How to Screen Tenants in Ontario: A Landlord's Complete Checklist

By Solutions Property Management — Sat Mar 07 2026

What You Can and Cannot Consider in Ontario

Ontario's Human Rights Code places specific limits on what landlords can consider when selecting tenants. You cannot deny a tenancy based on:

• Race, ancestry, place of origin, or ethnic background
• Religion or creed
• Sex, gender expression, or gender identity
• Sexual orientation
• Age (including families with children)
• Disability
• Receipt of social assistance (Ontario-specific protection)

You can consider factors that are directly relevant to their ability to fulfill the tenancy obligations: income, credit history, rental history, employment status, and references.

The Screening Checklist

Step 1: Pre-screen with a rental application

• Full legal name and contact information
• Current and previous addresses
• Employment information including employer name and phone number
• Income information — gross monthly income
• Names of all occupants
• Reference contacts including previous landlords
• Written consent to conduct credit and reference checks

Step 2: Credit check

• Run a credit check with the applicant's written consent
• Look for: payment history, total debt load, any collections or judgments
• A credit score does not tell the whole story — a person with a moderate score and consistent payment history may be a better tenant than someone with a high score and multiple recent hard inquiries

Step 3: Income verification

• Ask for recent pay stubs, a letter of employment, or tax returns for self-employed applicants
• General guideline: the tenant's gross monthly income should be at least 2.5 to 3 times the monthly rent
• Recipients of social assistance can be considered — Ontario's Human Rights Code protects this

Step 4: Landlord reference check

• Call previous landlords directly — do not just accept references by email
• Key questions: Did they pay on time? Did they follow lease terms? Would you rent to them again? Why are they leaving?
• Be alert to evasive answers or reluctance — these are warning signs

Step 5: Verify employment

• Call the employer to confirm employment status, start date, and position
• This takes 5 minutes and can catch falsified applications

Step 6: The interview

• A brief conversation, even by phone, tells you a lot
• How do they communicate? Do they ask questions about the unit and the lease? Are they clear about who will be living there?
• You cannot ask about the protected grounds above, but you can ask about practical matters related to the tenancy

Red Flags to Watch For

• Reluctance to provide references or consent to a credit check
• Income that does not verify to what was stated on the application
• A previous landlord who hesitates, gives vague answers, or simply confirms dates without elaborating
• An applicant who pushes to skip the formal process or move in quickly without going through screening
• Large unexplained gaps in rental history

Frequently Asked Questions

Q: Can a landlord ask for a damage deposit in Ontario? A: No. Ontario's Residential Tenancies Act does not allow damage deposits. Landlords can only collect a last month's rent deposit, which must be applied to the final month of rent and cannot be used for damage claims.

Q: Can I reject a tenant on social assistance in Ontario? A: No. Ontario's Human Rights Code specifically prohibits landlords from refusing to rent to someone because they receive social assistance. Refusing a tenant on this basis is illegal and can result in a human rights complaint.

Q: How do I run a credit check on a tenant in Ontario? A: You need the applicant's written consent before running a credit check. Services like Equifax, TransUnion, or dedicated tenant screening platforms allow landlords to run reports with the applicant's authorization. Never run a credit check without written consent.

Q: What is the strongest indicator of a good tenant? A: Rental history with consistent, positive landlord references is the strongest single indicator. An applicant with moderate income, no negative marks on their credit, and two previous landlords who enthusiastically recommend them is a stronger candidate than someone with high income and no rental history.

The Bottom Line

Tenant screening is not just paperwork — it is the most important investment decision you make with every unit. A disciplined, consistent process significantly reduces your risk of vacancy, damage, and legal problems.

At Solutions Property Management, we run a multi-step screening process on every applicant across our managed portfolio. Book a free property evaluation to learn how our placement process works.