Rental Application

The form and documents a prospective tenant submits to be considered for a rental, limited by privacy and human-rights law.

A rental application is the form and supporting information a prospective tenant gives a landlord to be considered for a unit. It typically asks for identity details, current and past addresses, employment and income, references, and consent to a credit or reference check. It is the starting point for tenant screening.

Privacy law limits what a landlord should collect. The Office of the Privacy Commissioner of Canada says landlords should ask only for necessary information, and explain why they need it. A credit check needs, at minimum, a name, address and date of birth. The OPC recommends that landlords not request a Social Insurance Number, and that any request be clearly marked optional. Landlords should get consent for reference and background checks. The OPC also advises against using social networks for background checks. Information should be protected and not kept indefinitely. In British Columbia, Alberta and Quebec, provincial privacy laws apply instead.

Human-rights law limits how answers are used. In Ontario, the Human Rights Commission says landlords may request rental history, credit references, credit checks and income information. Income must be considered together with the other information, not as a cut-off. Applicants cannot be refused or treated unfairly because of a protected ground, such as family status, religion or disability. A form should not ask about them.

Fees depend on the province. In British Columbia, section 15 of the Residential Tenancy Act bars application fees. A landlord cannot charge to accept or process an application, investigate an applicant, or accept someone as a tenant.

For applicants, a complete and honest application with reachable references makes screening faster. For landlords, using the same form and criteria for every applicant keeps the process fair.

General information only, not legal, tax, or financial advice. Rules change and vary by province; confirm the current details with the relevant authority before you rely on them.