Abstract
Once inquiries arrive, the landlord’s biggest risk is wasting time on unsuitable applicants—or worse, collecting personal information improperly. This module provides a standardized, BC-compliant process to (1) pre-screen inquiries before scheduling a showing, (2) run a professional showing that sets clear expectations, and (3) transition to a formal application with lawful consent for checks and proper record handling. The approach reduces disputes, protects privacy, and increases the probability of selecting a stable tenant through consistent questions and documented decisions. [1][2][3]
1. Introduction: The Two-Way Evaluation
A showing is not a “sales event.” It is a two-way evaluation where both parties confirm fit, expectations, and professionalism. In a softer 2025–2026 rental market, landlords can be more deliberate: fewer rushed approvals, more standardized screening, and better documentation. The cost of a wrong decision (non-payment, damage, dispute time) is typically far higher than the cost of a structured pre-screen. [1][3]
Use the same pre-screen questions for every inquiry, document answers, and apply the same criteria to every applicant. Consistency is your legal and operational protection. [2][3]
2. Pre-Screening: Your First and Most Powerful Filter
2.1 The Pre-Screen Call or Email (5–15 minutes)
Ask concise, standardized questions before scheduling a viewing.
- “Have you reviewed the ad (rent, utilities, lease terms)?” – confirms seriousness.
- “What interests you about this property/location?” – checks alignment.
- “How many occupants will live here?” – confirms reasonable occupancy (avoid family-status probing).
- “Where are you currently employed or studying?” – starts stability verification.
- “We require tenant insurance—are you familiar with that?” – tests preparedness.
- “Can you provide landlord references?” – sets expectation for verification.
- “We do credit checks with written consent—are you comfortable?” – privacy transparency.
- “Any history of formal disputes/evictions?” – tone and response matter.
- “This property has [shared laundry/yard/utility allocation]—comfortable?” – avoids surprises.
Avoid questions tied to protected grounds (e.g., family status details, age, race, religion, disability, sexual orientation, gender identity). Focus on tenancy suitability: payment ability, occupancy, references, and stated needs that relate directly to the unit. [2][4]
2.2 What You Can Ask vs. What You Cannot Ask
| What you CAN ask (tenancy relevance) | What you should NOT ask (risk of Human Rights breach) |
|---|---|
| Employment / income stability (not source discrimination) Rental history & landlord references Reasonable occupancy for the unit size/safety Move-in date availability Consent-based credit check readiness | “Are you married?” / “Do you have children?” (family status) “How old are you?” (age) Race, religion, ancestry, origin Disability/health information Sexual orientation, gender identity, political beliefs “Are you on social assistance?” as a rejection ground (lawful income source) |
2.3 Red Flags During Pre-Screening
- Cannot restate rent/terms after “reading the ad.”
- Evasive employment or housing history answers.
- Refuses references or objects to consent-based checks.
- Requests waiver of deposit, skipping screening, or unusual lease changes on first contact.
- High pressure / urgency tactics (“I’ll pay now, send keys”).
3. Pre-Showing Research: Brief Online Check (Within Legal Bounds)
3.1 What’s Permissible
- LinkedIn / public employer verification to confirm plausibility of employment claims.
- Public RTB decisions (if publicly accessible) as context—use carefully and consistently.
- Public social media only (no passwords, no private access). Focus on tenancy-relevant behavior.
3.2 What’s Not Permissible
- Searching criminal records without proper consent and lawful purpose.
- Accessing private accounts or requesting passwords.
- Deep-diving into protected characteristics or health/financial data unrelated to tenancy.
If it’s public and clearly relevant to tenancy suitability, it may be usable. If it feels invasive, requires consent, or risks discrimination, keep it out of pre-screening. [3][4]
4. Conducting the Professional Showing
4.1 Preparation
- Arrive early: clean, bright, ventilated, and safe.
- Bring a fact sheet: utilities estimate, strata rules, parking, building policies.
- Be ready for next steps: application link/tablet + overview of process timeline.
4.2 During the Showing
- Transparency first: disclose known issues (e.g., past leak remediated, construction nearby).
- Explain expectations: insurance requirement, communication norms, maintenance reporting.
- Professional observation (not judgment): punctuality, respect for property, reasonable questions.
Do not audio/video record a showing unless you have explicit consent and a lawful purpose. When in doubt, do not record. [3][4]
4.3 Transitioning to Application
- Offer the application: on the spot digitally or by email.
- Explain steps: consent → checks → decision window (e.g., 2–3 business days).
- Fairness statement: same criteria for all applicants.
5. Compliance & Official Forms
5.1 Core RTB Forms to Reference
| Form | Purpose | When it matters in Module 5 |
|---|---|---|
| RTB-1 | Residential Tenancy Agreement (standard BC lease) | Set expectation that the tenancy uses the official lease; do not “invent” terms informally. [5] |
| RTB-51 | Confirmation of Service by Email | If you rely on email for documents/notices, establish this properly. [6] |
| RTB-27 | Condition Inspection Report | Explain that move-in/move-out condition is documented for fairness. [7] |
5.2 PIPA: Data Collection & Consent (Practical Summary)
- Consent: obtain written consent before credit/reference checks and collecting sensitive data.
- Purpose statement: clearly state why you collect each category of information.
- Reasonable collection: collect only what’s necessary (avoid SIN unless truly needed).
- Security: store applications securely (password-protected, limited access).
- Retention: keep records only as long as needed; then securely destroy. [3]
Put a clear consent paragraph in your application: what you collect, why, who you share with (e.g., credit bureau / screening vendor), and how long you keep it. [3]
6. Top 20 Common Questions (Showings & Pre-Screening)
| Question | Answer (BC-focused) |
|---|---|
| Q1. Can I ask about family status? | No. Avoid marital/children questions. Ask only reasonable occupancy needs for the unit. [2] |
| Q2. Can I request a SIN? | You may request, but it’s generally not required for credit checks; collect only what’s necessary. [3] |
| Q3. Can I refuse an applicant on social assistance? | No—lawful source of income is protected; evaluate ability to pay using consistent criteria. [2] |
| Q4. Is it legal to do a quick online search? | Yes for public info and tenancy relevance; avoid discriminatory or invasive searches. [3][2] |
| Q5. Can I record a showing? | Not without explicit consent and a lawful purpose; avoid recording by default. [3] |
| Q6. What if someone brings a partner/family to the showing? | Normal and allowed. Keep the same process and criteria. [2] |
| Q7. Can I charge an application fee? | No—application fees are not permitted in BC. [1] |
| Q8. How long should pre-screening take? | Typically 5–15 minutes; if much longer, there may be red flags or low seriousness. [1] |
| Q9. Can I require tenant insurance? | You can set this expectation; include the requirement clearly in the tenancy terms and onboarding process. [5] |
| Q10. What if the applicant wants to waive the deposit? | Security deposit rules are set by law; “waive/skip deposit” pressure is a red flag. [1] |
| Q11. Can I ask about immigration status? | No. Verify identity with ID, but do not screen based on citizenship/immigration status. [2][3] |
| Q12. Can I accept e-signatures? | Yes—electronic signatures are commonly used; ensure records are retained securely. [3] |
| Q13. What if multiple applicants want the unit? | Use standardized criteria (income stability, references, consented checks) and document your decision. [2][3] |
| Q14. How fast should I follow up after a showing? | Within 24 hours for serious interest—set a clear decision timeline. [1] |
| Q15. Can I show multiple applicants the same day? | Yes—prefer staggered times to reduce confusion and protect privacy. [3] |
| Q16. What if an applicant has an ESA claim? | Handle as accommodation: request appropriate documentation; avoid assumptions. [2] |
| Q17. Can I call an employer during pre-screen? | Do it during formal screening with consent; avoid unprompted calls at pre-screen stage. [3] |
| Q18. Can I decide based on “gut feel”? | High risk. Use documented, consistent criteria; avoid bias and discrimination exposure. [2] |
| Q19. How should I store applications? | Password-protect and limit access; keep only as long as necessary then destroy securely. [3] |
| Q20. What should I mention during a showing to reduce disputes later? | Clear expectations: official RTB lease use, inspection report (RTB-27), notice method (RTB-51), house rules, and maintenance process. [5][6][7] |
7. Conclusion
Module 5 is about preventing preventable problems: pre-screening filters out poor-fit inquiries, professional showings set expectations early, and a compliant application process protects privacy and reduces disputes. Standardized questions, consent-driven checks, and correct RTB documentation are the operational baseline for a smart BC landlord. [1][2][3]
References & Bibliography
- [1] LandlordPass Module 5 Research Paper (January 2026).
- [2] BC Human Rights Code (housing discrimination / protected grounds).
- [3] BC Personal Information Protection Act (PIPA) + OIPC guidance (private-sector privacy).
- [4] People’s Law School (plain-language housing discrimination guidance).
- [5] BC RTB-1: Residential Tenancy Agreement (standard lease).
- [6] BC RTB-51: Confirmation of Service by Email.
- [7] BC RTB-27: Condition Inspection Report.
Appendix: Quick Reference – Legally Compliant Pre-Screening Checklist
| DO | DON’T |
|---|---|
| ✔ Ask standardized questions (employment, rental history, occupancy) ✔ Disclose key terms early (rent, utilities, insurance requirement) ✔ Use written consent for credit/reference checks ✔ Keep notes and apply consistent criteria ✔ Store data securely and limit access | ✘ Ask about race, religion, age, disability, family status details ✘ Pressure applicants for invasive personal data ✘ Record showings without consent ✘ Charge application fees in BC ✘ “Wing it” with inconsistent criteria |