Key takeaways
- Never pay anything before seeing a unit and confirming who the landlord is.
- A landlord can ask for a rent deposit of up to one month’s rent, but can’t require more.
- Landlords can check income, credit and references, but cannot discriminate.
- Keep a copy of the signed lease, and take dated photos on move-in day.
In this chapter
10.1 Preparing for a Rental Viewing10.2 What to Look for During the Viewing10.3 Questions to Ask the Landlord10.4 Red Flags to Watch Out For10.5 Submitting a Rental Application10.6 Reviewing the Lease10.7 Signing the Lease and Moving In10.8 Final Thoughts: Be Informed, Be ConfidentIllustrative Examples
Finding the right rental property is one of the most important steps in your housing journey. In Ontario, especially in high-demand areas like the Greater Toronto Area, rental units can be leased within hours of being listed. This makes preparation, awareness, and decisiveness essential.
This chapter will guide you through each stage of the process: preparing for viewings, asking the right questions, identifying red flags, completing rental applications, and signing a lease agreement legally and confidently. It also addresses nuanced topics like pet policies and the realities of offering more than one month’s rent in a competitive rental market.
10.1 Preparing for a Rental Viewing
Before you begin contacting landlords or booking viewings, take time to determine your needs, financial limits, and non-negotiables. A clear plan will help you act quickly and avoid wasting time on unsuitable properties.
Create a Personal Checklist:
- What is your maximum monthly rent, including utilities?
- What kind of unit are you looking for? Apartment, basement, condo, or house?
- Do you require parking, laundry, air conditioning, or storage?
- How long are you planning to stay?
- Are you bringing pets or planning to get one?
Note on Pets:
Landlords in Ontario can legally ask whether you have a pet during the rental application process, and they can deny your application based on that information. However, a “no pets” term in a lease is void. Condo rules on certain pets can still apply, and a landlord can act if a pet causes serious problems or a safety concern.
Prepare Before the Viewing:
- Gather documents such as a letter of employment, pay stubs, and references
- Obtain your credit report (free from Equifax or TransUnion)
- Schedule viewings during the day, if possible, to see the condition and surrounding area clearly
- Be punctual, polite, and prepared with questions
Bring a flashlight, your phone for photos, and a notepad to document each unit. Take the time to inspect details, especially in privately owned units where conditions can vary.
Viewing kit
10.2 What to Look for During the Viewing
While a unit may appear appealing in photos, your physical visit is your chance to inspect for safety, cleanliness, and suitability.
Inside the Unit:
Test faucets for water pressure and check drains for proper flow
- Turn on light switches, open cabinets and closets
Check appliances for cleanliness and function
- Look for signs of mold, water damage, or pest activity
Ensure all windows open, lock, and close properly
In the Building:
- Is the lobby clean and secure?
- Are common areas well maintained?
- Is there working lighting in stairwells and hallways? Outside and in the Neighbourhood:
- Are the streets and sidewalks well lit and clean?
- Is there convenient access to public transit, groceries, and services?
- How does the area feel at night? Visit again after dark if possible
Test before you rent
10.3 Questions to Ask the Landlord
Asking clear and specific questions during the viewing helps you identify good landlords and avoid future surprises.
Suggested questions include:
What utilities are included in the rent?
Is the unit rent controlled? When was the building first occupied? How are maintenance issues reported and resolved?
Who is responsible for garbage removal, lawn care, or snow clearing? Is tenant insurance required?
What are the rules on pets, guests, and visitors?
Are there condo bylaws, and if so, can I review them?
Can I hang shelves, mount a TV, or paint?
10.4 Red Flags to Watch Out For
Use your instincts. If something feels wrong, ask more questions or walk away. Common red flags include:
The landlord refuses to show the unit in person
You are asked to pay a deposit before viewing
You are rushed to sign without time to review the lease The lease is vague, missing key terms, or handwritten The landlord makes discriminatory comments or jokes
The unit appears neglected or unsafe
Rental scam warning signs
10.5 Submitting a Rental Application
Once you find a unit that suits your needs, you will typically be asked to submit a rental application. In competitive markets like the Greater Toronto Area and surrounding regions, strong units are often leased within a day or two. Being prepared to apply quickly and thoroughly can significantly improve your chances of securing the rental you want.
What Landlords Can Legally Request
In Ontario, landlords are allowed to ask for certain information to assess your ability to pay rent and be a responsible tenant. This typically includes:
- A letter of employment, stating your position, salary, and status (full-time, part-time, contract)
- Recent pay stubs (usually 2 or 3)
- A credit report, which you can download for free from Equifax or TransUnion
- Photo identification (such as a driver’s licence or passport)
- References, which may include: o A current or previous landlord o An employer or supervisor o A personal character reference (non-family member)
How to Create a Strong Rental Application
In a competitive market, your application needs to be complete, professional, and reassuring to the landlord. The following steps can help you stand out from the crowd.
1. Prepare a Tenant Resume or Rental Profile
Include the following:
- Your full name and contact information
- Employment summary (position, salary, length of time at current job)
- Previous rental history (addresses, landlord names, length of tenancy)
- A list of references with contact information
- A short paragraph explaining why you are a strong, reliable tenant This document can be formatted like a job resume. Keep it clear, concise, and polite. 2. Include a Cover Letter or Personal Introduction
A brief, one-page letter introducing yourself can help build rapport and personalize your application. Mention:
- Why you are moving
- What you like about the unit or neighbourhood
- Your rental history
- Your commitment to being a responsible tenant
Example:
“My name is Julia, and I am a healthcare worker relocating from Hamilton to be closer to work. I have been a quiet, responsible tenant in my current apartment for three years and always pay rent on time. I love the location of your unit and would be happy to provide any documentation or references needed.”
3. Provide Clean, Organized Documents
Create a single PDF file or printed folder that includes:
- Letter of employment
- Pay stubs
- Credit report
- References
- Tenant resume and cover letter
Label each page and organize everything professionally. If submitting by email, send a clearly named file such as “Rental Application – Julia Anderson.pdf.” 4. Address Weaknesses Upfront
If you have a lower credit score, limited rental history, or are a newcomer, address this proactively by:
- Offering a guarantor or co-signer
- Offering a guarantor, stronger references or proof of savings
- Including strong references from non-rental sources (e.g., employer, mentor) Note on Deposits and Upfront Rent
Under the Residential Tenancies Act, a landlord can require a rent deposit of up to one month’s rent, to be applied to your final month of tenancy. Interest is owed on it each year at the guideline rate.
- This deposit must not be used for damage, cleaning, or early termination
- You are entitled to receive a receipt for your deposit
- A refundable key deposit is allowed, up to the replacement cost. Damage, cleaning and pet deposits are not.
In Practice:
In competitive markets, some landlords ask for more, particularly from applicants with thin credit files. This may include:
- Two or three months’ rent in advance
- A voluntary offer of extra rent to improve your chances
A landlord cannot require this. If you choose to prepay, understand the risks first, and consider getting legal advice. You should:
- Confirm that the payment is voluntary
- Get all terms in writing
- Request a written receipt specifying how each payment will be applied
Final Tips
- Be honest. Misrepresenting your income, credit history, or references can lead to eviction later.
- Be responsive. Reply to landlord emails or calls quickly.
- Be ready. Have your documents prepared before you begin viewings.
A complete, transparent, and respectful application shows that you are organized and responsible—a key factor that landlords look for in any tenant.
Visual guide · Rentals
What a landlord can ask for
| Usually fine | Not required or not allowed |
|---|---|
| Proof of income | Your SIN (you may decline) |
| Credit report, references | Damage or pet deposit |
| Rent deposit up to one month | Post-dated cheques as a must |
| Refundable key deposit | Questions on protected grounds |
From application to keys
-
ApplyComplete package
-
AcceptedConfirm in writing
-
SignRead every term
-
PayGet receipts
-
InspectDated photos
-
Move inKeep the lease copy
Visual guide · Rental guide
Rental application: what’s usual
| Often requested | Not required |
|---|---|
| Proof of income | Social insurance number |
| Credit report | Passport copy as a condition |
| References | A damage deposit |
10.6 Reviewing the Lease
Your lease must include specific legal elements to be valid. Most private rentals in Ontario are required to use the Standard Lease Form introduced in 2018.
Check that your lease includes:
- Names of all parties and the full unit address
- Rent amount, due date, and accepted payment method
- Deposit information (a rent deposit and any refundable key deposit) Utility responsibilities and other services (e.g., internet, cable)
- Parking, laundry, and storage details
- Lease start and end date
Be cautious of additional clauses such as:
- “No pets” clauses, which are void, although condo rules can still apply
- “Tenant responsible for all repairs,’ which violates the landlord’s obligations under the Residential Tenancies Act
Visual guide · Rental guide
Before you sign a lease
10.7 Signing the Lease and Moving In
Once both you and the landlord have signed the lease:
- You must pay the last month’s rent deposit if not already paid
- You must receive a copy of the signed lease within 21 days
- The move-in date, key pickup, and condition of the unit should be confirmed in writing
Before You Move In:
- Walk through the unit with the landlord, if possible
- Use a move-in condition checklist
- Take photos or video of every room, appliance, and fixture
- Record existing damage and email the documentation to yourself and the landlord This will protect you from being held responsible for damage that existed before you arrived.
10.8 Final Thoughts: Be Informed, Be Confident
Viewing and leasing a rental unit in Ontario requires a blend of preparation, awareness, and confidence. The process moves fast, and landlords may receive many applications for a single unit. But you are not powerless.
Know your rights:
- You are entitled to legal notice and proper documentation
- You cannot be charged illegal fees or deposits
- Your lease must be fair, clear, and lawful
- You may choose to prepay rent, but it cannot be forced
- Once signed, your lease binds both parties equally
Most importantly: Take your time, ask the right questions, and make informed decisions. A thoughtful approach to viewing and leasing helps ensure that the space you choose becomes not just your rental, but your home.
Illustrative Examples: Rental Search and Leasing
Case 1: The Too-Good-To-Be-True Listing
Ravi discovered a listing on Facebook Marketplace for a one-bedroom unit priced at $1,200 per month. The listing featured attractive photos and promised all utilities included. The individual claiming to be the landlord stated that he was overseas and would mail Ravi the keys after receiving first and last month’s rent by e-transfer. Ravi found this suspicious. He conducted an online search using the unit’s address and uncovered another listing by a licensed brokerage offering the same unit for $2,100 per month.
Realizing this was a scam, Ravi refused to send any money and reported the listing to the website and the Canadian Anti-Fraud Centre.
He later found a verified unit through a reputable real estate agent.
Lesson: Never pay a deposit before viewing a unit in person. If the price seems too low for the area, take extra steps to verify legitimacy. Search the address, ask for ownership documentation, and proceed cautiously.
Case 2: Hidden Lease Charges
Jess and her partner viewed a condo that was advertised as “all-inclusive” at $2,400 per month. When they received the lease, it included a $300 “key deposit,’ a $150 “monthly maintenance fee,” and a clause prohibiting overnight guests beyond two consecutive nights. Concerned about these terms, Jess took the lease to a tenant legal clinic.
The clinic confirmed that the $300 deposit could be legal only as a refundable key deposit up to the replacement cost, and that the “monthly maintenance fee” should not be charged on top of the agreed rent. The “guest clause” was also unenforceable under the Residential Tenancies Act.
Jess and her partner negotiated the removal of the illegal clauses and added a written clarification that no additional fees would be imposed during the tenancy.
Lesson: Read every lease carefully. Ask for clarification in writing, and do not sign if there are vague or questionable charges.
Case 3: A Different Unit Than Promised
Saeed scheduled a viewing and was shown a bright basement unit with new floors and a private entrance. He liked what he saw and agreed to rent the unit. When he returned on move-in day, the landlord presented a different unit with smaller rooms, older appliances, and no separate entrance. The landlord stated that the original unit was “under repair” and insisted that this replacement was “similar.”
Saeed refused the unit, photographed both the new space and the original viewing, and requested his deposit back. When the landlord refused, Saeed got help from a legal clinic and filed an application with the Landlord and Tenant Board.
Outcome: The deposit was refunded in full. The landlord was warned about misleading practices and advised to update future listings with accurate information.
Lesson: Always take photos during your viewing, and make sure the lease specifies the exact unit, including number, address, and condition.
Case 4: Lease Signing Pressure
Alina was offered a downtown condo and asked for 24 hours to review the lease. The landlord repeatedly called and texted, saying that several other people were interested and that she would lose the unit if she waited. Feeling rushed, she signed the lease that evening. Later, she discovered that utilities were not included, pets were prohibited, and there was no clause outlining her ability to terminate early.
She reached out to a tenant support organization. They informed her that the no-pet clause could not apply to her registered service animal and that the lease’s lack of utility disclosure may constitute misrepresentation.
Outcome: With written support and documentation, she successfully negotiated an addendum to the lease that confirmed the legality of her service animal and clarified utility arrangements.
Lesson: Take your time before signing. A good landlord will allow you time to read and understand your lease. Never give in to high-pressure tactics.
Case 5: Move-In Documentation Prevents Future Dispute
Damon and Ashley were excited to move into their new townhouse. They signed the lease and paid the deposit but did not complete a move-in inspection or take photos. Two weeks later, the landlord accused them of causing scratches on the hardwood floors and damage to the fridge door. They denied responsibility, stating the damage was already there.
Without documentation, they faced difficulty proving their claim. Fortunately, their moving company confirmed in writing that the damage was visible before furniture was brought in.
Outcome: With this statement, the couple avoided financial penalties. The dispute was resolved informally.
Lesson: Always complete a move-in inspection. Take photos or video and email them to your landlord, with a timestamp and a list of any pre-existing damage. This protects you when it’s time to move out.