Module 5: Mastering Showings & Pre-Screening Tenants in British Columbia | Landlordpass.com

Module 5 — Showings & Pre-Screening

Mastering Showings & Pre-Screening Tenants

Legal Compliance in BC's Tenant Evaluation Process

Pre-screening questions, professional showings, tenant applications, PIPA compliance, Human Rights Code guardrails, RTB forms

Pre-Screening Filters First

A short pre-screen call can remove unqualified applicants before showings. Poor screening can lead to eviction risk, unpaid rent, and property damage exposure.

Standardized Questions Protect You

Ask the same core questions for every applicant, document answers, and make decisions based on objective criteria to reduce discrimination and complaint risk.

Privacy Compliance Matters

Collect only what you need, obtain consent, store securely, and retain for a reasonable period. Over-collection increases legal risk and reduces applicant trust.

Module Summary

Once your listing is live, inquiries come in fast. Your goal is to convert the right inquiries into the right tenancy—without creating legal or privacy exposure. This module gives you a standardized pre-screen script, showing workflow, compliant application package, and documented decision process.

Key Outcomes:

Reduce wasted showings with pre-screen filters
Run professional showings that speed up decisions
Collect consistent, defensible applicant info
Stay within Human Rights + privacy guardrails

1. The Problem: Showings Create Risk (Not Just Opportunity)

Most landlords treat showings as “open house” events. In reality, showings are a high-risk operational step: you are giving strangers access to your asset, while also collecting personal information that is regulated by privacy laws. Without a standardized process, landlords typically experience:

Wasted time from unqualified showings and incomplete applications
Higher discrimination exposure due to inconsistent questions or subjective judgments
Privacy risk by over-collecting documents or storing data insecurely
Lower conversion due to slow follow-up and unclear next steps

The most common failure is not “bad tenants.” It is a weak process that allows unqualified applicants to consume time, and qualified applicants to slip away.

Why Pre-Screening Matters

Pre-screening is the gatekeeper step. Done properly, it reduces the volume of showings, increases the quality of applicants, and creates documentation that supports your final decision.

2. Mechanism: The Pre-Screen → Showing → Application Pipeline

In BC, your best defense is a standardized, repeatable pipeline that treats each applicant fairly and consistently. The recommended flow:

Inquiry intake (auto-response + pre-screen link or message template)
Pre-screen call (5–10 minutes, same questions every time)
Showing (professional schedule, controlled access, documented attendance)
Application package (consent + standardized documents list)
Decision + documentation (objective criteria, notes retained)

2.1 The 9-Question Pre-Screen Script (Standardized)

Use this script for every applicant (same order, same wording).

1) Desired move-in date?

2) How many occupants, and relationship (roommates/family)?

3) Any pets? (type, size, number)

4) Smoking/vaping? (yes/no)

5) Employment status and monthly household income range?

6) Reason for moving?

7) Rental history (current landlord reference available)?

8) Any issues with credit checks (if required for this property)?

9) Are you comfortable with the rent/utility structure as advertised?

Document the answers. Consistency is your legal defense: it proves you used the same process for everyone.

2.2 Showing Design: Control the Experience

Batch viewings (e.g., 20–30 minute blocks) to reduce time loss
Entry control: do not leave personal items visible; restrict access to locked rooms if needed
Property narrative: explain the rules, utilities, and “how the home works” to avoid future disputes
Clear next step: application link + deadline + decision timeline

2.3 Application Package: Collect Only What You Need

Collecting too much is a privacy risk; collecting too little is a screening failure. Use a standard package:

Government photo ID (verify identity; do not over-copy or store unnecessarily)
Employment letter or proof of income
Recent pay stubs (or bank statements if self-employed)
Landlord references (current + previous if available)
Consent form for credit/reference checks

Avoid collecting SIN, full banking logins, or unrelated personal details. Over-collection increases privacy and complaint exposure.

3. Failure Point: The Most Common Mistakes

3.1 Inconsistent Questions (Discrimination Exposure)

Mistake: Asking different applicants different questions based on assumptions.

Why it fails: Inconsistency creates Human Rights risk and makes your decision hard to defend.

Fix: Use the same script for every applicant. Record answers.

3.2 Unstructured Showings

Mistake: “Come anytime” showings or unsupervised access.

Why it fails: Increased safety risk and lower conversion quality.

Fix: Use scheduled windows, require pre-screen completion first, and keep attendance logs.

3.3 Collecting Too Much (Privacy Risk)

Mistake: Demanding full financial statements, SIN, or unrelated personal details.

Why it fails: Triggers privacy complaints and reduces applicant trust.

Fix: Collect only what is necessary, with consent.

3.4 No Clear Timeline

Mistake: Applicants do not know the next step or decision timing.

Why it fails: Qualified applicants accept other units first.

Fix: Set a clear deadline and response time (e.g., “decisions in 48 hours”).

If your process is unclear, you lose your best applicants—and keep the worst ones who have no other options.

4. Defensive Protocol: A Repeatable, Legally Safer Workflow

4.1 Inquiry Auto-Response Template

Template: “Thanks for your inquiry. To book a showing, please reply with: (1) move-in date, (2) number of occupants, (3) pet details, (4) employment/income range. If it fits, we’ll confirm a viewing time.”

4.2 Pre-Screen Pass/Fail Rules (Objective)

Define your minimum thresholds before you meet applicants. Example: income-to-rent ratio, max occupants, pet policy, smoking policy, move-in date range. Apply consistently.

Criteria	Example Standard	Why It Matters
Income	Household income ≥ 3x monthly rent (guideline)	Reduces arrears risk
Occupancy	Within suitable occupancy for unit size	Avoids overcrowding disputes
Pets	Allowed / not allowed / size limit	Consistent policy avoids conflict
Smoking	No smoking/vaping (if policy)	Reduces property damage risk
Move-in timing	Within 30 days of availability	Prevents long holding costs

4.3 Showing Day Checklist

Remove valuables, documents, and personal identifiers
Open blinds, turn on lights, ventilate
Prepare printed feature sheet (rent, utilities, parking, rules)
Log attendee names + contact (for follow-up)
Send application link + decision timeline after the showing

4.4 Application Handling Protocol

Use a consistent checklist and keep records. If you decline an applicant, document the objective reason (e.g., incomplete application, insufficient income, references not provided). Avoid subjective language.

5. Compliance Alignment (BC)

5.1 Human Rights Guardrails

Do not ask or decide based on protected grounds (e.g., race, ancestry, place of origin, family status, religion, disability, sexual orientation, gender identity). Keep questions tied to tenancy performance and property suitability.

Safer focus areas: income ability, references, occupancy, pet policy, smoking policy, move-in timing, and adherence to building rules.

5.2 Privacy (PIPA) Principles

Collect only necessary personal information, obtain consent for collection/use/disclosure, store securely, and retain only as long as needed. Provide transparency about what you collect and why.

5.3 Residential Tenancy Act (RTA) Notes

Showings occur before tenancy begins, but you must still behave professionally and consistently. For deposits and rent collection rules, follow RTA requirements and RTB-approved forms for agreements and notices.

6. FAQ (Top 20) — Showings & Pre-Screening

Q1: Should I do showings before pre-screening?

No. Run a short pre-screen first. It reduces wasted showings and improves applicant quality.

Q2: What’s the ideal pre-screen call length?

5–10 minutes. Ask the same core questions in the same order for everyone.

Q3: Can I ask about nationality or immigration status?

Avoid it. Keep questions focused on ability to pay rent, references, occupancy, and rules compliance.

Q4: Can I ask why they are moving?

Yes, but keep it neutral. It helps understand timing and stability; avoid probing into protected grounds.

Q5: What documents should I request initially?

Use a minimal package: ID verification, proof of income, references, and a consent form for checks.

Q6: Should I collect SIN?

Generally no. It’s highly sensitive and usually unnecessary for tenancy screening.

Q7: Can I collect bank statements?

Only if necessary (e.g., self-employed) and with care. Collect the minimum needed and store securely.

Q8: Do I need written consent for credit checks?

Yes. Obtain clear consent before running credit or reference checks.

Q9: How do I avoid discrimination complaints?

Use standardized questions, apply objective criteria consistently, and document decisions.

Q10: Should I do open houses?

Only if controlled. Prefer scheduled windows with pre-screen requirements and attendance logs.

Q11: How many applicants should I shortlist?

Typically 3–5 strong candidates. Too many creates delays; too few reduces options.

Q12: What if an applicant refuses to provide documents?

You can treat the application as incomplete. Document that the required information wasn’t provided.

Q13: How quickly should I follow up after a showing?

Same day when possible. Speed improves conversion and reduces “lost” applicants.

Q14: Can I hold the unit for someone without a deposit?

Be cautious. Use clear written terms. Avoid informal promises that create disputes.

Q15: Should I log who attended showings?

Yes. It improves security, follow-up, and recordkeeping if disputes arise.

Q16: Can I refuse pets?

Depends on your building rules and policy, but apply your pet policy consistently and disclose it upfront.

Q17: Can I ask about children?

Avoid questions tied to family status. Ask about total occupants and suitability for the unit instead.

Q18: What’s the safest way to store applications?

Encrypted cloud storage with restricted access. Avoid leaving paper copies unsecured.

Q19: How long should I keep applicant data?

Keep only as long as necessary for the purpose (often 1–2 years for defensibility), then securely delete/destroy.

Q20: What’s the #1 mistake in tenant selection?

No standardized process. The fix is a consistent script + objective criteria + documented decision trail.

References & Sources

Residential Tenancy Act (BC) – https://www.bclaws.gov.bc.ca/civix/document/id/complete/statreg/02078_00
Residential Tenancy Branch (RTB) – https://www2.gov.bc.ca/gov/content/housing-tenancy/residential-tenancies
BC Human Rights Code – https://www.bclaws.gov.bc.ca/civix/document/id/complete/statreg/96210_00
Personal Information Protection Act (BC PIPA) – https://www.bclaws.gov.bc.ca/civix/document/id/complete/statreg/03063_00
Office of the Information and Privacy Commissioner (BC) – https://oipc.bc.ca/
TRAC (Tenant Resource & Advisory Centre) – https://tenants.bc.ca/
LandlordBC – https://www.landlordbc.ca/

Note: Always keep your forms and consent language updated to match current RTB and privacy guidance.

This content is for educational and informational purposes and does not constitute legal advice. Information is current as of January 2026 and aligns with BC's Human Rights Code, Personal Information Protection Act (PIPA), and Residential Tenancy Act (RTA).

Before implementing pre-screening processes or tenant selection criteria, consult a lawyer familiar with BC rental property law to ensure full compliance with fair housing and privacy regulations.

This module is part of the Landlordpass.com research series (Module 5 of 7) and reflects evidence-based pre-screening methodology for BC landlords in 2026. Module 6 will build on this foundation with formal tenant screening—credit checks, reference verification, employment confirmation, and final approval decisions.

Research Founder Jimmy Ng • Landlordpass.com