Tenant Screening in Ontario: What Landlords Can Ask

Updated: January 2026

Tenant screening often feels one-sided. Landlords focus on rent security, while tenants worry about being judged unfairly. In reality, Ontario tenancy rules aim to balance both concerns by allowing reasonable screening while setting clear limits.

This article focuses specifically on tenant screening. For a full overview of deposits, clauses, and lease structure, refer to our main guide on Leasing in Ontario.

Is Tenant Screening Allowed in Ontario?

Yes. Ontario landlords may screen tenants as part of the application process. However, screening must remain consistent, reasonable, and free from discrimination.

To avoid problems later, landlords should establish screening criteria in advance and apply the same standards to every applicant.

What Information Landlords Commonly Request

In practice, landlords review several pieces of information together to assess overall risk. No single document tells the full story.

• Credit report or written consent to obtain one
• Proof of income
• Employment confirmation or offer letter
• Government-issued photo identification
• Rental references, when available

While landlords can request reasonable documentation, they should avoid excessive or irrelevant demands that go beyond the tenancy.

Screening Self-Employed Tenants

Self-employed applicants often raise questions during screening, especially when income does not come from a traditional employer. In these cases, landlords typically look for alternative documentation.

Common documents self-employed tenants may provide include:

• Recent Notices of Assessment from the Canada Revenue Agency
• Business bank statements
• Accountant letters confirming income history
• Contracts or retainer agreements

Rather than focusing on one document, landlords should assess stability over time. Clear communication helps avoid misunderstandings on both sides.

Rental References and What Happens When They Don’t Exist

Rental references are commonly requested, but not every tenant has them. This situation is especially common for first-time renters and newcomers to Canada.

When rental references are unavailable, landlords may consider:

• Employment references
• Professional references
• Proof of consistent rent payments in other jurisdictions
• Additional financial documentation

From a practical standpoint, flexibility matters. A lack of Canadian rental history does not automatically indicate risk.

Newcomers to Canada and Tenant Screening

Newcomers to Canada often face challenges during screening due to limited Canadian credit history or references. In response, some tenants voluntarily provide additional context to support their application.

This may include employment contracts, savings documentation, or, in some cases, voluntary rent paid upfront. While landlords cannot require prepaid rent beyond first and last month, tenants may choose to offer it voluntarily.

Any upfront rent must be tenant-initiated, documented separately, and clearly identified as voluntary.

What Landlords Cannot Require

Ontario tenancy law places firm limits on screening and deposits. Landlords cannot require:

• Damage deposits
• Pet deposits
• Mandatory post-dated cheques
• Non-refundable fees

Requirements that conflict with the Residential Tenancies Act are unenforceable, even if a tenant agrees to them.

Illegal Basement Apartments and Screening Risk

Tenant screening should not ignore the legality of the unit itself. Illegal basement apartments present serious risks for both landlords and tenants.

Unpermitted units may lack proper fire separation, egress windows, or electrical safety. In the event of an inspection or complaint, tenants may face sudden displacement, while landlords risk fines and orders to comply.

Before renting a basement unit, tenants should ask whether the apartment complies with local zoning and fire safety requirements. Landlords should ensure compliance before advertising or screening tenants.

Ontario provides guidance on rental housing standards through municipal property standards and fire safety enforcement.

Where to Find Official Guidance

For disputes, applications, and official interpretations, landlords and tenants can consult the Landlord and Tenant Board of Ontario.

How Screening Fits Into the Lease

Screening decisions directly affect how a lease is structured. Income stability, references, and risk tolerance often influence clauses, deposits, and conditions.

To understand how screening connects to lease terms and enforcement, review our full guide on Leasing in Ontario.

Leasing Strategy, Not Just Paperwork

Professional boundary note: This article reflects common Ontario leasing practices from a Realtor® perspective. For legal advice or enforcement matters, consult a qualified professional or the Landlord and Tenant Board.