What goes in a rental application file

Most renters start gathering paperwork the day they find a place they like. That is the hardest time to do it. Another renter may apply the same afternoon, and some of these documents take days to get.

The better move is to build your file first. Then you can apply the same day you find the right unit.

The usual pieces

Landlords tend to ask for a handful of things. None of them is unusual, but each one has a trick to getting it fast.

The application form. In Ontario this is usually the standard rental application, Form 410. It's a fillable PDF, so you can type into it on your phone or computer. Leave the SIN field blank. It's optional, and nobody needs your SIN card.

Photo ID. One piece of government photo ID is enough. A driver's licence, an Ontario Photo Card or a passport all work. A health card does not count as ID for renting in Ontario. Take the photo on a flat, well-lit surface with all four corners showing. A blurry photo usually gets sent back.

Proof of income. This is normally a job letter and your two or three most recent pay stubs. Start with the job letter. At a larger company, HR can take a week or two to write it, so ask early. Ask that it state your job title, start date, whether the role is permanent or contract, your pay and your regular hours.

Bank statements. Two or three months, downloaded as PDFs from your online banking. You can black out individual purchases if you want more privacy. Don't black out your name, the balances or the statement dates. A landlord needs those to know the statement is real and current.

A credit report. Landlords like to see the full report, not just a score. Free services like Borrowell and Credit Karma Canada let you download one. Checking your own score this way is a soft check, so it does not lower your score.

A reference. A past landlord or an employer who is willing to write a few lines. This one helps, but your file can move forward without it.

Missing pieces are normal

Almost nobody has every document on day one. A missing document is just a document you still need to get. Start with whatever you have and chase the rest while you search.

If your situation doesn't fit the list, say so early. A student, a newcomer and a self-employed renter all have a way to show the same facts with different paperwork.