Whether you’re renting out a basement unit or managing a six-plex, it pays to get to know your tenants and set clear expectations from the start. Doing so helps reduce risk, prevent surprises, and while protecting your property and your peace of mind.
Here are 8 practical tips for Ontario landlords and property managers to stay compliant, stay covered, and stay ahead of surprises.
Screen Tenants Thoroughly (But Keep It Legal)
A solid rental starts with a solid screening process. That means checking background, credit, employment, and rental history to help know your prospective tenants. Your background check may help you discover if your prospective tenants have a history of late payments, property damage, or unauthorized occupants.
Quick Reminder: In Ontario, all screening must follow the Human Rights Code. Never ask about religion, family status, ethnicity, or other protected grounds.
Consider Adding An Insurance Clause to Your Lease Agreement
Ontario requires landlords to use the Standard Lease Agreement, which is about as exciting as watching paint dry, but it’s the law.
The good news? You can still attach your own custom clauses (like proof of tenant insurance), provided the clause doesn’t conflict with the Residential Tenancies Act (RTA).
You can only require tenants to carry renters’ insurance if it’s included in the lease before move-in. Ask for proof and keep it on file before handing over the keys.
Schedule Inspections the Right Way
Routine inspections can catch small issues before they become big (and expensive) ones. In Ontario, landlords must give 24 hours’ written notice for entry between 8:00 AM and 8:00 PM, along with a valid reason for entering the unit.
AFM tip: Making a repair? Take a look around and consider using an inspection checklist to keep a record of the condition of your property.
Stay on Top of Maintenance
Good maintenance prevents claims - keeping you compliant with Ontario law. Landlords are responsible for keeping all rental units in a state of good repair, including HVAC, plumbing, windows, and structural elements.
Set a seasonal maintenance schedule and document all work completed. It protects your tenants and can support you during an insurance claim.
Educate Tenants on Emergency Protocols
A five-minute walk-through at move-in can prevent a five-figure loss later. Show tenants where to shut off the water, flip the breaker, and what to do in case of fire.
Visibly post emergency contact info inside the unit and in any shared areas to make it easy for your renters to take action if something goes wrong.
Managing a multi-unit? Ontario’s Fire Code requires working alarms and signage in all common spaces.
Communicate Clearly (and Kindly)
Strong communication prevents small issues from becoming big headaches. For single-unit landlords, seasonal check-ins might be all you need. For larger buildings, consider sending email updates, posting hallway notices, or using a tenant portal.
And don’t forget: tenants have the right to quiet enjoyment under Ontario law. All non-emergency communication or visits must be handled respectfully and with proper notice.
Document Everything (Seriously)
Paper trails aren’t glamourous, but they are powerful. Keep organized records of:
- Lease agreements and insurance proofs
- Inspection reports and photos
- Maintenance and repair logs
- Written communication and notices
- Incident reports (e.g., noise complaints or damage)
Know When to Call the LTB
If things go sideways, like unpaid rent or serious lease violations, the Landlord and Tenant Board (LTB) is your legal route.
Stay prepared by:
- Get familiar with common LTB forms (like the N4 for non-payment)
- Following proper timelines and documentation
- Consulting the LTB’s website for updates and tenant rights
Final Thoughts
A lease might only last 12 months, but the decisions you make can impact your reputation and property for years to come. Clear expectations, strong documentation, and proactive maintenance go a long way in protecting both.
At Ayr Farmers Mutual, we believe preparation is the best protection. Because when you're ready for anything, fewer things catch you off guard.
For more information, check out:
Talk to your Ayr Farmers Mutual Insurance Agent or Broker today about your insurance coverage, or request a free, no obligation quote on insurance.
Disclaimer: The information provided on this blog is for educational purposes only and is not intended as professional insurance advice. The coverage, terms, and conditions of each insurance policy are unique and subject to individual circumstances. The information provided does not guarantee the availability or suitability of any insurance policy for your specific needs. You should not rely on the information in the blog as an alternative to professional advice from your Insurance Broker or Insurance Company. If you have any specific questions about any insurance matter, please consult a Licensed Insurance Agent or Insurance Broker for personalized advice and guidance.