Landlord's & Tenant's Checklist

Checklist for the rent

It’s important you be as specific as possible when it comes to the tenant’s responsibilities relating to rent.

• Rent amount and frequency of payment.
• When it’s due.
• How it’s collected.
• What happens if it’s not paid on time.
• When may it be increased and by how much.

Each province has rules regarding rent increases. For example, in ON, you must check the Government website to see themaximum allowable rent increase for the current year (or you can visit a branch or call the information line). You then need to give the tenant notice of the increase using the Notice of rent increment to notify the tenant of the increase. You must provide notice three whole months’ before the rent increase taking effect.

Checklist for the beginning of a tenancy

Next, it’s important you describe when the tenancy begins, any deposits that are required, and other important aspects with your new tenant.

• Term: Do you require tenancy for a fixed term, or will itbe on a month to month basis? If it’s for a fixed term, you may want to state what will happen at the end of the term. For example, will the tenant be moving out, will the term change to periodic (month to month), or will a new fixed term agreement be signed?
• Security deposit: Is one required and if so, how much? In ON, the security deposit cannot be more than one month’s rent.Be sure you know the rule in your province.
• Pet deposit: If you are allowing pets, you may want adamage deposit in case of any damage caused by the pet.In Ontario, if this fee is refundable, it becomes part of the security deposit. The total cannot exceed the full amount of the first month’s rent. Be sure to check the rules in your province.
• Inspection: When will you hold the move-in or move-out inspection with the tenant? In Toronto, landlords and tenants must complete a move-in and move-out inspection report within one week of moving in or out.
• Tenancy agreement: What is included? This agreement outlines the terms of the relationship that will exist between the landlord and the tenant. In ON, the Tenancy Agreement must be in writing, signed by both parties, and a copy must be provided to the tenant.
• Parking: Is a parking space provided? If so, is there a fee or is it included in the rent? Is there parking set aside for guests?
• Secure storage: Is a storage area provided for the tenant?
• Laundry: What sort of laundry facility is provided, if any?
• Utilities: Is the cost of utilities included in the rent, or will that be an additional expense for the tenant?
• Rules: Any other specific building rules that need to be discussed?

Checklist for during the tenancy term

Listed below are things to discuss with the tenant that will apply during the term of the lease.

• Access to the unit: When can you, as the landlord,enter the unit? Each province outlines specific rules with regard to when you can enter the rental unit, and what type of notice you need to provide to the tenant. In most locations, the minimum notice is 24 hours, unless the tenant agrees to give you access sooner. There are exceptions,such as in the case of emergency.
• Common areas: What are the common areas, if any?
• Emergency contact: Who can the tenant call in case of any problem?
• Yard work: If there is a yard, whose responsibility is it totake care of things such as cutting the grass and snow removal?
• Repairs: Who is responsible for repairs?
• Occupancy: What if another person is to move in with the tenant?
• Disputes: What is the first step to take, should there be a dispute between the tenant and the landlord?

Checklist for ending the tenancy

As the lease comes to an end, or if either party is looking to end the lease early, it’s important to consider the following:

• Notice: What notice is required, and how should it be delivered? Refer to your local government website for specific rules for your province.
• Change of use: What if you decide to sell or change the useof the rental property? In ON, if you sell the property or amember of your family or the new owner’s family wants to move into the property, you are required to give two months’notice to end the tenancy for landlord’s use of premises. If this is a fixed term agreement, the move out date cannot be before the end of the fixed term. Also, the landlord is required to give the tenant one month’s rent as compensation. Be sure you know the rules in your province.
• Moving: If the tenant wants to move out before the fixed term is over?
• Inspection: When will the final inspection take place?
• Return of deposit: Have the tenant provide an address to which you can send the return security deposit.