Updated: April 2026
By Françoise Pollard, Realtor®, and Keith Goldson, Broker, Keith & Françoise Real Estate Team, eXp Realty Brokerage. We help landlords with tenant screening in Ontario across the GTA and Niagara Region, including Mississauga, Brampton, Milton, Burlington, Oakville, Hamilton, Etobicoke, Toronto, St. Catharines, Niagara Falls, Welland, and Thorold.
Tenant screening in Ontario is where most landlord problems begin. A consistent, documented process that checks credit, income, employment, and landlord references is the best protection against non-payment, property damage, and LTB disputes. However, every screening decision must comply with the Ontario Human Rights Code. Choosing the wrong tenant can cost thousands in lost rent, legal fees, and repairs that Ontario law does not allow you to recover through a damage deposit.
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Tenant screening in Ontario is where most landlord problems either start or get prevented. A thorough process protects you from non-payment, property damage, and lengthy Landlord and Tenant Board (LTB) disputes. A careless one can cost you thousands in lost rent and repairs that Ontario law does not let you recover through a deposit.
Françoise Pollard, Realtor®, and Keith Goldson, Broker, have screened tenants for landlords across Mississauga, Toronto, Hamilton, St. Catharines, and the wider GTA and Niagara Region. This guide covers what you can ask, what you cannot ask, how to identify the right tenant, and the red flags that experienced landlords watch for. It is part of our complete guide to leasing in Ontario.
Tenant screening in Ontario requires a consistent, legally compliant process that evaluates credit, income, references, and behaviour patterns.
What Can Landlords Legally Ask During Tenant Screening in Ontario?
Ontario landlords can legally request proof of income, credit history, rental references, employment confirmation, and government-issued identification during tenant screening. These five categories form the foundation of a lawful and effective screening process. Every request must relate to the applicant’s ability to meet the tenancy’s financial and practical obligations.
Proof of Income
Landlords can ask for recent pay stubs, an employment letter, tax returns (Notice of Assessment), or bank statements. A common benchmark is that housing costs should not exceed 30 to 35 percent of gross income. However, this is a guideline and not a legal threshold. Using it as a rigid automatic disqualifier can create Human Rights Code risk.
Credit History
Landlords can request a credit report or ask the applicant to provide one. As of November 2024, both TransUnion and Equifax classify rental credit checks as soft inquiries. This means the check does not affect the tenant’s credit score, even if they apply to multiple rentals. Landlords must obtain written consent before pulling a report.
Rental References
Previous landlord references are one of the most valuable screening tools available. Landlords can ask for contact information from past landlords. Key questions cover payment history, unit condition at move-out, and whether proper notice was given. Always call references directly rather than relying on written letters alone.
Employment Confirmation
Landlords can verify the applicant’s employer name, job title, length of employment, and employment status. For self-employed applicants, two years of Notices of Assessment or business financial statements serve the same purpose. Confirming income stability matters as much as confirming the income amount.
Identification
Landlords can request government-issued photo identification to verify the applicant’s identity. This is standard practice and does not violate privacy rules when used solely for verification purposes.
Guarantors and Co-Signers
If an applicant does not meet income or credit thresholds, the landlord can request a guarantor. A guarantor agrees to be responsible for the rent if the tenant defaults. Landlords can screen the guarantor using the same criteria applied to the primary applicant.
What Can Landlords NOT Ask or Do When Screening Tenants?
Ontario landlords cannot reject applicants based on any protected ground under the Ontario Human Rights Code. Protected grounds include race, family status, disability, age, religion, sexual orientation, gender identity, and receipt of public assistance. The Code sets strict boundaries on what you can ask and how you use the information.
Protected Grounds in Housing
The Ontario Human Rights Code lists these protected grounds in housing: 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.
In practice, landlords cannot ask about country of origin, immigration status, religion, or cultural background. Questions about age, family composition, children, disability, or social assistance are also off limits. The source of an applicant’s income, whether Ontario Works, ODSP, or another benefit, cannot factor into your decision.
Can a Landlord Reject Someone on Social Assistance?
No. Receipt of public assistance is a protected ground under the Ontario Human Rights Code. A landlord cannot refuse an applicant because their income comes from Ontario Works, ODSP, or another government benefit. The landlord can still assess total income from all sources against the rent. 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 a pet during the application process. However, once a tenant moves in, Section 14 of the Residential Tenancies Act voids any “no pet” clause in the lease. For a full list of terms that hold up and those that do not, see our guide to illegal lease clauses in Ontario. A landlord cannot evict a tenant simply for having a pet after the tenancy begins. Action is only possible if the animal causes damage, triggers allergic reactions, or poses a safety risk.
How Do You Choose the RIGHT Tenant in Ontario?
Effective tenant screening in Ontario means looking at the full picture, not just the highest income or the best credit score. The applicant who earns the most money is not always the most reliable tenant. The one with a perfect credit score may still have a pattern of late rent payments that does not show up in a standard report. Experienced landlords know that behaviour patterns matter more than any single number.
Why Highest Income Does Not Equal Best Tenant
A high-earning applicant with unstable employment and frequent job changes can be a higher risk than a steady earner with a longer track record. Income confirms affordability, but it does not confirm reliability. An applicant earning $120,000 per year who has moved four times in three years raises questions. Compare that to someone earning $70,000 who has stayed in the same unit for five years.
Why Credit Score Alone Is Not Enough
Credit scores provide useful data, but they do not tell the full story. An applicant with a 720 credit score may still have multiple NSF (non-sufficient funds) payments in their banking history. Another applicant with a 650 score may have a thin credit file because they are new to Canada, not because they are a financial risk. Always review the full credit report, not just the number at the top.
What Actually Matters: Pattern and Behaviour
Look for consistency across all four screening categories. Does the income match the employment letter? Do the landlord references confirm on-time payment? Is the rental history stable, or does the applicant move frequently? When income, credit, references, and employment all align, you have a strong applicant. When one or more categories conflict, dig deeper before deciding.
We’ve Seen This Play Out
We once screened a tenant for a Mississauga condo landlord. The applicant had strong reported income and a credit score above 700. On paper, everything looked solid. However, when we called the two most recent landlords, one confirmed that rent was consistently late by 10 to 15 days. The other said the unit required significant cleaning and minor repairs at move-out.
On paper, the credit report would have given a green light. But the landlord references told a different story. We recommended the landlord continue their search. The next applicant earned less but had five years of clean rental history. That tenant turned out to be excellent. Numbers matter, but patterns matter more.
What Are the Red Flags When Screening Tenants in Ontario?
The biggest red flags during tenant screening are refusal to consent to a credit check, inconsistent employment details, fake landlord references, and pressure to rush the process. Unexplained gaps in rental history also warrant attention. Recognizing these early saves landlords thousands in lost rent and LTB costs.
Refuses a Credit Check
Since November 2024, rental credit checks are classified as soft inquiries and do not affect credit scores. An applicant who refuses consent may be hiding collections, insolvency proceedings, or a pattern of unpaid debts. This is one of the clearest warning signs in any screening process.
Inconsistent Employment Story
Watch for mismatches between the employment letter and what the applicant states verbally. If the job title, start date, or income amount differs between documents, verify directly with the employer. Fabricated employment letters are more common than most landlords expect.
Fake Landlord References
Some applicants provide friends or family members as “landlord” references. To verify, confirm the landlord’s identity through property records or a quick online search. Ask specific questions only a real landlord would know: the unit number, the exact rent amount, or whether parking was included. Vague or overly enthusiastic answers are both warning signs.
Urgency and Pressure Tactics
An applicant who pressures you to skip steps, sign immediately, or accept them without completing the full process is a red flag. Legitimate applicants understand that screening takes time. Urgency often signals that the applicant knows they will not pass a thorough review.
Gaps in Rental History
Unexplained gaps between tenancies raise questions. The applicant may have been living with family, which is perfectly normal. They may also have been evicted and are avoiding that reference. Ask directly and verify the answer against other documentation.
Screening Tenants Is Where Most Costly Mistakes Happen
Our team handles the full screening process for landlords across the GTA and Niagara Region, from credit checks to reference calls to final recommendations.
Talk to Our TeamA Simple Tenant Screening Process That Works
A consistent, repeatable screening process protects landlords from discrimination complaints, reduces risk, and produces better tenants. Following the same steps for every applicant is not just good practice. It is your best defence if a declined applicant files a complaint with the Ontario Human Rights Tribunal.
Step 1: Pre-Screen Questions
Before scheduling a showing, ask basic qualifying questions: move-in date, number of occupants, pets, and smoking status. Confirm whether the applicant can meet income and reference requirements. This saves time for both parties. Keep the questions consistent for every inquiry.
Step 2: Application Review
Use a standard written application form for every applicant. Collect full legal name, current and previous addresses, employment details, income, and consent for a credit check. Review the application for completeness before proceeding. Missing information is a flag worth noting. For details on what additional terms to include once you move to the lease itself, see our guide to Ontario lease clauses that hold up at the LTB.
Step 3: Credit Check
Pull the credit report through TransUnion, Equifax, or a third-party screening service such as SingleKey or FrontLobby. Review the full report, not just the score. Look for collections, judgments, NSF history, and patterns of late payments. A single late payment years ago is different from a pattern of missed obligations.
Step 4: Income Verification
Confirm income through pay stubs, an employment letter on company letterhead, or Notices of Assessment. For self-employed applicants, request two years of tax returns. Cross-reference the stated income against the employment letter and the credit report. Significant discrepancies require further investigation.
Step 5: Reference Calls
Call the two most recent landlords directly. Ask about payment timeliness, unit condition, whether proper notice was given, and whether they would rent to this person again. Verify the landlord’s identity if anything feels inconsistent. Written letters alone are not sufficient because they cannot be questioned in real time.
Step 6: Final Decision
Evaluate the applicant across all categories together. Document your reasons for accepting or declining. If you decline, keep an internal record of the reason. You are not legally required to disclose it to the applicant, but your records protect you if the decision is ever challenged. Never decline based on a protected ground.
We’ve Seen This Play Out
We worked with a first-time landlord in St. Catharines who received three applications for a two-bedroom unit. The landlord initially wanted to accept the first applicant because they seemed professional and offered to pay six months upfront. We advised against skipping the process. When we ran the full screening, the first applicant had a recent eviction on record and two previous landlords who would not return calls. For more on how evictions work and what landlords can and cannot do, see our guide on how residential leases end in Ontario.
The second applicant had a lower income but five years of clean references, stable employment, and a solid credit report. That tenant moved in and has been paying on time since. Rushing the process because an applicant “seems great” is one of the most expensive mistakes a landlord can make.
How Does Tenant Screening Work for Condo Rentals in Ontario?
Tenant screening for condo rentals follows the same Human Rights Code rules as any other rental, plus additional requirements from the condo corporation. Many condo boards require landlords to register tenants, submit identification, and confirm compliance with building rules before a tenant moves in. Some condo declarations limit the total number of units that can be rented at any given time.
If your condo corporation has a rental cap and the cap has been reached, you cannot rent the unit. Always check the declaration and current rental count before marketing the property. Starting the screening process before confirming you can rent wastes time. It also creates legal exposure if you have to cancel an accepted offer. If you plan to sell a unit with a tenant already in place, the process becomes more complex. See our guide on selling a tenanted property in Ontario.
For the full breakdown of condo-specific rules, including bylaws, declarations, and board approval requirements, see our guide to renting a condo in Ontario.
What Tenant Screening Mistakes Cost Ontario Landlords the Most?
The most expensive tenant screening mistakes are skipping the process, applying inconsistent standards, and ignoring red flags. Each of these can lead to non-payment, property damage, LTB hearings, and human rights complaints.
Skipping Screening Because the Applicant Seemed Good
Gut feeling is not a tenant screening process. Landlords who rely on first impressions and skip credit checks or reference calls end up filing L1 applications at the Landlord and Tenant Board. As of early 2025, L1 hearings for non-payment were taking approximately three months to schedule. During that time, the tenant may remain in the unit without paying.
Applying Different Standards to Different Applicants
Applying stricter criteria to some applicants based on appearance, accent, family size, or background is discrimination. Even unintentional inconsistency creates risk. A declined applicant who can show the landlord used different standards has grounds for a complaint with the Human Rights Tribunal. Penalties include financial awards and orders that affect future rental practices.
Failing to Document the Decision
If you cannot show why you accepted or declined an applicant, you have no defence against a discrimination complaint. Keep a written record for every application, including the criteria you applied and the outcome. Documentation is your strongest protection.
Ignoring Reference Red Flags
A landlord reference that describes late payments, unit damage, or lease violations is a warning. Dismissing it because the credit score looks good or the income is high is a costly mistake. We have seen landlords lose months of rent because they chose to believe the credit report over the reference call.
For a broader look at mistakes landlords make beyond screening, return to our full guide on leasing in Ontario. It covers illegal deposits, improper N12 notices, maintenance failures, and more. For a detailed breakdown of what landlords owe tenants after move-in, see our guide on tenant rights and landlord obligations in Ontario.
Tenant Screening in Ontario: Your Questions Answered
What is a good credit score for renting in Ontario?
There is no legal minimum credit score for renting in Ontario. However, most GTA landlords and property management companies look for 660 or higher. Competitive properties in Toronto often require 700 or above. In the Niagara Region and smaller cities, 600 to 660 may be acceptable with strong income and references. Credit score is only one factor. Always review the full report alongside income, employment, and rental history.
Can a landlord reject a tenant for low income in Ontario?
A landlord can consider total income as part of the screening process. However, using a rigid income-to-rent ratio as an automatic disqualifier can violate the Ontario Human Rights Code. This is especially true if it disproportionately excludes applicants receiving social assistance. Landlords should assess income alongside credit, references, and employment stability.
Can a landlord run a criminal background check on a tenant in Ontario?
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 background checks risk a discrimination complaint if the decision disproportionately affects applicants from protected groups.
Can a landlord charge a screening or application fee in Ontario?
The Residential Tenancies Act limits upfront charges to first and last month’s rent and a refundable key deposit. Charging a non-refundable application or screening fee is not specifically addressed in the Act but could be challenged. Many landlords absorb the cost of screening or ask applicants to provide their own credit report.
Does a landlord have to tell an applicant why they were turned down?
No. Ontario landlords are not legally required to disclose the reason for declining an application. 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.
Can a landlord search a prospective tenant’s social media?
Ontario’s privacy framework 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, because the landlord cannot prove those characteristics did not influence the decision.
How long should a landlord keep tenant application records?
No specific retention period appears in the RTA. Privacy best practices suggest keeping records for at least one year after the screening decision. Records should be stored securely and only accessed by people involved in the leasing decision. Keeping records demonstrates a consistent, documented process.
Do rental credit checks affect a tenant’s credit score in Ontario?
No. As of November 2024, both TransUnion and Equifax classify rental credit checks as soft inquiries. This means the check does not appear on the tenant’s credit file and does not lower their score, even if they apply to multiple rentals in a short period.
Keith & Françoise Real Estate Team
eXp Realty Brokerage · GTA & Niagara Region
Françoise Pollard, Realtor®, and Keith Goldson, Broker, screen tenants for landlords and investors across the Greater Toronto Area and Niagara Region. With more than 30 years of combined experience, we handle the full screening and leasing process for residential properties in Mississauga, Toronto, Brampton, Hamilton, St. Catharines, Niagara Falls, and surrounding communities.
Not Sure If Your Screening Process Is Creating Risk?
Small inconsistencies in how tenants are screened can lead to complaints, lost rent, or long LTB disputes. We help landlords tighten their screening process before it becomes a problem.
Book a ConversationOntario landlord and tenant law can change. This article reflects legislation and procedures as of April 2026 and is for general informational purposes only. Confirm current rules and obligations with a qualified legal professional before making decisions.