Last updated: March 5, 2026
A reference check shouldn’t feel like an interrogation. Done well, it’s a quick reality check that helps you avoid avoidable problems (late rent, surprise occupants, unit damage) while staying respectful and consistent.
The trick is asking fewer, better questions, and only collecting what you actually need.
Key Takeaways (TLDR)
- Get written consent from the applicant before calling references.
- Ask past landlords about rent payment, care of the home, and complaints, not vibes.
- Ask employers what they can confirm (many will only verify basics).
- Use thesame questions for every applicant to stay consistent and fair.
- Write down what you learn and decide using a simple Green / Yellow / Red scorecard.
The 60‑second setup (don’t skip this)
Do this once, and your calls go smoother.
- Get consent in writing (a checkbox + signature on your application works).
- Stick to what you need: ability to pay, housing stability, and how they treated the rental.
- Avoid protected‑ground questions (province rules vary). When in doubt, don’t ask.
- Be consistent: same flow, same questions, same notes.
Top 10 questions to ask a previous landlord
These are designed to get facts, not opinions.
- Can you confirm the dates they rented from you and the unit type?
- What was the monthly rent and were payments on time?
- Were there any NSF payments, arrears, or repayment plans?
- How did they give notice and did they follow move‑out requirements?
- Did you ever issue written warnings (noise, pets, guests, smoking, etc.)?
- Any complaints from neighbours or strata? If yes, what happened?
- How was the condition of the unit at move‑out (cleaning, damage, repairs)?
- Were there any unauthorized occupants or sublets?
- Did they respect rules around access/repairs (reasonable scheduling, cooperation)?
- Would you rent to them again? Why or why not?
Listen for these “soft red flags”:
- Lots of vague language (“They were fine… mostly.”)
- Long pauses before answering basic questions
- “I can’t say much” (not always bad – sometimes it’s policy – but note it)
Top 10 questions to ask an employer or verify employment
Many employers won’t share much beyond basics. That’s okay, you can still learn a lot.
- Can you confirm they’re employed with you and their role/title?
- Are they full‑time, part‑time, or contract?
- How long have they worked there?
- Is their employment permanent or end‑dated?
- Can you confirm the approximate income range (or that they meet a stated amount)?
- Do they have reliable attendance?
- Do they generally receive pay on a consistent schedule?
- Have you verified their identity as part of payroll? (yes/no)
- If they’re leaving soon, is that planned? (if you already know there’s a change)
- Is there anything you can share that would affect housing stability? (some will decline – note it)
If the employer won’t discuss income: Ask the applicant for proof of income (pay stubs, letter of employment) and keep your approach consistent for every applicant.
Quick scorecard (Green / Yellow / Red)
You don’t need a spreadsheet, just a consistent decision rule.
🟢Green (move forward): on‑time rent, normal wear and tear, stable income proof, references match facts.
🟡Yellow (verify more): employer “policy only,” landlord vague, minor issues resolved, gaps that need explanation.
🔴Red (don’t proceed unless there’s a documented reason): repeated late/non‑payment, refusal to consent, major contradictions, landlord says “would not rent again” with specific reasons.
References give you the story. Now get the proof.
Send a Certn-powered screening request to the same applicant from your Pendo dashboard. They authorize from their phone, and the Equifax credit report comes back to you, along with income and employment verification on Canadian applicants. Pendo is free for 30 days. Each screen is paid per report, less than the cost of a single late rent payment.
FAQs
Q: What questions am I not allowed to ask in the tenant screening?
A: If you’re unsure what you can ask (and what you should avoid), see our guide on tenant screening laws in Canada
Q: Can I call references without consent?
A: Get consent first. It’s cleaner, faster, and fairer.
Q: What if the current landlord might sabotage the applicant?
A: This can happen, treat it as one data point. Compare against employer verification, documents, and consistency across answers.
Q: What if someone only gives personal references?
A: That’s a yellow flag. Ask for at least one housing reference or additional proof that supports their story. For those new to the rental market (e.g. young adults), ensure they understand what it means to be a good tenant since it’ll be their first experience.
