Rental Application Checklist Ontario: Documents Landlords Ask For (Full List)

Looking to secure your dream rental in Ontario? Want to know what the rental application checklist Ontario contains? Whether you’re moving to a new city or relocating across town, getting your rental application right is crucial. At Golfi Property Management, we’ve helped hundreds of tenants navigate this process successfully across Southern Ontario, including Hamilton, Halton, Niagara, and Brantford.

This guide is everything you need to increase your chances of approval by submitting a professional and complete rental application in Ontario.

We’re here to help you understand exactly what documents Ontario landlords are asking for, what your rights are as a tenant, and how to avoid common mistakes that could get your application rejected. So if you’ve ever wondered, “What do I need to rent an apartment in Ontario?” this guide is for you.

Let’s make sure your next rental application lands at the top of the pile.

🧠 Did You Know?
A recent CMHC report found that Canada’s rental vacancy rate hit its lowest point in 22 years in 2023, making a strong rental application more crucial than ever.

Why a Rental Application Checklist Matters in Ontario

In Ontario, competition for rentals, especially in places like Hamilton, Burlington, or St. Catharines, can be intense. Submitting a weak or incomplete application often means you’re overlooked entirely.

Here’s why a solid application checklist matters:

• First impressions count. Landlords judge based on preparedness.

• Timeliness matters. A complete application means fewer delays.

• Documentation = trust. The right paperwork shows you’re a reliable tenant.

Think of your rental application as a job interview. You wouldn’t show up unprepared, and you shouldn’t apply for a rental that way either.

Where We Serve Across Southern Ontario

We’ve worked with thousands of tenants and landlords across:

• Hamilton (including Ancaster, Stoney Creek, Dundas)

• Halton (like Burlington, Milton, Oakville)

• Niagara (from Fort Erie to Niagara-on-the-Lake)

• Brantford (covering Cainsville, Paris, and Mount Pleasant)

No matter which community you’re looking in, these standards hold.

Complete Rental Application Checklist Ontario

Let’s break down the full list of documents Ontario landlords commonly ask for, along with a few things they legally can’t request.

1. Completed Rental Application Form

This is your basic application with:

• Your full name and contact info

• Current and past addresses

• Employment details

• References

Pro Tip: Always use the same legal name across all documents to avoid confusion.

2. Proof of Income

This is crucial. Landlords want to know you can afford rent. Acceptable documents include:

• Recent pay stubs (last 2–3)

• A letter of employment (on company letterhead)

• Bank statements showing regular income

• Canada Revenue Agency Notice of Assessment (for self-employed applicants)

• Proof of government assistance (ODSP, EI, pensions)

Tip: If your income fluctuates, consider combining multiple sources to strengthen your application.

3. Government-Issued Photo ID

Usually required to verify identity. Accepted IDs include:

• Driver’s license

• Passport

• Ontario Photo Card

⚠️ Note: Landlords cannot legally photocopy or retain your ID under the Ontario Human Rights Code—they can only verify it.

4. Credit Report

Many landlords will want to see your credit history. You can provide:

• Full credit report from Equifax or TransUnion

• Credit Karma (less preferred, but still acceptable to some)

If your score is low, include a letter of explanation or co-signer details.

5. Rental History and Landlord References

This includes:

• Contact details for past landlords (especially the last two)

• Length of previous tenancies

• Rent paid, and if it was paid on time

Always let your references know you’re listing them!

6. Employment References

Beyond proof of income, this shows stability and character. Include:

• Your manager or supervisor’s contact info

• Length of time with employer

• Position title

7. Guarantor or Co-Signer Information (if needed)

If your credit or income isn’t strong enough, a co-signer can help. They’ll need to provide:

• Their photo ID

• Proof of income

• Credit report

What Landlords in Ontario Legally Cannot Ask For

While documentation is important, Ontario law protects tenants from discrimination or invasion of privacy.

Landlords CANNOT legally ask for:

• Your SIN number (unless you voluntarily provide it)

• Banking passwords or full access to financial accounts

• Information about ethnicity, religion, sexual orientation, or family status

• Medical records or disability status

Golfi Property Management strictly follows all Ontario Human Rights Code regulations.

How to Make Your Application Stand Out

Let’s be honest. Landlords get tons of applications. So how do you rise to the top?

Here are our best insider tips from years of screening tenants:

1. Include a Personal Cover Letter

This simple step can be a game-changer. Mention:

• Who you are

• Why are you moving

• Why you love the unit or location

• Your reliability as a tenant

Keep it short, warm, and professional.

2. Submit as One PDF File

Don’t send 10 separate images or random docs. Combine everything into one neatly labelled PDF file.

Name it: Rental_Application_YourName_PropertyAddress.pdf

3. Be Honest About Weak Spots

If your credit score is low or you’re new to Canada, address it proactively in your letter. It builds trust.

Practical Tips to Secure Your Ideal Rental

Finding the right rental takes effort, but we’ve got you.

Here’s what we recommend to every tenant applying through us:

• Act fast. Good rentals in Ontario get multiple offers within 24–48 hours.

• Have documents ready before viewing. Time kills deals.

• Double-check everything. Typos in applications signal carelessness.

• Don’t ghost. Stay responsive throughout the process.

• Follow up. A friendly email can keep you top-of-mind.

Remember: Landlords want tenants who are prepared, responsible, and communicative.

Cost of Applying for a Rental in Ontario

Generally, applying is free, but here are a few cost-related notes:

Important: Landlords in Ontario cannot legally charge an application or viewing fee.

Common Rental Application Mistakes to Avoid

We’ve seen it all, and trust us, these mistakes can cost you the place:

• Submitting incomplete forms

• Missing landlord references

• Unreadable scans/photos

• Not tailoring applications to each property

• Forgetting to update contact info

Worst Offense? Lying on your application. It almost always backfires.

Myths vs. Facts About Rental Applications in Ontario

Conclusion

Putting together the perfect rental application checklist in Ontario isn’t rocket science—but it does take preparation, organization, and a little strategy. Whether you’re moving into a cozy one-bedroom in Burlington or a family home in Stoney Creek, the documents you submit make a lasting impression.

At Golfi Property Management, we’ve seen firsthand how complete, honest applications win. We encourage you to follow this guide, keep your documents ready, and apply with confidence.

Your next home is just one application away.

FAQs

1. What documents are needed for a rental application in Ontario?
You typically need a completed application form, proof of income, photo ID, credit report, rental references, and employment references.

2. Can a landlord in Ontario ask for my SIN number?
No, landlords cannot require your SIN by law. You may provide it voluntarily, but it’s not mandatory.

3. Do I need a co-signer to rent in Ontario?
Only if your credit or income is weak. Strong applicants usually don’t need a co-signer.

4. Are application fees legal in Ontario?
No. It is illegal for Ontario landlords to charge application or viewing fees.

5. Can I still rent if I’m self-employed or new to Canada?
Yes. Provide as much financial documentation as possible—bank statements, tax returns, and letters from clients help strengthen your application.