Updated October 3, 2026 · DF Property Management
Start with a consistent process
Use the same application, the same checks and the same criteria for every applicant. Consistency is what makes screening both effective and fair — and it's your best protection if a decision is ever questioned.
What you can — and should — check
- Credit report, with the applicant's written consent. Look at payment history and existing obligations, not just the score.
- Income and employment — an employment letter, recent pay stubs, or other proof of income.
- Rental history — references from the current and previous landlords. Ask specific questions: did they pay on time? Would you rent to them again?
- Identity — confirm the applicant is who they say they are.
What the Human Rights Code prohibits
Ontario's Human Rights Code protects people from discrimination in housing. You cannot refuse to rent based on grounds such as race, ancestry, place of origin, colour, ethnic origin, citizenship, creed, sex, sexual orientation, gender identity or expression, age, marital or family status, disability, or receipt of public assistance.
Some practical consequences:
- You can't refuse families with children, or set a “no kids” rule.
- You can't refuse someone because they receive social assistance.
- Income information may be used only together with other information such as credit and rental history — not as a single rent-to-income cut-off on its own.
Deposits: what's allowed
In Ontario, landlords may collect a last month's rent deposit (no more than one month's rent) and a refundable key deposit. Security and damage deposits are not permitted. Interest is owed on the rent deposit each year at the guideline rate.
Then put it in writing
Once you've chosen a tenant, use the Ontario Standard Lease, add clear additional terms (utilities, parking, tenant insurance, snow and lawn), and complete a photo-documented move-in inspection signed by both sides. The documents you create on day one are the ones you'll rely on if anything goes wrong later.
Or let us do it
Tenant placement is one of our core services. We run every applicant through the same thorough, Code-compliant process, and you approve the final choice.
This guide is general information, not legal advice.