Finding your next tenant
How to find tenants for your rental property in Ontario
An owner's guide to finding tenants: prepare your rental, choose advertising channels, arrange showings, review applications and compare tenant-finding services.
In this guide · 7 sections
Choose how much of the tenant search to handle yourself
To find a tenant, you need an accurate listing, a way to reach renters, time for enquiries and showings, an application review process and a plan for the lease and move-in. Decide who will handle each step before the property goes on the market. An advertisement creates interest; the work after an enquiry turns that interest into a tenancy.
You can advertise and coordinate the process yourself, use a leasing professional, or hire a tenant placement service. A tenant-finding service is useful when you want help during a vacancy but plan to manage the occupied rental yourself. If you also need rent administration, tenant communication and repair coordination after move-in, compare ongoing property management separately.
Prepare a rental that is ready to describe and show
Gather the facts a renter will compare: location, property type, bedrooms, bathrooms, size, condition, parking, utilities, laundry and availability. Check that repairs and cleaning are scheduled before promising a move-in date. For an occupied unit, plan access around the applicable tenancy requirements.
Take current photographs that show the layout, principal rooms and any meaningful limitations. A den should not be presented as an extra bedroom without checking that the description is accurate. Keep a single set of approved details so listings on different websites do not contradict one another.
- Confirm availability and who will arrange access
- Record included utilities, parking, storage and appliances
- Prepare accurate photos and a clear description of the actual space
- Choose a monitored contact method and feasible showing times
Set an asking rent using comparable properties
Look at rentals that someone would realistically compare with yours. Match location and property type, then account for differences in space, condition, parking and included services. Compare a basement apartment with other similar units rather than relying on a neighbourhood's condo average.
Keep the initial asking rent, the comparison date and your reasons together. Advertised rents are asking prices, not proof of completed lease amounts. If the property attracts little interest, return to this comparison alongside the listing quality and access arrangements.
Advertise, respond and make showings easy to arrange
Choose a manageable set of rental websites and appropriate local channels. Keep the price, inclusions, photos and available date consistent. Record where each enquiry came from so you can tell which channels produce attended showings and completed applications.
For an initial reply, confirm the advertised details and offer available viewing times. For example: 'Thanks for your interest in the rental at [location]. The asking rent is [amount], with [inclusions], available [date]. Our next viewing times are [options]. Please let us know which works for you.' Use your property's actual information and arrange any accessibility needs through a suitable private conversation.
Review applications consistently and fairly
Finding a reliable tenant means reviewing relevant information, not guessing from an applicant's background. Explain the application process, obtain any consent required for checks and keep personal documents in a secure channel. Verify relevant information rather than relying only on a screenshot or an informal assurance.
The Ontario Human Rights Commission explains that a lack of rental or credit history is not the same as a negative history. Income information must be considered with other available permitted information. Its guidance also prohibits using a fixed rent-to-income cut-off for ordinary, non-subsidized housing. Review the official guidance when setting screening criteria.
Prepare the lease and move-in handover
Confirm that the agreed rent, inclusions, dates and property details match the tenancy documents. Ontario's standard lease applies to most private residential tenancies. Check the official guide for its scope and avoid adding terms that conflict with applicable rules.
Prepare a handover record covering the condition of the unit, keys and access devices, utility arrangements and the contact for maintenance. For a condo, include the building's current rental and move-in procedures. Keep the marketing record and signed documents organized so an enquiry does not end in an unclear handover.
Decide when to hire help finding a tenant
Consider support if you cannot keep up with enquiries, cannot attend showings, are handling a first rental or need a more organized application and lease process. Ask any provider who handles each task, which advertising channels are included, what costs are separate and how you will receive updates.
Tenant.ca's Ontario tenant placement service covers pricing, marketing, enquiries, showings, screening and lease preparation for one month's rent plus HST. Ongoing management is optional. Share your location, property type, occupancy and expected availability so the team can confirm coverage and scope. The time needed to lease a property depends on its price, condition, demand and access; there is no universal placement deadline.