Required Documents for Renting a place in Ontario

multiracial couple giving high give standing near pile of boxes
Photo by Ketut Subiyanto on

Are you looking to rent/lease a place in Toronto or a city in Ontario? One of the first steps is to prepare the following documents that most of the Landlords or their real estate agents are looking for. Preparing these documents before applying for a place bring you peace of mind and you are more likely to get the place.

multiracial couple giving high give standing near pile of boxes
Photo by Ketut Subiyanto on

As an employed applicant:

1- Job letter(s)

a Job letter or an Employment Verification Letter is a letter that shows the employee’s name, job position, tenure, and income. Most of the time you need a recent one. If you are applying for more than one adult, The landlord may want to see everyone’s job letter.

2- Income verification(s)

Prepare your last 3 paystubs. like the job letter, you most likely need to prepare it for all of the applicants.  A pay stub is a document that summarizes the amounts that you receive in a paycheck.

3- Full credit report

A full credit report is a record of the borrower’s credit history from a number of sources, including banks, credit card companies, collection agencies, and governments. There are different agencies that you may apply for your credit reports, such as Equifax and Transunion. Most of the agents and Landlords prefer the Equifax credit report. A credit report has a credit score which could be a number from 300(very poor) to 900(Excellent).

4- Reference(s)

 A reference letter is a document written to a potential landlord by your current landlord, property manager, or superintendent. Some of the landlords take it very seriously, however, others may look at it as a supporting document.

5- Rental application

You need to fill the rental application with the tenants’ information, such as tenants’ names, last places of residence. present and past employment. financial obligations, personal references, and the make and model of your car(s). Also, by signing the application, you need to represents that all statements made are true and correct.

6- Copy of valid government-issued photo ID(s)

You need to show at least a piece valid government-issued photo ID to the landlord or the real estate agent, such as Drivers’s LicenseState issued photo IDPassport. The landlord may ask for a copy of that.

As a self-employed applicant:

If you are self-employed, that’s great. however, you should be aware that some landlords may not consider self-employed tenants or they may ask you for lots of supporting documents and the list of require documents are usually different. Beside your full credit report, rental application, references, and copy of your valid goverment-issued photo ID, you might need to provide the following documents too:

a- Notice Of Assessment(NOA):

According to explenation “Your notice of assessment (NOA) is an evaluation of your tax return that the Canada Revenue Agency sends you every year after you file your tax return.”

b- Bank statements

c- Supporting documents

If you have a business card, or business license, … it might help you to persuade the landlord to accept your offer.

Document Checklist: Be Prepared

  1. Proof of Identification:
    • Driver’s license
    • Passport
    • Government-issued ID card
  2. Proof of Income:
    • Recent pay stubs
    • Employment verification letter
    • Bank statements showing regular deposits
  3. Employment Information:
    • Contact details of current and previous employers
    • Job titles and dates of employment
  4. Rental History:
    • Previous rental addresses
    • Names and contact information of landlords or property managers
    • References from previous landlords
  5. Credit Report:
    • Copy of your credit report from a reputable credit reporting agency
  6. References:
    • Names, phone numbers, and email addresses of personal and professional references
  7. Bank Statements:
    • Recent bank statements to demonstrate financial stability
  8. Pet Documentation:
    • Vaccination records for pets
    • Licenses for pets (if required)
    • References from previous landlords regarding pet behaviour
  9. Additional Documents:
    • Guarantor form (if applicable)
    • Proof of insurance (if required)
    • Any other documents specific to the landlord or rental agency’s requests
    • any other documents …

Remember to make copies of all the documents and keep them organized in a folder or envelope. It’s essential to provide both the originals and copies when submitting your rental application.

Feel free to customize this checklist based on your specific requirements or any additional documents requested by the landlord or property management company.

The digital version of your documents

When sending your rental application documents in a digital format, it’s important to follow best practices to ensure the documents are received securely and are easily accessible. Here are some recommendations:

  1. PDF Format: Convert your documents to PDF format before sending them. PDFs maintain the formatting and are universally compatible, ensuring that the recipient can view and print them without issues.
  2. File Organization: Create a separate folder on your computer to keep all the rental application documents organized. Name the files appropriately, such as “Proof of Income.pdf” or “Rental Application.pdf,” to make it easy for the recipient to identify each document. If you are applying for more than one person, then “First name Last name document name.pdf
  3. Combine Multiple Documents: If you have multiple pages for the same document, consider combining them into a single PDF file. This will make it easier for the recipient to review and keep track of the information.
  4. File Compression: If the file size of your PDFs is large, consider compressing them to reduce the size. There are various online tools or software applications available that can help you compress PDF files without compromising their quality.
  5. Email Encryption: When sending the documents via email, use an encrypted email service or password-protect the PDF files. This adds an extra layer of security to protect your personal information during transmission.
  6. Use a Secure File Transfer Service: If the landlord or rental agency prefers a different method of file transfer, such as a secure file transfer service or an online portal, follow their instructions and upload the documents accordingly. These services provide enhanced security and privacy for document sharing.
  7. Check File Size Limitations: Some email providers or file transfer services have limitations on the file size that can be sent or received. Ensure that your files are within the specified limits to avoid any issues or the need for multiple emails or transfers.
  8. Read Instructions Carefully: If the landlord or rental agency provides specific instructions for submitting the documents digitally, carefully read and follow those instructions. They may have a preferred method or specific format requirements that you need to adhere to.
  9. Confirm Receipt: After sending the documents, consider following up with the recipient to confirm that they have received the files and that everything is in order. This helps ensure that your application is complete and not missing any required documents.

By following these best practices, you can ensure that your rental application documents are sent securely and efficiently in a digital format. Remember to always double-check the accuracy and completeness of your documents before submitting them.

Always seek advice from an expert

Leave a Reply