First-Time Landlord Checklist: Everything You Need Before Your First Tenant

Phase 1: Know the Law

Before you do anything else, understand your legal obligations. In Ontario, the Residential Tenancies Act (RTA) governs almost every aspect of the landlord-tenant relationship. Ignoring it doesn't just create problems. It can lead to fines and LTB orders against you.

Key Things to Know

• You must use the standard Ontario lease. Since April 2018, all new residential tenancies must use the government's standard lease form. Custom leases are not enforceable for terms that contradict the standard form.
• You cannot collect more than first and last month's rent as a deposit. Security deposits, damage deposits, and key deposits beyond the actual cost of replacement keys are illegal.
• Last month's rent deposit earns interest. You owe the tenant interest on their last month's deposit at the rate set annually by the province.
• You cannot discriminate. The Ontario Human Rights Code prohibits discrimination based on race, gender, family status, source of income (including social assistance), and many other grounds.
• Evictions require proper process. You can't just change the locks or tell someone to leave. All evictions must go through the LTB.

Read the RTA. At minimum, understand Sections 1 through 30 on general provisions and tenancy agreements, Sections 104 through 115 on rent, and Sections 37 through 42 on maintenance obligations.

Phase 2: Prepare Your Property

Your property needs to meet certain standards before a tenant moves in. Here's your prep checklist:

Safety Requirements

• Smoke alarms on every floor and outside sleeping areas (required by the Ontario Fire Code)
• Carbon monoxide detectors near fuel-burning appliances and sleeping areas
• Fire extinguisher in the kitchen area
• Working locks on all entry doors and windows
• Proper egress from bedrooms (windows large enough to escape through)

Property Condition

• All plumbing working (no leaks, proper drainage, hot water available)
• Heating system functioning (landlord must maintain heat at minimum 20°C from September to June)
• Electrical system safe and up to code
• No pest issues (deal with any infestations before move-in)
• Clean and in good repair (walls, floors, fixtures)
• All appliances in working order

Documentation

• Take detailed photos and videos of the entire unit before move-in. Document every room, every wall, every appliance. This protects you if there's a dispute about property condition at move-out.
• Create a property condition report that you and the tenant will sign on move-in day.

Phase 3: Set Your Rent and Budget

Don't guess at your rent price. Do the research.

1. Research comparable rents in your area (Kijiji, Rentals.ca, CMHC reports)
2. Calculate your expenses: mortgage, taxes, insurance, maintenance, vacancy allowance
3. Set a rent that covers costs and provides reasonable cash flow
4. Factor in the 2.5% annual guideline increase when planning long-term

Use the BricksAbove cash flow calculator to run the numbers quickly and accurately.

Phase 4: Find Your Tenant

This is the most important step. A great tenant makes landlording easy. A bad one makes it a nightmare.

Marketing Your Unit

• Take high-quality photos with good lighting. Clean the unit thoroughly first.
• Write a detailed listing that includes: rent amount, unit size, number of bedrooms and bathrooms, included utilities, parking, laundry, pet policy, and move-in date.
• Post on multiple platforms: Kijiji, Facebook Marketplace, Rentals.ca, and Realtor.ca.

Screening Tenants

• Application form: Collect employment information, income, rental history, and references.
• Credit check: Use a service like Certn or SingleKey. Look for a stable payment history.
• Employment verification: Contact the employer directly. Look for income of at least 3x monthly rent.
• Landlord references: Call previous landlords. Ask: "Would you rent to this person again?"
• Meet in person: Show the unit and have a conversation. Trust your instincts, but verify everything.

Screen every applicant consistently using the same criteria. This protects you from discrimination claims and helps you make objective decisions.

Phase 5: The Lease Agreement

Use the Ontario Standard Lease. No exceptions. You can add additional terms in the "Additional Terms" section, but they can't contradict the RTA.

Key Items to Include

• Full legal names of all tenants
• Unit address and description
• Rent amount and due date
• What's included (utilities, parking, storage)
• Lease start date and term (fixed-term or month-to-month)
• Rules about smoking, pets, guests, and noise
• Maintenance responsibilities

Collect the Right Deposits

• First month's rent: Due before move-in
• Last month's rent deposit: This is the only deposit you can legally collect
• Key deposit: Only the actual replacement cost of the keys

Do NOT collect a damage deposit, cleaning fee, or any other upfront charge. It's illegal under the RTA, and if a tenant challenges it at the LTB, you'll have to return it.

Phase 6: Move-In Day

Make move-in day smooth and professional:

1. Walk through the unit together. Note any existing marks, scratches, or issues on the condition report.
2. Both parties sign the condition report. Each person keeps a copy.
3. Hand over keys. Document which keys and how many.
4. Provide important information: garbage schedule, parking rules, emergency contacts, how to submit maintenance requests.
5. Set expectations. Briefly review how rent is paid, when you'll be in touch for inspections or maintenance, and how to reach you.

Need help with the numbers? Try our free rental income calculator to analyze your property's financial performance.

Phase 7: Ongoing Management

Your job doesn't end on move-in day. Here's what to stay on top of:

• Respond to maintenance requests promptly. It's your legal obligation and keeps tenants happy.
• Track all income and expenses. You'll need this for taxes and cash flow analysis.
• Apply annual rent increases. Use the proper N1 form with 90 days' notice.
• Conduct periodic inspections with proper notice (24 hours written notice, between 8 AM and 8 PM).
• Keep copies of everything. Leases, notices, receipts, communications.

BricksAbove handles most of this for you. From tracking tenants and leases to managing maintenance requests and generating rent increase notices, it's built for Ontario landlords who want to do things right without spending all their time on admin. Sign up and get organized from day one.