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Tenant screening checklist

A step-by-step checklist for screening rental applicants consistently and lawfully in the US and Canada, from written criteria to the adverse action notice.

Updated October 19, 2026 · by Tidy Landlord

Start with written criteria

Before you advertise, write down what an applicant needs to qualify and apply the same criteria, in the same order, to everyone. Typical criteria are a complete application, verified identity, ability to pay the rent, positive references from previous landlords and, with consent, a credit check. Written criteria protect you if a decision is ever questioned, and they make screening faster.

Know the protected grounds

  • US: the federal Fair Housing Act prohibits housing discrimination because of race, color, national origin, religion, sex, familial status and disability (HUD). Many states and cities add more protected classes, so check yours.
  • Ontario: the screening regulation under the Human Rights Code confirms that nothing authorizes refusing accommodation because of race, ancestry, place of origin, colour, ethnic origin, citizenship, creed, sex, sexual orientation, gender identity, gender expression, age, marital status, family status, disability or the receipt of public assistance (O. Reg. 290/98).
  • Quebec: the Charter of human rights and freedoms requires tenant selection without discrimination. The CDPDJ gives examples: you can't conclude someone won't be a good tenant because they have children, receive social assistance or use a wheelchair, and ethnic origin, religion or ability to speak French can't be selection criteria (CDPDJ).
  • Other provinces have their own human rights codes with similar grounds.

The screening checklist

  1. Complete, signed application, including written consent for any credit or background check.
  2. Identity. Verify it against government ID. In Quebec, the landlord may ask to see an ID document but can't record the information on it, so no photocopy, photo or copy in the file (TAL).
  3. Ability to pay. Apply the same standard to everyone. In Ontario, you may request income information only if you also request credit references, rental history or credit-check authorization, and you must consider it together with that information (O. Reg. 290/98). You may also require a guarantor for the rent. In Quebec, the CDPDJ says you can't require details of employment or salary, a social insurance number, T4s, pay slips or bank balances, but you can ask for proof of regular payments.
  4. Rental history. Call previous landlords using contact details you verify yourself, and ask the same questions every time.
  5. Credit check. In the US, a tenant screening report is a consumer report under the Fair Credit Reporting Act, and you must certify you'll use it only for housing (FTC). In Quebec, a credit check needs the applicant's consent, and you need only their name, address and date of birth.
  6. Criminal history, if you use it. The FTC warns that a blanket policy of refusing anyone with a criminal record may violate the Fair Housing Act, and some states and cities limit these checks. Look at your local rules before using them.
  7. Decide against your criteria and write down objective reasons for approving or declining.

If you decline: the adverse action notice (US)

If you deny an application, require a co-signer, ask for a larger deposit or charge more rent based even partly on a consumer report, the FCRA requires an adverse action notice. It must give the name, address and phone number of the consumer reporting agency; say that the agency didn't make the decision and can't explain it; and explain the applicant's right to dispute inaccurate information and to get a free report if they ask within 60 days. Written notice is best practice. If you used a credit score, you must also disclose the score and key factors (FTC). In Quebec, an applicant you refuse can ask you for the reason (CDPDJ).

Protect the information

Collect only what you need to make the decision. When you're done with a consumer report, dispose of it securely, by shredding paper and deleting electronic files so they can't be read or reconstructed (FTC). In Quebec, the private-sector privacy law applies to the information you collect from applicants (TAL).

Questions to leave off your application

Don't ask about any protected characteristic. In Quebec, the CDPDJ specifically lists information you can't require to sign a lease, including the number of occupants, children's ages and sex or custody arrangements, social insurance, health insurance or passport numbers, and driver's licence or vehicle details. If a question doesn't help you assess ability to pay or care for the property, drop it.

Frequently asked questions

Do I have to tell an applicant why I rejected them?

In the US, if the decision was based even partly on a consumer report, you must give an adverse action notice with the reporting agency's details and the applicant's rights (FTC). In Quebec, the CDPDJ says a person you refuse can ask for the reason.

Can I ask for a guarantor?

Often, yes, if you apply the requirement equally. In Ontario, O. Reg. 290/98 allows a landlord to require a guarantee for the rent. Check your local rules elsewhere.

Can I photocopy an applicant's ID?

Not in Quebec: the TAL and Quebec's privacy commission say a landlord may ask to see ID but can't photocopy, photograph or keep it. Elsewhere, collect only what you need and store it securely.

Sources

This guide is general information, not legal or tax advice. Landlord-tenant, human-rights and privacy rules differ by state, province and city and change over time. Check the official sources linked above and the rules where your rental is, and consult a lawyer or your local housing authority if you're unsure.

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