Tenant Screening in Ontario: What Landlords Can Ask
Written by the Keith &. Françoise Real Estate Team, eXp Realty Brokerage. Françoise Pollard, Sales Representative, and Keith Goldson, Broker, work with landlords and tenants across the GTA and Niagara Region.
Key Takeaway
Ontario landlords can screen tenants for income, credit history, rental references, and identification. They cannot discriminate based on any ground protected by the Ontario Human Rights Code. A consistent, documented screening process protects landlords from complaints and helps identify reliable tenants.
Tenant screening is one of the most important steps in the leasing process, and one of the most misunderstood. Done properly, it reduces the risk of payment issues, property damage, and disputes. Done inconsistently, it exposes landlords to human rights complaints and legal challenges before a lease is even signed.
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This article is part of our leasing in Ontario guide. It covers what Ontario landlords can ask, what they cannot ask, and how to build a process that holds up.
What landlords can ask during tenant screening
Ontario landlords can evaluate whether a prospective tenant can meet the tenancy’s financial and practical obligations. The information landlords can request generally falls into four categories.
Proof of income. Landlords can ask for pay stubs, an employment letter, tax returns, or bank statements. The purpose is to confirm that the applicant can afford the rent. A common benchmark is that housing costs should not exceed 30 to 35 percent of gross income, though this is a guideline, not a legal threshold.
Credit history. Landlords can request a credit report or ask the applicant to provide one. A credit check reveals payment patterns, outstanding debts, and any history of collections or insolvency. Landlords cannot pull a credit report without the applicant’s written consent. Many landlords ask applicants to provide their own report from Equifax or TransUnion.
Rental references. Previous landlord references are one of the most useful screening tools. Landlords can ask for contact information of past landlords and can inquire about payment history, the condition of the unit at move-out, and whether proper notice was given.
Identification. Landlords can request government-issued identification to verify the applicant’s identity. This is standard practice and does not violate privacy rules when used solely for verification.
Can a landlord require a guarantor or co-signer?
Yes. If an applicant does not meet income or credit thresholds, a landlord can request a guarantor who agrees to be responsible for the rent if the tenant defaults. The landlord can screen the guarantor using the same criteria applied to the primary applicant.
What landlords cannot ask or do
The Ontario Human Rights Code prohibits discrimination in housing based on protected grounds. These include race, ancestry, place of origin, colour, ethnic origin, citizenship, creed (religion), sex, sexual orientation, gender identity, gender expression, age, marital status, family status, disability, and receipt of public assistance (including Ontario Works or ODSP).
In practice, this means landlords cannot ask about or consider factors such as the applicant’s country of origin or immigration status, whether they receive social assistance, their religion or cultural background, their age or family composition (including whether they have children), or their disability status.
Can a landlord reject someone on social assistance?
No. The Ontario Human Rights Code specifically lists receipt of public assistance as a protected ground in housing. A landlord cannot refuse an applicant solely because their income comes from Ontario Works, ODSP, or another government benefit. The landlord can still assess the applicant’s overall ability to meet the rent based on total income from all sources. However, the source of income itself cannot be the reason for refusal.
Can a landlord refuse tenants with pets?
A landlord can choose not to rent to someone who discloses they have a pet during the application process. However, once a tenant moves in, the Residential Tenancies Act (s.14) voids any “no pet” clause in the lease. A landlord cannot evict a tenant for simply having a pet after the tenancy begins. Action is only possible if the pet causes damage, creates an allergic reaction for another occupant, or poses a safety risk.
How we approach screening in practice
When we guide landlords through tenant screening in Ontario, we always recommend being thorough but staying within the rules. You can verify identity, review rental history, confirm employment and income, request references, and obtain written consent for a credit check. Where you need to be careful is around personal questions. Topics like marital status, children, religion, ethnicity, disability, or public assistance fall under protected grounds and should never factor into your decision. We suggest using the same written application and consistent criteria for every applicant so your process stays fair, professional, and defensible if ever reviewed by the Landlord and Tenant Board.
How to build a consistent screening process
Consistency is what protects landlords from discrimination complaints. Applying different standards to different applicants, even unintentionally, creates risk. The most effective approach is to establish a written screening process and apply it to every applicant in the same way.
A strong screening process starts with a standard application form that collects the same information from every applicant. It should include written evaluation criteria such as a minimum income-to-rent ratio and acceptable credit score range. Every applicant should go through the same evaluation steps. The landlord should document why they accepted or declined each applicant.
Documenting the process matters because it provides evidence of consistency if a complaint is ever filed. A landlord who can show they applied the same criteria to every applicant holds a much stronger position than one who relies on informal judgment.
Screening for condo rentals
The screening process for condo rentals follows the same rules. However, with an added consideration. Many condominium corporations require landlords to register tenants, provide identification, and confirm compliance with building rules before a tenant moves in. Some condo boards have their own application process that runs parallel to the landlord’s screening.
For condo-specific lease and bylaw considerations, see our guide to renting a condo in Ontario.
Common screening mistakes that create problems
Many disputes begin during screening, not after both parties sign the lease. The most common mistakes we see include applying stricter criteria to some applicants based on appearance, language, or background. asking questions about family composition or children. refusing applicants based on source of income rather than total income. failing to document why they declined an applicant. and relying on verbal references without written follow-up.
Each of these can be the basis of a human rights complaint. Complaints filed with the Ontario Human Rights Tribunal can result in financial penalties and orders that affect future rental practices.
Where screening fits in the leasing process
Tenant screening is the first step in a well-structured leasing process. After screening, the next steps involve drafting the lease using the Ontario Standard Form, setting deposits correctly, and ensuring the lease clauses are enforceable. For the complete framework, return to our main guide on leasing in Ontario.
To understand what lease clauses hold up in practice, see Ontario lease clauses that hold up at the LTB. For clauses to avoid, see illegal lease clauses in Ontario.
Frequently Asked Questions
There is no law preventing it, but the Ontario Human Rights Commission recommends against it. A criminal record unrelated to the tenancy should not be grounds for refusal. Landlords who rely on criminal checks risk a discrimination complaint if the decision disproportionately affects applicants from protected groups.
The RTA limits upfront charges to last month’s rent and a refundable key deposit. Charging a non-refundable application fee is not specifically addressed in the Act but could be challenged. Many landlords absorb the cost or ask the applicant to supply their own credit report.
Does a landlord have to tell an applicant why they were turned down? A: explanation. However, keeping an internal record of the reason protects against future human rights complaints. If the real reason touches a protected ground, the landlord faces liability regardless of whether they disclosed it
No. The screening process must be consistent regardless of vacancy rates or market conditions. Applying stricter criteria during a hot market or relaxing them during a slow one creates inconsistency that can support a discrimination complaint.
No specific retention period appears in the RTA. Privacy best practices suggest keeping records for at least one year after the tenancy ends. Records should be stored securely and only accessed by people involved in the leasing decision.
Ontario’s privacy framework under PIPEDA limits landlords to collecting information relevant to the tenancy decision. Social media profiles can reveal protected characteristics such as religion, family status, or disability. Reviewing them creates legal risk if the applicant is later declined.
Keith &. Françoise Real Estate Team
eXp Realty Brokerage · . GTA &. Niagara Region
We work with landlords and property investors across the GTA and Niagara Region. Whether you are renting out a single unit or managing a portfolio, we help you build a screening and leasing process that reduces risk and holds up under Ontario’s tenancy rules.
Not Sure If Your Screening Process Is Creating Risk?
Small inconsistencies in how tenants are screened can lead to complaints or long disputes. We help landlords review and tighten their screening approach before it becomes a problem.
Book a ConversationLandlord-tenant rules, lease terms, and enforcement outcomes vary by property type, location, and timing. This guide reflects our experience working with landlords, tenants, and property investors across Ontario, particularly in the GTA and Niagara Region. For advice specific to your situation, consult a qualified real estate professional, licensed paralegal, or lawyer before making decisions.