Last Updated March 25, 2024
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What is a Residential Rental Application?
A Residential Rental Application is a form used by rental property owners, property managers, and landlords to gather information on potential tenants looking to lease a living space.
Typically, the information collected in applications is used to find reliable and reputable renters. Information provided on a Residential Rental Application can help with reference checks, criminal background checks, and more.
If you want to collect applications for a commercial property, such as an office space, use our Commercial Lease Application.
Why should I use LawDepot's Residential Rental Application?
Our Rental Application template makes the tough task of finding a tenant a breeze. A Residential Rental Application allows you to:
- Collect information from each applicant, such as their name, contact info, rental history, proof of income, etc.
- Screen applicants to ensure they’re suitable for the property and can meet financial obligations.
- Obtain an applicant’s authorization to conduct a credit history check and criminal background check.
- Verify the information provided by the applicants by checking landlord references, credit reports, and more.
- Propose lease terms such as the rental amount, bond, lease duration, and availability date.
What can a landlord ask for on a Residential Rental Application?
Landlords can ask applicants for any information that is directly related to their future role as a tenant. Our template allows landlords to ask for contact information, residential rental history, employment details, banking information, and more.
However, there’s one thing to keep in mind: when landlords and property managers collect personal information through a Residential Rental Application, they must follow the relevant jurisdiction’s regulations and human rights code. For example, if you are a landlord in Ontario, you have to comply with the Ontario Human Rights Code, which states that any prospective tenant cannot be denied housing on the grounds of race, religion, marital status, disability, or other identity factors.
LawDepot’s Residential Rental Application template is custom-built with your province’s specific regulations in mind, so you can rest assured that your application is legally compliant. If you have any questions or require further clarification, try speaking with a lawyer.
How to create a Residential Rental Application
Creating a Residential Rental Application is easy when you use LawDepot’s template. Simply answer a series of questions and you’ll receive an application form that is custom-built for your specific rental property.
First, provide some information about the property in order to prepopulate the template. This might include:
- The property’s address
- The availability date
- If parking is provided
- If pets, smoking, or marijuana are allowed in the unit
- Any additional lease details that you would like to provide
Next, we’ll ask you what kind of applicant details you would like to collect. This might include:
- Social Insurance Number (SIN)
- Past rental history
- Employment details
- Proof of income
- Background check authorization
Once you provide this information, our template will include blank fields that applicants can use to provide their details. Additionally, we’ll automatically include blank fields for the applicant’s name, email address, phone number, date of birth, and desired move-in date.
LawDepot’s Residential Rental Application includes a statement that authorizes a reference check, criminal background check, and credit check, once signed by the applicant.
Finally, we’ll ask you for your name, phone number, and email address. This information will be included on the application form so that prospective tenants can get in touch with you.
Then, once you’ve collected applications and determined the best possible tenant, you can proceed with creating a Residential Lease Agreement.
Residential Rental Application and Tenant Privacy Rights
Although collecting personal information from prospective tenants makes the rental process easier, it is important to treat this sensitive information with care.
In Canada, landlords must comply with the Personal Information Protection and Electronic Documents Act (PIPEDA). Due to this legislation, landlords must receive consent from prospective tenants before sharing their information with a third party. This includes credit reporting agencies.
This legislation also states that landlords should not keep personal information about a tenant once they no longer need it.
Additionally, some provinces may also have their own provincial privacy laws that apply to Residential Rental Applications. For example, Albertan landlords must follow the rules of the Personal Information Protection Act when dealing with personal information from tenants.
Residential Rental Applications and Social Insurance Numbers (SINs)
Technically, Canadian landlords can ask for an applicant’s Social Insurance Number. However, landlords cannot require prospective tenants to provide their SIN as a condition of the application.
