Ontario Rental Application Template: Free Download and What Questions to Ask

Why You Need a Standard Rental Application

Using a consistent rental application for every prospective tenant accomplishes two things. First, it ensures you collect the same information from everyone, making comparisons fair and objective. Second, it demonstrates a standardized process that protects you if a rejected applicant ever alleges discrimination.

Ontario's Human Rights Code prohibits discrimination in housing based on protected grounds. Having a structured application focused on legitimate screening criteria is your best defense against complaints.

What to Include in Your Rental Application

Personal Information

• Full legal name
• Date of birth (for identification and credit check purposes only)
• Current address
• Phone number and email address
• Number of intended occupants

Employment Information

• Current employer name and address
• Position or job title
• Length of employment
• Gross monthly or annual income
• Supervisor or HR contact for verification

For self-employed applicants, request the name of their business, how long it has been operating, and ask for a recent CRA Notice of Assessment or bank statements as income verification.

Rental History

• Current and previous landlord names and contact information
• Addresses of current and previous rental units
• Duration of each tenancy
• Reason for leaving each unit
• Monthly rent paid at each address

Request at least two previous landlord references. The current landlord may have a motivation to give a positive reference to help a problem tenant move out, so the previous landlord's feedback is often more reliable.

Financial Information

• Consent to a credit check (must be in writing)
• Any history of bankruptcy or consumer proposals
• Other financial obligations (car payments, student loans, child support)

Additional Information

• Whether the applicant smokes
• Whether the applicant has pets (type, size, number)
• Whether the applicant has been evicted before
• Emergency contact information
• Vehicle information (if parking is included)

Consent and Declarations

• Written consent to verify information provided
• Written consent to run a credit check
• Declaration that all information is true and accurate
• Applicant's signature and date

What You Cannot Ask

Ontario's Human Rights Code prohibits questions related to protected grounds in housing. Do not ask about:

• Race, colour, ethnic origin, or ancestry
• Religion or creed
• Gender identity or sexual orientation
• Marital or family status (you can ask about number of occupants but not relationship details)
• Disability
• Age (beyond what is needed for a credit check)
• Receipt of public assistance or source of income (you cannot refuse to rent to someone because they receive Ontario Works or ODSP)
• Immigration or citizenship status

If an applicant volunteers this information, do not record it or use it in your decision-making. Focus exclusively on the applicant's ability to pay rent and their rental history.

How to Use the Application Effectively

Verify Everything

An application is only as good as the verification behind it. Call previous landlords directly. Verify employment with the HR department, not just a personal phone number. Run the credit check through a legitimate credit bureau. Cross-reference the information provided against what your verification reveals.

Apply the Same Criteria to Everyone

Decide your screening criteria before you start reviewing applications. Common criteria include a minimum income-to-rent ratio (typically 3:1), a minimum credit score, positive landlord references, and stable employment. Apply these criteria consistently to every applicant.

Document Your Decision

Keep a brief note explaining why you selected the tenant you chose and why others were not selected. Base your notes on objective criteria: income, credit, references, and rental history. This protects you if a rejected applicant files a human rights complaint.

Red Flags to Watch For

• Reluctance to provide references or consent to a credit check
• Inconsistent information between the application and verification
• Gaps in rental history with no explanation
• Income that does not support the rent amount
• Multiple short-term tenancies without clear reasons
• Pressure to skip the application process or move in immediately

Digital vs. Paper Applications

Both work, but digital applications are easier to organize, store, and reference later. You can create a fillable PDF or use an online form. Whichever format you choose, ensure the credit check consent section includes a physical or electronic signature.

For organizing your applications and screening documents, consider using a standardized document management system so everything is easy to find when you need it.

Key Takeaways

• Use the same application form for every prospective tenant
• Collect employment, income, rental history, and credit check consent
• Never ask questions related to protected grounds under Ontario's Human Rights Code
• Verify all information independently before making a decision
• Document your screening criteria and decisions for legal protection