Tenant Background Checks in Canada — A Landlord's Guide (2026)

What Can Landlords Check on a Tenant Background Check in Canada?

Canadian landlords can request several types of background information from prospective tenants, subject to consent and privacy law requirements. Here's what is available and how each type of check works.

Criminal Record Check

A criminal record check searches the RCMP's national CPIC database for criminal convictions, outstanding warrants, and judicial orders. Landlords cannot run this check themselves — they can only request that the prospective tenant authorize and obtain the check themselves and share the results.

Tenants can get their criminal record check from SafeHire in 15 minutes for $64.99. Apply for a criminal record check →

Important: Landlords must comply with provincial human rights codes when using criminal record information. A criminal record cannot be used as an automatic basis for refusal — it must be assessed in the context of the specific rental situation (more on this below).

Credit Check

A credit check shows a tenant's credit score, payment history, outstanding debts, and collections activity. Unlike criminal record checks, landlords can pull a credit report directly (with tenant's written consent) through Equifax Canada or TransUnion Canada. Many property management companies use Equifax's landlord-specific tenant screening products.

Credit checks are particularly useful for assessing a tenant's ability and history of paying bills on time. A strong credit history (750+ score) is a positive indicator. Low scores or collections from previous landlords are significant warning signs.

Employment and Income Verification

Landlords can request proof of employment and income — typically a recent pay stub, employment letter, or tax notice of assessment. The standard guideline is that monthly rent should not exceed 30–35% of gross monthly income, though this is a guideline, not a rule.

Previous Landlord References

Contacting previous landlords is one of the most valuable screening tools available. Ask for contact information for the tenant's previous two landlords (not just the most recent — a problem tenant's current landlord may provide a positive reference just to move them along). Ask about payment history, property care, notice given, and whether they would rent to the tenant again.

What Landlords CANNOT Do

Under Canadian human rights legislation, landlords cannot:

• Refuse rental based on a pardoned criminal record (record suspension)
• Discriminate based on race, ethnicity, religion, gender, sexual orientation, age, disability, or source of income in many provinces
• Use a credit check or background check as a pretext for discriminatory refusal
• Run a criminal record check without the tenant's knowledge and written consent
• Share tenant background check information with third parties without consent

Provincial Rules for Tenant Screening

Human rights protections for tenants vary by province. This is one of the most important areas where landlords need to be informed before implementing a screening policy.

Ontario

Ontario's Human Rights Code prohibits discrimination in housing based on criminal record history for offences for which a pardon has been received. This means landlords cannot refuse to rent to someone solely because of a pardoned conviction.

For non-pardoned convictions, the Ontario Human Rights Commission (OHRC) guidelines state that landlords should consider:

• The nature of the offence
• The time elapsed since the offence
• Evidence of rehabilitation
• The relevance of the offence to the housing situation

A blanket "no criminal records" policy is unlikely to withstand a human rights complaint. Instead, landlords should assess each application individually. For example, a conviction for property damage or theft might be more relevant to a rental decision than a conviction for a victimless offence from many years ago.

British Columbia

BC's Human Rights Code also prohibits discrimination based on criminal conviction or summary conviction offence for which a pardon has been granted. The BC Human Rights Tribunal takes a similar position to Ontario — case-by-case assessment rather than blanket exclusion.

BC landlords should also be aware that the Residential Tenancy Act governs the tenancy relationship and provides significant protections for tenants once they're in a rental.

Alberta

Alberta's Human Rights Act prohibits discrimination based on criminal history in the context of employment and services, but housing-specific protections are less explicit than in Ontario or BC. Landlords should still exercise caution with blanket exclusion policies and consult the Alberta Human Rights Commission guidelines.

Quebec

Quebec's Charter of Human Rights and Freedoms prohibits discrimination based on criminal conviction if a pardon has been obtained. Quebec also has one of the most protective frameworks for tenants through the Tribunal administratif du logement (TAL). Criminal record screening in housing is a sensitive area in Quebec and landlords should seek legal advice before implementing policies.

How to Run a Tenant Background Check

Here is a step-by-step process for screening tenants effectively and legally in Canada.

Step 1: Provide a rental application form

Use a comprehensive rental application form that collects: full legal name, current and previous addresses, employment information, income, previous landlord contact information, and authorization to conduct background checks.

Step 2: Obtain written consent

Before conducting any background check, obtain clear written consent from the applicant. This should specify exactly what types of checks will be conducted and how the information will be used. Many landlords include a consent clause directly in the rental application.

Step 3: Request criminal record check

Ask the tenant to obtain their own criminal record check from SafeHire and share the results with you. This is the most efficient approach — results are available in 15 minutes. Tenant criminal record check →

Step 4: Run a credit check

Submit a credit inquiry through Equifax Canada's landlord services or TransUnion's tenant screening products. These require the tenant's SIN and consent. Some landlords prefer to ask tenants to self-report by providing a recent credit report they've pulled themselves.

Step 5: Verify employment and income

Contact the employer listed on the application to verify employment status and income. Ask for a letter from the employer on company letterhead if needed.

Step 6: Contact references

Call previous landlords using the numbers provided. Be specific — ask about payment history, notice given, condition of the unit at move-out, any complaints from neighbours, and whether they'd rent to the tenant again.

Step 7: Evaluate holistically

Assess all information together. No single factor should be an automatic disqualifier. A strong credit history and excellent references may offset a minor criminal record from many years ago. Document your decision-making process.

Tenant Screening for Property Managers

Property management companies and landlords managing multiple units can save significant time and cost through SafeHire's business account. Business clients can:

• Order multiple criminal record checks at volume-discounted rates
• Manage all checks through a centralized portal
• Track application status across multiple properties
• Generate reports for compliance purposes

Learn about SafeHire for property managers →

Frequently Asked Questions

Is a landlord allowed to ask for a criminal record check in Canada?

Landlords can request that prospective tenants voluntarily obtain and share a criminal record check. They cannot run the check themselves without the tenant's consent. Requiring a check is permissible, but using the results to automatically refuse tenants with any criminal history may violate provincial human rights codes.

Can a landlord reject a tenant with a criminal record in Canada?

Not automatically. Human rights legislation in most provinces requires landlords to assess each application individually, considering the nature of the offence, time elapsed, and relevance to the tenancy. Blanket "no criminal record" policies risk human rights complaints. Pardoned convictions cannot be grounds for refusal.

Can a landlord see a tenant's criminal record without their consent?

No. Running a criminal record check without the tenant's knowledge and written consent violates Canada's privacy legislation (PIPEDA) and potentially human rights legislation. Landlords can only request that tenants voluntarily provide the results of a check they've obtained themselves.

How much does a tenant background check cost?

Criminal record checks through SafeHire cost $64.99. Credit checks through Equifax or TransUnion landlord services cost approximately $15–25. Total tenant screening costs are typically $80–100 per applicant. Many landlords ask the tenant to pay for and provide their own criminal record check.

What is the fastest way for a tenant to get a criminal record check?

SafeHire's online criminal record check is the fastest option in Canada, delivering results by email in as little as 15 minutes. Tenants can apply at safehire.ca without a police station visit.

Can I require a criminal record check for all rental applicants?

You can require it as a standard part of your application process, provided you get written consent and assess any results on an individual basis. Applying the requirement consistently to all applicants (rather than selectively) reduces the risk of discrimination claims.