How to Give a Landlord Reference for a Former Tenant in Ontario

A landlord reference is a short statement from a former landlord or property manager that confirms facts about a past tenancy, such as dates, rent history and unit condition. Stick to what your records show, share it only with the tenant's consent, and leave out opinions and personal details. This guide covers what to say, what to avoid, a sample letter and how to handle a bad tenancy.

What a landlord reference is and who asks for one

A new landlord who is screening an applicant often asks the previous landlord about the tenancy. The questions are usually simple. Did this person rent from you, and when? Did they pay as agreed? How did they leave the unit? The answer can come by phone, by email or as a letter, which some people call a rental reference or reference letter.

A property manager reference letter is the same document. It comes from the manager who ran the tenancy for the owner, using the ledger, notices and inspection records they kept. Our guide to reference checks on applicants covers the other side of the call.

Giving a reference is a choice you make. It is not a step in any LTB notice or application. If you do give one, treat it as handing over someone else's personal information, because that is what it is.

Before you say anything: consent, identity and privacy

Federal privacy law, the Personal Information Protection and Electronic Documents Act (PIPEDA), sets ground rules for how businesses handle personal information in the course of commercial activity. The Office of Consumer Affairs says a landlord must have consent to share a person's personal information with a third party, and uses a credit check as its example. The Privacy Commissioner of Canada's guidance for landlords advises getting consent for providing references, and says landlords have no right to pass payment history to informal "bad tenant" lists. Whether the law applies to your exact situation is a question for a lawyer.

In practice, four habits protect you and the former tenant:

1. Confirm the tenant agreed. Ask whether they named you as a reference, or ask for a short written note or email from them.
2. Check who is asking. Get the name, company and address of the unit they are renting out, then call back on a number you find yourself.
3. Answer only what is asked. A reference is not an invitation to volunteer more.
4. Keep a note. Record the date, who asked and what you said.

What you can say about a former tenant

The safest content is a fact you can back with a record. Good candidates:

• the unit address, the start and end dates, and whether the lease was fixed-term or month-to-month
• whether rent was paid on time, based on your ledger, and how many payments were late or missed in a stated period
• whether the tenant gave written notice and left on the agreed date
• the unit's condition at move-out compared with the move-in report, backed by dated photos
• any amount still owing, if your records show one
• formal notices you served, with the type and date

Leave these out:

• opinions and character labels such as "difficult" or "dishonest"
• second-hand claims and neighbour complaints that were never confirmed
• anything about family, health, immigration status, source of income or any other personal detail. The Ontario Human Rights Code prohibits discrimination in renting, including because someone receives public assistance, and a reference that hints at those topics can push the next landlord toward a discriminatory decision. See our guide to what landlords can and cannot ask.

A false statement that damages someone's reputation can lead to a defamation claim. Sticking to documented facts is the practical protection. If you are unsure about a particular sentence, ask a lawyer before you send it.

Sample landlord reference letter

Adapt this to your records and delete any line you cannot support.

[Date]

To [name of prospective landlord or property manager]

Re: Tenancy reference for [tenant's full name], provided with the tenant's consent

I am the [owner or property manager for the owner] of [unit address]. [Tenant's name] rented this unit from [start date] to [end date] under a [fixed-term or month-to-month] lease.

According to my rent records, rent was [paid on or before the due date every month, or paid late in a stated number of months]. [No formal notices were given during the tenancy, or I gave a stated notice on a stated date.]

[Tenant's name] [gave written notice and moved out on the agreed date]. The unit was returned in [condition, compared with the move-in report].

This letter states only facts from my records. I cannot comment on matters beyond what is written here. You can reach me at [phone or email].

[Name, role and signature]

How to answer a reference request after a bad tenancy

You have three sensible options, and the first is the simplest.

1. Confirm dates only. Say you can confirm the unit address and the start and end dates. Apply the same policy to every former tenant, good or bad, so no one can say you singled them out.
2. State documented facts, without adjectives. "Rent was late in [number] of the last [number] months, per my ledger. I served an N4 on [date]." Let the record speak.
3. Decline politely. "I do not provide references beyond dates." Keep the same wording for everyone.

If the Landlord and Tenant Board issued an order, describe it as it appears on the order rather than in your own words, and check the wording with the Board or a lawyer if you are unsure. If the former tenant later disputes what you said, keep the ledger, notices and move-out report, plus a copy of exactly what you sent. Dated photos and condition reports from your move-out inspection are the records to keep for exactly that situation.

If you are the one asking for a landlord reference

Tenants and applicants can make a reference easier to get. Name your previous landlord on the application, tell them to expect a call and give your consent in writing. Ask for a short letter before you move out, while the details are fresh. A landlord who keeps good records can write it in minutes.

Owners who screen applicants should ask every applicant the same reference questions and keep a record of the answers. D&D Property Management's tenant screening work includes landlord and personal references, applied consistently to every applicant, with decision records for the owner.

Landlord reference questions answered

What is a landlord reference?

A landlord reference is a statement from a former landlord or property manager about a tenancy. It usually confirms the dates, whether rent was paid on time and how the unit was left. The next landlord uses it with credit information and income checks to decide whether to rent to the applicant.

Do I have to give a reference for a former tenant?

Giving a reference is a choice, not a step in any LTB notice or application. Many landlords confirm dates only and apply that policy to every request. If a former tenant is pressing you for more or you are unsure, a lawyer or licensed paralegal can advise on your situation.

Can I mention late rent or an LTB filing in a reference?

Late payments that your ledger shows are the kind of fact references usually cover. Confirm the tenant agreed to the reference, share only what was asked and use plain, documented wording. If the tenancy ended in a dispute, get legal advice about the exact words before you send them.

What is a property manager reference letter?

It is a reference written by the property manager who ran the tenancy for the owner. It covers the same facts as a landlord reference: dates, rent history and unit condition. The manager should write it from the records they keep and with the owner's approval and the former tenant's consent.

Devon Moore, Operations Lead Co-Founder & Operations Lead — D&D Property Management

Devon Moore is the co-founder and Operations Lead at D&D Property Management, managing rental properties across Kitchener-Waterloo, Cambridge, Guelph and Waterloo Region.