What Documents to Collect

Required vs Recommended Documents

While Ontario law does not prescribe a specific list of documents landlords must collect, having a standardized process protects both you and your prospective tenant. The documents you request should help you assess the applicant's ability to pay rent and their rental history, without crossing into discriminatory territory under the Ontario Human Rights Code.

Organize your document collection into two categories: documents that verify identity and financial capacity, and documents that confirm rental history and character. Being consistent with every applicant ensures your process is fair and defensible.

Identification

Request government-issued photo identification to confirm the applicant's identity. Acceptable forms include a driver's licence, passport, or Ontario photo card. You need to verify that the person applying is who they say they are, and that the name matches the other documents provided.

Make a note of the identification type and number for your records, but be cautious about storing copies of identity documents. If you do retain copies, ensure they are stored securely and comply with Ontario's privacy legislation.

Proof of Income

• Recent pay stubs (typically two to three months)
• A letter of employment on company letterhead confirming position, salary, and start date
• For self-employed applicants: CRA Notice of Assessment or recent tax returns
• For students: proof of student funding, scholarships, or a co-signer agreement
• For applicants receiving public assistance: documentation of benefits (note: you cannot refuse to rent based on receipt of public assistance)

Credit Report

You need the applicant's written consent to obtain a credit report. Many landlords include a consent form in their rental application. The credit report shows the applicant's payment history, outstanding debts, and any collections or judgments. It is one of the most reliable indicators of financial responsibility.

Alternatively, some applicants may offer to provide their own credit report. While this is acceptable, be aware that self-provided reports may not be as current. If possible, pull the report directly through a tenant screening service to ensure accuracy.

Rental Application Form

A well-designed rental application form collects all the necessary information in one place. Your application should request the applicant's full legal name, current and previous addresses, employer information, income details, references, and consent for credit and background checks.

Avoid including questions that could be considered discriminatory. Do not ask about marital status, number of children, religion, ethnicity, disability, or any other protected ground under the Ontario Human Rights Code. Stick to questions that relate directly to the tenancy.

Previous Landlord References

Request the names and contact information of at least two previous landlords. Contact them directly to ask about the applicant's payment history, how they maintained the unit, whether there were any complaints, and whether the landlord would rent to them again. These conversations often provide the most honest insight into what kind of tenant someone will be.

Keeping Records

Store all application documents securely and retain them for a reasonable period. If you decline an applicant, keeping your records demonstrates that your decision was based on legitimate criteria. If you accept an applicant, these documents form part of your tenancy file and may be useful if disputes arise later.

Be mindful of privacy. Only collect information that is relevant to the tenancy, store it securely, and do not share it with third parties without the applicant's consent. Ontario's privacy laws apply to how you handle personal information, even as a private landlord. For more landlord resources, visit The Rental Market.