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List and show a rental unit

Last updated on December 7, 2023

Landlords should accurately display the rental unit's condition in their listing. Landlords can screen and select tenants based on factors such as income and employment history. 

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Create an informative listing 

Landlords should make sure their rental unit listing answers any questions potential tenants may have about the property, including: 

  • The number of bedrooms in the unit 
  • The number of bathrooms in the unit 
  • Whether the unit has multiple floors
  • What services and facilities are included
  • If pets are allowed  

Photos can help reduce the number of in-person visits 

Using photos in a listing is a good way to show the condition of a rental unit. Photos allow potential tenants to assess a unit without an in-person visit. 

Landlords should take clear photos of all rooms in the rental unit and facilities available to the tenant. When advertising an unfurnished unit, landlords should try not to use photos that show furniture, as it can create the wrong impression. If taking pictures of the unfurnished unit isn't possible, landlords should mention in the listing that the unit will be unfurnished.

Respecting the current tenant's privacy 

Landlords must give tenants proper notice before entering the unit to take pictures and should consider getting written permission from the current tenant before taking photos for a new listing.  

For future listings, landlords should try to take photos during condition inspections when they're already present in the unit. 

Pre-screening tenants and setting expectations  

Pre-screening tenants can save everyone time and effort. Landlords should collect basic information from potential tenants before showing them the unit to ensure they're the right fit. 

Establish clear expectations at the showing

Landlord should use showings as an opportunity to set expectations with potential tenants. During showings landlords should discuss: 

  • The tenant's responsibilities 
  • The terms of the tenancy 
  • Rent payment methods 
  • Communication preferences 

Landlords should be prepared to answer questions about the property and tenancy agreement to help potential tenants make informed decisions. 

Screening and selecting a tenant 

Tenant applications are essential 

A comprehensive tenant application is essential for landlords to make an informed decision when selecting a potential tenant. Landlords can request the following information from potential tenants: 

  • Verifiable income and employment 
  • References, preferably a previous landlord 
  • Photo identification to ensure their name matches the application (Note: landlords cannot make a copy of any identification) 

Landlords may also want to conduct a credit check with the applicant's written approval. 

Information from tenant applications 

Under the Human Rights Code, landlords cannot use a tenant application to reuse to rent to a tenant because of a protected category, like race or family status. 

Tenant's personal information is private

Personal information collected from a tenant application is governed by privacy laws. Landlords can't use this information for something unrelated to the tenancy. As well, landlords can't unreasonably ask for information such as: 

  • Credit card numbers 
  • Banking information 

Selecting the right tenant 

Landlords can consider the behaviour of potential tenants, such as whether they are well-prepared and have completed the application in full. 

Having a tenant who is prepared can contribute to a positive landlord-tenant relationship. 

Clarifying pet policies 

Landlords should clearly communicate with tenants whether pets are allowed in the rental unit. 

Signing an agreement after choosing a tenant 

Once a landlord has selected a tenant, a tenancy agreement must be signed by both parties. 

Tenant rights 

Human rights code protections 

Tenants are protected under the Human Rights Code. Landlords can't refuse to rent to tenants because of a protected category, like race or family status.

Landlords and others have a duty not to discriminate regarding tenancy. 

Information privacy protections 

Tenants have a right to have their personal information protected while applying for a tenancy. Tenants can contact the Office of the Information and Privacy Commissioner if they believe their landlord is asking for inappropriate information or misusing their personal information. 

Landlord role, rights and responsibilities

Landlords have the responsibility of listing and showing their rental units. Landlords also have the right to select tenants of their choosing. 

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