Setup

• Test your connection the day before. Make sure your camera, microphone, and speakers work. If you're using a phone as backup, have the dial-in number saved.
• Find a quiet, private space. The judge can see and hear your surroundings. Background noise, other people in the room, or distracting environments reflect poorly.
• Good lighting. Face a window or place a lamp behind your screen so your face is clearly visible.
• Charged devices. Plug in your laptop or phone. Hearings can run longer than expected.

Documents and Evidence

Organize your evidence before the hearing starts. For a settlement conference, you should already have exchanged documents with the other side at least 14 days prior (Form 13A witness list and unpleaded documents).

For a virtual hearing:

• Have digital copies of every document ready to screen share if the judge asks
• Keep physical originals nearby in case you need to reference page numbers
• Label files clearly — "Contract-2025-11-15.pdf" beats "scan001.pdf"

Some courthouses require you to upload evidence to a shared platform before the hearing. Follow any instructions in the court notice exactly.

During the Hearing

Sign in early. Join the videoconference 10–15 minutes before the scheduled time. You'll typically wait in a virtual lobby until the court opens the session.

Camera on, microphone discipline. Keep your camera on throughout unless the judge says otherwise. Mute your microphone when you're not speaking to avoid background noise.

Address the judge properly. Use "Your Honour" for a judge or "Deputy Judge [Last Name]" for a deputy judge. The formality level is the same as in a physical courtroom.

Don't record. You are not permitted to record court proceedings — audio or video — without judicial authorization. This applies to virtual hearings just as it does to in-person ones.

No coaching. The judge can see your screen and hear your audio. Don't have someone off-camera whispering answers or holding up notes.

Requesting a Different Hearing Mode

If you need a different hearing method, file and serve a Request to Change Attendance Method (Form 1B) on the other parties at least 30 days before the hearing. A party who objects can serve an Objection to Request to Change Attendance Method (Form 1C) within 7 days after receiving the request. The court decides which method will be used.

Virtual Settlement Conferences

These work like in-person settlement conferences: a deputy judge facilitates negotiation between the parties. The key difference is that breakout rooms replace hallway discussions. The judge may put you in a virtual waiting room while speaking to the other side privately, then bring everyone back together.

Come ready to negotiate. Have your bottom-line number and your supporting documents accessible on screen. If all parties reach a final settlement at the conference, the judge may make an order disposing of the case. If you settle after the conference, complete and file Terms of Settlement (Form 14D), signed by all parties.

The Ontario Small Claims Court Defence Guide covers hearing preparation for both virtual and in-person proceedings, with a document organization checklist and a timeline of pre-hearing steps.

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