Hamilton Rental License: Compliance Guide for Property Owners

Want to learn more about the Hamilton Rental License pilot? As a property management team serving Hamilton, Halton, Niagara, and Brantford, we get asked all the time: what exactly is the Hamilton Rental License requirement, who must comply, and how do we (as property owners) meet it? In this guide I walk you through everything you need to know, step by step, clearly, without fluff.

We aim to help you understand your obligations so you don’t get caught off guard. Let’s jump in.

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1. Background & Purpose of Hamilton’s Rental Licensing Pilot

In August 2021, Hamilton’s City Council approved a two‑year Hamilton Rental License pilot program focused on Wards 1, 8, and part of Ward 14.  The intention: ensure safer, well‑maintained rental units, reduce illegal or unsafe units, and hold property owners accountable.

The Hamilton Rental License pilot was intended to be fully cost‑recovered via licensing fees so taxpayers wouldn’t bear the burden.  Over time, the city will evaluate whether to expand it city‑wide.

Why start with Wards 1, 8, and part of 14?

• The Rental Housing Sub‑Committee heard complaints about “illegal dwelling units,” absentee landlords, yard maintenance, and inconsistent property standards.

• Those wards have a high density of smaller rental homes and student rentals, making them a focus for improving baseline conditions.

It’s worth noting: this Hamilton Rental License is a pilot. The results, feedback, and compliance rates will shape whether Hamilton makes landlord licensing permanent across all wards.

To read more about this program visit the official City of Hamilton website,

2. Who Must Comply: Which Properties Need a License?

One of the first questions we always answer for clients is: does my property even need a license?

The answer depends on several criteria. Especially now when it comes to the Hamilton Rental License pilot.

Eligible Properties (requiring license)

A Hamilton Rental Licence is required for:

• Rental housing units or buildings (or parts) having 5 or fewer self‑contained units (i.e. each unit has full kitchen, bathroom, etc.).

• Detached homes or townhouses when they are being rented out as whole units.

Put simply: smaller scale residential rentals (1‑5 units, or individual houses that are rented) are captured under this pilot.

Properties Exempt from the Licensing Pilot

You do not need a licensing under the Hamilton Rental License pilot for:

• Multiple‑dwelling buildings containing 6 or more self‑contained units (i.e. larger apartment buildings).

• Hotels, motels, inns, bed & breakfasts, lodging houses, short-term rentals (e.g. Airbnb), or other uses falling under long‑term care, retirement homes, etc.

• Certain social housing or units under agreements that may already be governed by other legislation or agreements and which may apply for exemption, if approved by the City’s Health & Safe Communities director.

Important nuance: licensing still during application period

Even while your licence application is under review, you may continue to rent your property unless immediate health or safety violations arise.

3. Step‑by‑Step: How to Apply for a Hamilton Rental License

Getting your property properly licensed involves a multi-step process.

We break it down here so you know exactly what to expect.

Step 1: Gather Required Documents

You will need:

1. Business licence application form (a standard template from the city)

2. Corporate or ownership information

   • If it’s a corporation: articles of incorporation, notice of change, certificate of status, etc.

   • If a partnership: contact information for each partner

3. Proof of liability insurance (minimum $2 million per occurrence)

4. Proof of property ownership (deed, title, etc.)

5. Certificate of Compliance Application (a form from the city)

6. Self‑Certification Checklist (outlines property standards you must meet)

7. Floor plans for each unit—dimensions, bedroom layout, etc.

8. Site sketch / site plan showing external structures, parking areas with dimensions, etc.

9. Electrical inspection documentation from a licensed ESA/ECRA electrician, confirming compliance with Electrical Safety Code (O. Reg. 164/99)

   • Note: for duplexes (two-unit dwellings), this inspection may be requested after fire inspection rather than upfront.

10. Certificate of Zoning Verification from the City of Hamilton, confirming the property’s permitted use under zoning rules.

Make sure all the documentation is complete before submitting your Hamilton Rental License application.

Step 2: Submit the Application

You can submit your package either:

• In person at Hamilton’s licensing offices

• By email (PDFs) to the city’s licensing division

Once submitted, the City will begin the review process.

Step 3: Pay Your Licence Fee

After your application is accepted, you pay the licence fee (which is designed for full cost recovery).

Step 4: Inspections & Compliance

After the city receives your application:

• A Licensing Compliance Officer will arrange an inspection for property standards (interior, exterior) using the Rental Dwelling Checklist.

• The Hamilton Fire Department will conduct a Fire Safety inspection, to ensure the unit meets fire code.

• If the unit is categorized as a lodging home rather than standard residential rental, additional compliance with lodging house regulations may be required.

• If any orders are issued (e.g. repairs), you must comply before the licence is granted.

Step 5: Licence Issued

Once inspections pass, all documents are in order, and fees are paid, the city issues the rental housing licence. At that point, you are legally authorized to rent under the pilot’s framework.

4. Key Compliance Requirements You Must Meet

Navigating licensing isn’t just paperwork—it demands you maintain certain standards. Below are the main rules you must follow:

• Building, fire, and electrical code compliance

• Proper zoning usage – your use must align with the property’s zoning designation

• Adequate unit layout and occupancy limits

• Clean, safe conditions (e.g. no major health or safety hazards)

• Timely response to any orders or violations

• Allowing inspectors reasonable access for inspections

• Renew in time (when licensing renewals are required)

If you ignore orders or fail compliance, you risk fines or refusal to issue or renew the licence.

5. Timeline, Phasing & Pilot Progress (What’s Happened So Far)

Because this is a pilot, City of Hamilton has rolled out licensing in phases, tracking uptake, compliance, and feedback.

• The pilot officially launched in 2021-2022.

• As of late 2024, around 570 applications had been processed or impacted.

• The city had initially projected about 2,000 licensed units to reach cost neutrality.

• Debate continues about whether the pilot should become permanent or expand to all wards.

• The Hamilton Apartment Association and landlord groups have voiced concerns, particularly about administrative burden and costs.

In short: it’s in motion, but developments are ongoing.

6. Potential Costs, Penalties & Risks

Complying with Hamilton landlord licensing has costs and risks. Be aware.

Expected Costs

• Licence fees (set to recover full administrative cost)

• Inspection remediation costs (if deficiencies are found)

• Administrative time and compliance monitoring

Some landlords fear these costs will get passed on to tenants (rent increases).

Penalties & Risks of Non‑Compliance

• Licence application denial or refusal to renew

• Fines or enforcement actions by the city

• Orders to bring properties up to standard under threat of further action

• Negative reputational impact

Also: administrative burdens

As some landlords have commented:

“I had to repaint small cracks, clean exhaust fan covers, fix corner chips of linoleum … inspectors were nit‑picky.”

While many complaints are minor, the level of scrutiny can be surprising.

7. Tips & Best Practices for Landlords to Stay Compliant

Navigating compliance doesn’t have to be painful if you plan well.

Here are best practices we recommend:

1. Perform a pre‑inspection checklist yourself before applying

2. Budget for remediation (don’t wait until after inspection)

3. Keep all documentation up to date (e.g. insurance, ownership, plans)

4. Engage qualified contractors early (electrical, fire safety, etc.)

5. Monitor timelines and renew ahead of due date

6. Know your tenant rights—maintaining a good relationship helps with access during inspections

7. Stay on top of changes—the pilot may evolve and rules may shift

8. Consult professionals when needed (legal, property management help)

8. Impact on Landlords & Tenants: What Changes

For Landlords

• You must invest more in compliance and standards

• Stronger leverage to attract higher‑quality tenants

• Risk of cost increases, but also increased credibility

• More administrative work (filing, inspections, paperwork)

For Tenants

• Safer, better maintained units

• Greater peace of mind around standard compliance

• Possible shifts in rent if landlords pass on costs

For the rental ecosystem

This program can set a new baseline. Over time, licensing may become the norm to ensure quality across the city.

9. Hamilton Rental License in the Context of Halton, Niagara & Brantford

While the Hamilton Rental License is a pilot , landlords in Halton, Niagara, and Brantford should watch closely.

Some municipalities in Ontario are moving toward landlord licensing models.

If your properties span these regions:

• Monitor whether these jurisdictions introduce similar bylaws

• Stay informed on local municipal requirements

• Use your Hamilton compliance process as a template

At GOLFI Property Management, we often advise clients to proactively align their standards across all regions to avoid surprises.

10. How GOLFI Property Management Supports You With Hamilton Rental License

We’re not here to sell you a “pitch”; we want you informed.

But since you’re reading this, it’s fair to note:

• We help clients gather and manage all documentation for you.

• We offer pre‑inspection reviews to flag issues early

• We coordinate contractor work and remediation

• We manage renewals and compliance tracking

• We stay current on evolving rules across Hamilton, Halton, Niagara, and Brantford

In short: we shoulder the administrative and technical load so you can focus on owning and renting, not red tape.

11. Looking Ahead: Will Licensing Go City‑Wide?

The Hamilton Rental Licensing pilot is meant for evaluation. The future possibilities:

• City‑wide expansion if pilot metrics are favourable

• Refinements to fees, rules, inspections based on feedback

• Greater enforcement powers or more frequent inspections

• Resistance or modifications if stakeholders push back

The Hamilton Apartment Association is actively raising concerns and pushing for alternatives.

Keep an eye on Council reports and Planning Committee updates for the next phase.

12. Quick Checklist: Before You Apply for The Hamilton Rental Licensing Pilot

Here’s a handy pre‑application checklist relative to the Hamilton Rental Licensing:

• Complete ownership / corporate documents

• Liability insurance (≥ $2M)

• Floor plans and site sketch

• Electrical inspection (if needed)

• Certificate of Zoning Verification

• Self‑certification checklist compliance

• Pre‑remediate obvious fixes (paint, safety hazards, etc.)

• Budget for inspection remediation

• Prepare for fire inspection

• Submit application early and track status

Conclusion

Navigating Hamilton landlord licensing is less about intimidation and more about careful preparation. If you own a small rental property within Wards 1, 8, or part of 14, this pilot affects you directly. Understand the rules, get your documents in order, and plan for inspections. The more proactive you are, the smoother the journey.

We’re here to guide and support, not push—you deserve clarity and certainty in your rentals.

FAQs – Hamilton Rental License Pilot

1. Do I need a Hamilton Rental Licence if my rental property which has 6 units?
No. Under the current Hamilton landlord licensing pilot, the requirement applies to rental buildings or parts with 5 or fewer self‑contained units. Larger buildings (6+) are excluded.

2. How long does it take to get licensed with the Hamilton Rental License?
It depends on the turnaround of inspections, completeness of your documents, and remediation timelines. Once fully ready and compliant, the licence can issue relatively quickly. But delays are common when inspections uncover deficiencies.

3. Can I renew or continue renting while awaiting the Hamilton Rental Licence approval?
Yes — you may continue to rent unless a health or safety violation is found that demands immediate action.

4. What if I fail an inspection?
You’ll receive orders to correct deficiencies. Once you resolve them, re‑inspection can confirm compliance before licence issuance.

5. Will licensing drive up my costs?
Yes, there are licensing fees, compliance costs, and possible remediation expenses. Some landlords may pass on costs to tenants; others may absorb them for better property standards.