Every experienced landlord knows this truth: one bad tenant can cost you thousands. From unpaid rent to property damage or legal fees, a single eviction can be devastating. That’s why tenant screening is one of the most critical functions of a property management company in Ontario.
While all applicants put their best foot forward, the best tenant screening systems are designed to go beyond the surface. The question is—does your property manager have one?
🧠Questions to Ask Your Property Manager
Screening practices vary dramatically from company to company. Use these questions to evaluate how well a property management firm will protect your investment:
- Do they “hold” units before a lease is signed? If yes, is there a non-refundable holding fee?
- How do they prevent rental scams? Are they using tools to monitor duplicate listings or phishing attempts?
- What is their exact screening process? This should include employment verification, income-to-rent ratio, landlord references, credit reports, public notice searches, and fraud prevention checks.
- Do they assess tenants based on weighted criteria? For example, are they willing to overlook weaker credit in exchange for stable income or long-term employment?
- Who approves the tenant? Professional managers should handle approvals—not landlords. Letting you decide may introduce risks under Ontario’s Human Rights Code or Fair Housing laws.
🛡️ Screening Methods That Actually Work
Great tenant screening doesn’t stop at a credit score. It’s about painting a full picture of a prospective renter. Effective property managers in Ontario rely on:
- Customized application forms
- Third-party screening software with fraud detection
- Consistent income verification standards
- Contacting personal references (and verifying they’re real!)
- Reviewing past rent payment history
The most important factor? Looking for tenants with “something to lose”—stable jobs, families, or reputations to uphold—because they’re more likely to respect your property and the lease terms.
⚖️ Legal & Fair Housing Considerations in Ontario
Ontario’s Residential Tenancies Act (RTA) and Human Rights Code place strict limits on what landlords can ask, consider, or reject in a rental application. That’s why your property manager must be up-to-date on regulations and train their staff accordingly.
Improper screening can lead to costly legal action. Letting your manager take full responsibility for compliance helps protect you from inadvertent violations or discrimination claims.
đź“‹ Application Fees & Requirements
Here’s what to confirm:
- Is there an application fee? This helps ensure applicants are serious.
- Is the fee paid via certified funds? Helps prevent fraudulent applications.
- Do all adults need to apply? Every adult who will live on the property should be screened individually.
âś… Conclusion: Trust the Process, Not the Paperwork
Tenant screening is not just a formality—it’s the first and most important defense for your investment. A reliable property management company will have rigorous systems in place and won’t rely on gut feeling or generic forms.
Don’t be afraid to ask tough questions. A good manager will have confident answers and a proven track record. Next time, we’ll discuss how to evaluate a management company’s internal structure and team operations.
