Tenant screening checklist for landlords
Screen tenants consistently with a checklist for ID, income, credit consent, employment, rental history, occupants, pets, screening tools, and decision records.
Screening tenants carefully before signing a lease is one of the most important things you can do as a landlord. A thorough screening process helps you find reliable tenants and reduces the risk of late payments, property damage, and disputes down the road.
Before You Start Screening
Make sure your screening process is consistent. Apply the same criteria to every applicant. Screening some applicants more thoroughly than others, or using criteria that could be considered discriminatory under Canadian human rights law, exposes you to legal risk. You cannot screen based on race, religion, sex, family status, disability, or other protected grounds.
Tenant Screening Checklist
Identity verification:
- Government-issued photo ID confirmed
- Name on ID matches name on application
Financial assessment:
- Proof of income reviewed (pay stubs, employment letter, or tax returns for self-employed applicants)
- Income is sufficient to cover rent (a general guideline is gross monthly income of at least three times the monthly rent)
- Bank statements reviewed if income documentation is limited
- Credit check completed with tenant's written consent
Rental history:
- Previous landlord reference obtained and contacted
- Reason for leaving previous rental confirmed
- No history of eviction or significant lease violations
Employment verification:
- Employer contact details confirmed
- Employment status and length of employment verified
Application review:
- Rental application fully completed
- All occupants named on the application
- Pet ownership disclosed if relevant to your lease terms
Using a Screening Tool
Manual screening takes time. liv.rent's Trust Score, powered by Equifax, gives you a comprehensive picture of an applicant's reliability including a credit summary, income and employment verification, and a risk assessment, all in one report. It is available on a pay-per-use basis on the Essentials plan or included monthly on the Growth and Business plans.
Keep Records
Document your screening decisions. If you decline an applicant, note the legitimate, non-discriminatory reason. This protects you if a decision is ever challenged.