TENANT SCREENING PROCESS

The Importance of Tenant Screening in Toronto 🛑🛑🛑

Tenant screening is a critical step in the rental process, helping landlords find reliable tenants who:

✅ Pay rent on time
✅ Respect property rules
✅ Maintain a safe and clean living space

In Toronto’s fast-moving rental market, skipping this step can lead to:

🚨 Late or missed rent payments
🚨 Property damage
🚨 Lease violations & legal headaches

Our Screening Process

  • Completed Application Form

    We ensure every applicant fills out a detailed rental application with all necessary information: employment, rental history, references, and consent for background checks.

  • Verification of Photo ID

    We request a valid government-issued ID to confirm the applicant’s identity and avoid fraud.

  • Check Credit Score & History

    We run a credit check, without any exceptions, to assess tenant payment history, debts, and financial responsibility. A score of 730 + is generally a good benchmark.

  • Income & Employment

    We request pay stubs, employment letters, or tax returns to verify steady income. Our rule of thumb: monthly rent should not exceed 30% of tenant income.

  • Employer Verification

    We speak with the tenants employer to confirm job stability, length of employment, and whether they are in good standing.

  • Previous Landlord Verification

    We ask tenants about payment history, property care, lease violations, and if they’d rent to them again. We contact at least the last two landlords to avoid fake references.

  • Eviction History

    In Ontario, you can search court records for past evictions. A history of multiple evictions is a red flag 🚩

  • Verify Co-Signers (If Needed)

    If the applicant falls slightly below our standard thresholds, we request a co-signer who is financially stable and willing to assume responsibility.

  • Criminal Background Check

    While Ontario landlords can’t discriminate based on a criminal record, we feel that it’s good to know about any history of fraud, violent offenses, or property-related crimes.

  • Assess Lifestyle & Stability

    Frequent job changes, multiple short-term rentals, or inconsistencies in their application can be red flags. Look for tenants with stable employment and rental history.

  • Check Social Media

    A quick look at public profiles can help identify potential issues (e.g., evidence of partying, property damage, or lifestyle concerns).

  • Interview the Tenant

    Have a quick conversation (in person or via phone) to gauge their personality, attitude, and expectations.

  • Review Tenant Questions & Expectations

    We make sure tenants understand lease terms, rules, and responsibilities (e.g., maintenance, utilities, renter’s insurance).

  • Request a Holding Deposit (If Allowed)

    There are strategies of legally collecting certain types of ‘deposits’ in Ontario to protect your property.

  • We Trust Your Gut

    If something feels off, we will not ignore it. A bad tenant can cost you more in damages, stress, and lost rent than taking time to find the right one.

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3 Common Tenant Screening Mistakes

  • Skipping a Thorough Background Check

    Relying only on first impressions can be costly. Always verify credit history, rental references, and employment details to avoid unreliable tenants. Dig deep, ask difficult questions because often the truth is buried in the documents.

  • Ignoring Red Flags in Rental Application

    A tenant with multiple evictions or frequent moves may indicate instability. Always investigate past rental behavior before signing a lease. Speak to previous references to get an understanding of your tenants everyday behaviour. You only have once chance to say no.

  • Not Following Fair Housing Laws

    Discriminatory screening practices, even unintentional ones, can lead to legal trouble. Ensure your process is consistent and compliant with regulations.

Never Chase Rent Again

Our Process: Screen, Screen, Screen!

We’re Here to Help!

Instead of rushing to fill a vacancy and dealing with the consequences later, we scrutinize every tenant application with a critical eye. Our process involves:

✔ Identifying Red Flags – We comb through applications, looking for inconsistencies, financial instability, or concerning rental history before even considering an approval. Professional tenants have a way of making their application look very attractive.

✔ Verifying Everything – If something seems off—whether it's income, employment, or rental references—we dig deeper. A surface-level check isn’t enough; we confirm every detail.

✔ Protecting Your Investment – The wrong tenant can cost thousands in unpaid rent, legal fees, and property damage. We take the time to weed out risky applicants before they become your problem.

Why We Do This

Once a lease is signed, your options are limited. If issues arise, eviction is costly and time-consuming. Instead of taking unnecessary risks, we believe in prevention over damage control—saving you time, money, and stress in the long run.

The Bottom Line: We don’t look for reasons to approve tenants—we look for reasons NOT to. Because when it comes to leasing, a little extra caution now prevents major regrets later.

Shelterly Property Management Services vs. Real Estate Agents.

At Shelterly, we don’t just find you a tenant—we stay with you for the entire duration of the tenancy. Unlike real estate agents, who earn their commission by simply listing your property on MLS and handing you the paperwork, we take full responsibility for ensuring a successful tenancy from start to finish.

We are entering into a long term relationship and it is better to ask the difficult questions up front. We put in that extra effort to ensure that the long-term relationship will be a smooth one.

If your real estate agent has given you an application and you are unsure what to do, feel free to book an appointment with us to discuss your application. We can review it for you and provide our input.

If you end up liking our services and join as a landlord, we will provide you with a credit for 2 months management fees. Don’t forget that for a limited time, we are also offering landlords complimentary professional photographs and 360 tour as a token of our appreciation.

A smiling businessman holding a clipboard in a modern office environment, with a team of colleagues collaborating in the background. The text 'Key Benefits' represents the value of professional management services.

KEY BENEFITS OF USING SHELTERLY TO FIND YOU A TENANT.

  • ✔ Ongoing Tenant Management – Real estate agents walk away after the lease is signed. At Shelterly, we stick around to build long-lasting relationships with your tenants, ensuring smooth communication, rent collection, and issue resolution.

  • ✔ Beyond Just Listing – A realtor’s job is to market your property and secure a tenant quickly. Our job is to find the right tenant, not just the fastest one. We conduct in-depth screenings, background checks, and financial verifications to protect your investment.

  • ✔ Expert Recommendations, Not Just Documents – While a real estate agent provides you with lease agreements and application forms, Shelterly goes further by offering professional insights and recommendations based on our extensive screening process. We don’t just give you the paperwork—we tell you whether or not a tenant is truly a good fit.

  • ✔ Minimizing Risk, Maximizing Success – Since we remain involved in the tenancy, we are fully invested in ensuring it goes smoothly. If problems arise, we handle them. Realtors, on the other hand, are gone the moment their commission is paid.

  • ✔ Fair Market Rent Analysis – Unlike agents who may push for quick turnovers, we ensure you’re charging the right rent based on the current market, so you don’t leave money on the table.

  • ✔ Your Investment, Our Priority – We don’t just care about getting a lease signed; we care about protecting your property and your long-term rental income. Our services are built to ensure you get reliable tenants and long-term peace of mind.