Finding a tenant is not only about filling a vacancy quickly. A consistent screening process can help Ottawa landlords confirm an applicant’s identity, review their ability to pay rent and assess their rental history before signing a lease. It can also reduce the risk of missed payments, disputes and avoidable turnover.
However, tenant screening in Ontario must comply with human rights, privacy and residential tenancy laws. The goal is to make a well-supported decision using relevant information, not assumptions about an applicant’s background or personal circumstances.
1. Establish Consistent Rental Criteria
Before accepting applications, decide what information every applicant will be asked to provide. Applying the same process consistently makes applications easier to compare and reduces the risk of discriminatory decision-making.
Your criteria may include:
- A completed rental application
- Proof of identity
- Rental history
- Landlord references
- Credit references or a credit check
- Proof of income or employment
- The number of people who will occupy the property
- A guarantor, when the same requirement would be applied consistently in comparable circumstances
Avoid creating criteria based on personal impressions. Statements such as “professionals only,” “no children” or “must be employed” can create human rights concerns because they may exclude applicants based on family status, disability, receipt of public assistance or another protected ground
2. Use a Complete Rental Application
A written application gives you a consistent record of the information supplied by each applicant. It should request only information that is reasonably connected to assessing the tenancy.
A practical Ontario rental application may ask for:
- Full legal name and contact information
- Current and previous addresses
- Current landlord’s contact information
- Employment or income information
- Personal or professional references
- Names of the proposed occupants
- Consent to contact references and complete a credit check
Review the application for missing information or inconsistencies, but give the applicant an opportunity to explain them. An incomplete application is not automatically evidence that the applicant is unreliable.
3. Verify Identity Without Collecting Unnecessary Information
Ask to see government-issued identification so you can confirm that the applicant is the person named on the application. Record only the information you genuinely need and protect any personal information you retain.
A Social Insurance Number is not required to rent a property or run a basic credit check. The Office of the Privacy Commissioner of Canada advises that landlords should not collect more personal information than necessary and must obtain consent before sharing an applicant’s information with a credit reporting agency or another third party.
Landlords should also explain why information is being collected, how it will be used and who may receive it. Application documents and screening reports should be stored securely and kept only as long as necessary.
4. Review Income as Part of the Full Application
Income information can help confirm whether an applicant has the financial resources to pay the rent. Depending on the applicant’s situation, reasonable supporting documents may include recent pay stubs, an employment letter, bank statements, benefit statements or other reliable proof of income.
Income must not be used as an automatic pass-or-fail test. Ontario landlords cannot apply a fixed rent-to-income ratio, such as rejecting every applicant whose rent would exceed 30% of their income. The Ontario Human Rights Commission’s rental housing policy states that income information should be considered together with available rental history, credit references and credit checks.
This matters in Ottawa, where applicants may include students, newcomers, self-employed people, retirees, military families and people receiving public assistance. Their documentation may look different, but the application should still be assessed using consistent and relevant criteria.
5. Obtain Consent and Run a Credit Check
A credit report can provide information about an applicant’s payment history, outstanding debts and use of credit. Obtain the applicant’s informed consent before ordering the report, and use a reputable credit reporting or tenant-screening service.
Do not rely only on the credit score. Review the report in context and confirm that the name, addresses and accounts belong to the applicant. A lower score may result from a past event that no longer reflects the person’s current financial situation.
An applicant may also have little or no Canadian credit history. Under Ontario Regulation 290/98, a lack of credit history or rental history cannot be treated negatively. In that situation, consider the other information available, such as verified income, references and supporting documentation.
Be cautious when an applicant supplies their own credit report. Confirm when it was produced, review the complete document and verify its authenticity where possible. A screenshot showing only a score does not provide enough information for a proper assessment.
6. Contact Previous Landlords
Landlord references can help confirm an applicant’s rental history, but the reference should be verified rather than accepted at face value. With the applicant’s consent, confirm that the person you are contacting is connected to the stated property.
Useful questions include:
- Did the applicant rent from you, and for what period?
- Was the rent generally paid as agreed?
- Were there documented concerns about damage beyond normal wear and tear?
- Were there significant lease-related issues?
- Was proper notice given before leaving?
- Would you rent to this person again?
Keep the conversation focused on the tenancy. Do not ask questions connected to protected personal characteristics. When possible, contact more than one previous landlord. A current landlord may have an incentive to give a positive reference if they want the tenancy to end.
7. Verify Employment or Other Sources of Income
If an applicant provides employment information, confirm the employer using independently sourced contact details rather than relying only on a phone number included in the application. Verify factual information such as the applicant’s position, employment status and stated income where the employer is authorized to provide it.
Not every qualified applicant will have a traditional employer. Self-employed applicants may provide business records, contracts, notices of assessment or bank statements. Retired applicants, students and applicants receiving benefits may use different documents. Focus on whether the information is reliable and supports the applicant’s ability to meet the rent, not on the source of lawful income itself
8. Assess Every Applicant Against the Same Standards
Ontario’s Human Rights Code prohibits discrimination in housing based on protected grounds that include race, ancestry, place of origin, citizenship, creed, sex, sexual orientation, gender identity or expression, age, marital status, family status, disability and receipt of public assistance.
Landlords should not reject an applicant because they are a newcomer, have children, receive social assistance, are pregnant, have a disability or belong to another protected group. They should also avoid informal social media searches, which may reveal protected personal information unrelated to the tenancy and create privacy concerns.
Document the legitimate, non-discriminatory reasons for your decision. A simple screening checklist or scoring system can help ensure that the same factors are reviewed for every applicant.
9. Watch for Inconsistencies and Rental Fraud
Tenant screening fraud can include altered employment letters, edited credit reports, false references or another person’s identity. Warning signs may include:
- Information that differs between documents
- References who cannot answer basic questions about the tenancy
- Employer contact details that cannot be independently verified
- Documents with inconsistent formatting, dates or calculations
- Pressure to skip the normal application process
A warning sign is a reason to verify the information, not proof of dishonesty. Ask the applicant for clarification and keep a written record of the response before making a decision.
10. Complete the Lease and Deposit Process Correctly
Once an applicant is approved, put the agreement in writing using Ontario’s standard lease where required. Make sure the rent, included services, utility responsibilities, parking arrangements and other lawful terms are clear.
Ontario landlords may generally collect a rent deposit of no more than one rental period, which is normally applied to the last month’s rent. A refundable key deposit may also be permitted if it does not exceed the expected replacement cost. Review the Ontario Residential Tenancies Act and current provincial guidance before requesting any payment.
Screening is only one part of operating a rental property. Landlords should also understand their broader legal responsibilities in Ontario and plan for ongoing property maintenance obligations.
What Is the Best Way to Screen Tenants in Ontario?
The strongest process combines a complete application, identity verification, written consent, income documentation, a credit review and verified landlord references. No single document or score should determine the result.
Use the same lawful criteria for every applicant, collect only the information you need and keep clear notes supporting your decision. If an application raises a legal or human rights concern, obtain advice from a qualified Ontario legal professional before proceeding.
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This article provides general information and is not legal advice. Ontario rental and human rights requirements can change. Landlords should confirm current rules and obtain legal advice for their specific situation.
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