Tenant Screening in Ontario: What Landlords Are Legally Allowed to Check

Finding reliable tenants is the single most important thing you can do to protect your rental investment. A great tenant pays on time, takes care of your property, and stays for years. A bad tenant can cost you thousands in missed rent, property damage, and legal fees at the Landlord and Tenant Board.

But tenant screening in Ontario comes with legal guardrails. The Ontario Human Rights Code prohibits discrimination on protected grounds, and the Residential Tenancies Act sets boundaries on what you can require. Understanding what you can and cannot check helps you make informed decisions without crossing legal lines.

What You Can Legally Screen For in Ontario

Income and Employment Verification

You are entitled to verify that a prospective tenant can afford the rent. This typically means requesting proof of income such as recent pay stubs, an employment letter, or tax documents. A common benchmark is that monthly rent should not exceed 30-35% of gross monthly income, though this is a guideline, not a legal requirement.

For self-employed applicants, you can request business income documentation, bank statements, or a letter from their accountant. The goal is confirming financial capacity, not judging the type of employment.

Rental History and References

Contacting previous landlords is one of the most valuable screening steps available. You can ask about payment history, property condition, lease compliance, and whether the landlord would rent to this tenant again. Always speak directly with the landlord rather than relying solely on written references, which are easy to fabricate.

Ask specific questions: Did the tenant pay rent on time consistently? Were there any disputes or complaints? Did they leave the unit in reasonable condition? Was proper notice given before moving out?

Credit Checks

You can request a credit report with the applicant’s written consent. A credit report reveals payment patterns, outstanding debts, collections, and bankruptcies. It is one of the most objective screening tools available.

Important: you must get written consent before pulling a credit report. Many landlords include consent language in their rental application form. Services like Equifax and TransUnion offer landlord-specific credit check products.

Identity Verification

Requesting government-issued photo identification to confirm the applicant’s identity is standard practice and legally permissible. This protects against fraud and ensures the person applying is who they claim to be.

What You Cannot Screen For in Ontario

The Ontario Human Rights Code protects prospective tenants from discrimination based on race, ancestry, place of origin, colour, ethnic origin, citizenship, creed (religion), sex, sexual orientation, gender identity, age, marital status, family status (including having children), disability, and receipt of public assistance.

You Cannot Refuse Based on Children

Family status is a protected ground. Refusing to rent to someone because they have children, or asking whether an applicant has children, is a human rights violation. The only narrow exception is buildings specifically designated for seniors (typically 65+).

You Cannot Refuse Based on Income Source

Receipt of public assistance (Ontario Works, ODSP, etc.) is a protected ground. You can assess whether total income is sufficient to cover rent, but you cannot reject an applicant solely because their income comes from social assistance rather than employment.

You Cannot Require a Social Insurance Number

A SIN is not required for a rental application. While some landlords request it for credit checks, applicants can provide consent for credit checks without sharing their SIN. Never make SIN disclosure a condition of the application.

Building a Strong Screening Process

The best protection against bad tenancies is a consistent, documented screening process applied equally to every applicant. This means using the same application form, asking the same questions, and applying the same criteria every time.

A strong screening process typically includes a written rental application, income verification, credit check with consent, two previous landlord references contacted by phone, and identity verification. Document your process and your reasons for accepting or declining applicants.

When Screening Becomes Overwhelming

If you own multiple properties or find the screening process time-consuming, a professional property manager can handle it systematically. At Catana Property Management, tenant screening is a core part of every management package. We verify income, check credit, contact references, and apply consistent criteria across every application — protecting you legally while finding tenants who will take care of your property.

Frequently Asked Questions

Can I ask a tenant for a security deposit in Ontario?

Ontario law does not allow security deposits. You can collect a rent deposit equal to one month’s rent (or one rental period), which must be applied to the last month of tenancy. You cannot collect a damage deposit.

Can I require tenants to have renters insurance?

You can request it and include it as a lease term, but enforceability is a grey area under the RTA. Many landlords include it as a strong recommendation rather than a hard requirement.

How long should tenant screening take?

A thorough screening process typically takes 2-5 business days, depending on how quickly references respond and credit checks process. Rushing this step to fill a vacancy faster almost always costs more in the long run.

What if I screen tenants myself and make a mistake?

Discrimination complaints can be filed with the Human Rights Tribunal of Ontario. Penalties can include compensation to the applicant, orders to change practices, and damage to your reputation. When in doubt, consult a legal professional or work with a property manager who handles screening professionally.