The Ontario Rental Application Guide

Landlords in Ontario may screen applicants to decide whether a tenancy is likely to work. Under the Ontario Human Rights Code and its regulation on rental screening, landlords may ask for:

• Rental history and references from previous landlords.
• Consent to a credit check.
• Income information, considered together with rental history and credit, not on its own.
• Contact details and the number of people who will live in the unit.

The Ontario Human Rights Commission's policy explains that a landlord should not rely on income alone, including a fixed rent-to-income ratio, to refuse an applicant who has other good indicators such as a sound rental history.

A landlord cannot refuse to rent to you, or treat you differently, because of a ground protected by the Human Rights Code. In housing, those include race, ancestry, place of origin, colour, ethnic origin, citizenship, creed, sex, sexual orientation, gender identity, gender expression, age, marital status, family status, disability and receipt of public assistance.

• You are not required to give your Social Insurance Number to rent a home.
• Questions about whether you plan to have children, your religion or your country of origin are not appropriate screening questions.
• A landlord cannot require post-dated cheques or automatic payments as a condition of renting, although you may choose to offer them.

A complete file saves time and shows you are organised. Most landlords and property managers will ask for some or all of the following:

• A completed application form for each adult who will live in the unit.
• Photo identification.
• Recent proof of income, such as pay stubs, an employment letter or benefit statements. Students may provide proof of enrolment and funding.
• Landlord references with current contact details.
• A credit report, or consent for the landlord to obtain one.

Share only what is asked for, and only with the person who will actually manage the tenancy. Redact account numbers on bank statements if you are asked for them.

When an application is accepted, a landlord may ask for a rent deposit of no more than one month's rent (or one rental period, if rent is paid weekly). It must be applied to the last month of the tenancy, and the landlord must pay interest on it each year at the rent-increase guideline rate.

• A key deposit is allowed but must be refundable and no more than the cost of replacement keys or fobs.
• Damage or security deposits are not permitted.
• If the landlord takes a deposit and the tenancy does not go ahead because they do not give you possession, the deposit must be repaid.

Always get a written receipt for any money you pay.

Before you pay, confirm the start date, rent, what is included and any additional terms, and ask for the standard lease. Once signed, keep a copy and note the date of your first rent payment.

If you are turned down and believe the reason was discriminatory, the Human Rights Tribunal of Ontario hears housing discrimination applications, and the Human Rights Legal Support Centre offers free advice.