Showings & Pre-Screening Tenants in BC
Pre-screen first, show second. This module covers PIPA-compliant information collection (OIPC P18-01 always/sometimes/never framework), batch showing logistics, and tenant selection decisions that avoid human rights and privacy complaints.
Why Pre-Screening Comes Before Showings
Most landlords jump straight to showings. They post the ad, replies flood in, and they start booking tours for anyone who asks. That's backwards. Showings cost time — yours and the applicant's. Without a filter, you end up running tours for people who can't afford the rent, want to move in six months from now, or have four large dogs in a no-pet building.
Pre-screening is a 5-to-10-minute conversation (or form) that happens before the showing. It lets you confirm the basics — move-in date, occupant count, income range, pets — so you only schedule viewings for people who are actually a fit. Done right, pre-screening cuts wasted showings by half or more and improves the quality of your applicant pool.
Key Point
Pre-screen first, show second. The same 7 questions, in the same order, for every applicant. Consistency is both more efficient and more legally defensible than ad hoc conversations. (Source: OIPC P18-01; BC Human Rights Code s. 10.)
What You Can Ask: The OIPC "Always / Sometimes / Never" Framework
In 2018, BC's Office of the Information and Privacy Commissioner published Investigation Report P18-01: "Always, sometimes, or never? Personal information and tenant screening." This report is the definitive guide for what landlords can and can't collect from prospective tenants under PIPA. The OIPC followed it with a detailed Guidance Document for private-sector landlords in September 2019.
The framework breaks information into three categories. This matters because collecting the wrong information — even with good intentions — can trigger a PIPA complaint or a human rights complaint, and the OIPC has made clear that "many landlords collect too much."
| Category | Information | Notes |
|---|---|---|
| Always | Name and contact info | Required for communication |
| Always | Number of occupants | For unit suitability / occupancy limits |
| Always | Pets (type, size, number) | Property policy enforcement |
| Always | Rental references (current + previous landlord) | Directly relevant to tenancy history |
| Always | Employment / income verification | Ability to pay rent |
| Always | Desired move-in date | Scheduling and vacancy planning |
| Sometimes | Credit check / credit score | Only if references and employment verification are insufficient |
| Sometimes | Photo ID (view to verify identity) | View — do not photocopy or store unnecessarily |
| Sometimes | Vehicle info | Only if parking is included / relevant |
| Never | SIN (Social Insurance Number) | Too sensitive; not needed for tenancy |
| Never | Banking information (account #, balances) | Not authorized before tenancy |
| Never | Driver's licence number | Not needed for tenancy decisions |
| Never | Social media accounts / passwords | Not "publicly available" under PIPA |
| Never | Criminal record check (blanket) | Not reasonable for standard residential tenancies |
| Never | Personal essay / hobbies / health details | Unrelated to tenancy suitability |
Source: OIPC Investigation Report P18-01 (2018) and OIPC Guidance Document: Private Sector Landlords and Tenants (2019).
Caution
Credit checks are not a blanket entitlement. The OIPC states that a landlord should only request a credit check when the applicant "cannot provide sufficient references about previous tenancies or satisfactory employment and income verification." If references and income check out, you don't need the credit report.
☑ Pre-Screen Question Checklist
Use these 7 questions in this order for every applicant. Check off each as you ask it.
How to Run an Efficient Showing
Showings are where you convert qualified pre-screened applicants into signed tenancies. A professional, well-organized showing does two things: it helps the tenant decide faster, and it positions you as a competent landlord people want to rent from.
Batch Showings Save Time
Schedule 4 to 6 pre-screened applicants in a 60-to-90-minute window. This is more efficient than individual tours and creates natural urgency — applicants see that other people are interested, which speeds up decisions. Walk each group through the unit the same way. Cover the layout, explain how utilities work, point out any building rules, and answer questions.
What to Cover During the Showing
Walk through the space in a natural order: entrance, living area, kitchen, bedrooms, bathrooms, laundry, storage, and outdoor space. While walking, mention rent, what's included, parking, pet policy, move-in timeline, and how to apply. Hand out (or email) a one-page feature sheet so they don't have to take notes.
📅 Showing Day Preparation Checklist
Complete these before your first showing of the day.
After the Showing: Application and Decision
Once applicants have seen the unit, send them the application link the same day — ideally before they leave. Set a clear deadline (e.g., "applications close Friday at 5pm") and a decision timeline (e.g., "we'll notify all applicants within 48 hours of the deadline"). Speed matters. In a soft market, qualified tenants are also viewing other units. If your process takes a week, they sign somewhere else.
What to Collect on the Application
Keep it minimal and purpose-specific, following the OIPC framework above. A compliant application typically includes: full name, contact information, number of occupants, employment details or proof of income, landlord references (current and previous if available), and a consent form for reference checks. Add a credit check consent line only if references or income verification are insufficient.
Caution
Do not ask for a SIN, bank account numbers, social media accounts, or a criminal record check on a standard residential application. The OIPC has explicitly classified these as information landlords should "(almost) never" collect. Over-collection increases your complaint risk and reduces applicant trust. (Source: OIPC P18-01, Findings 1–9; OIPC Guidance Document 2019.)
Making the Decision: Document It
When you choose a tenant, write down the reason you chose them — and the reason you didn't choose each other applicant. Keep it factual: "Applicant A selected — stable employment, strong references from two previous landlords, move-in date aligned." For declined applicants: "Applicant B — application incomplete, no references provided." Avoid subjective language ("didn't seem reliable," "gut feeling"). These notes are your defence if a human rights complaint is filed.
Key Point
The BC Human Rights Code s. 10 protects 15 grounds including family status, age, lawful source of income, place of origin, and disability. You can ask about ability to pay rent and rental history. You cannot ask about — or base decisions on — where someone was born, how old they are, whether they have kids, or what their source of income is (as long as it's lawful). Same questions, same criteria, same documentation for every applicant.
Key Takeaways
What to Remember from This Module
- Pre-screen every applicant with the same 7 questions before scheduling a showing. Consistency is your legal defence and your time-saver.
- Follow the OIPC "always / sometimes / never" framework for information collection. Never collect SIN, banking info, social media, or blanket criminal checks.
- Credit checks are not a blanket right — only request one when references and employment verification are insufficient (OIPC P18-01).
- Run batch showings (4–6 people per block), follow up the same day, and set clear application deadlines and decision timelines.
- Document every decision with objective reasons. "Insufficient references" is defensible. "Didn't seem right" is not.
Action Checklist
Apply What You Learned
Common Questions
Frequently Asked Questions
No. Always pre-screen first. A 5-to-10-minute call or form filters out unqualified applicants and saves you hours of wasted showings. Only invite people who pass your basic criteria (move-in timing, occupant count, income range, pet policy).
No. Place of origin, ancestry, and race are protected grounds under BC Human Rights Code s. 10. Keep questions focused on ability to pay rent, rental history, occupant count, and compliance with property rules. Do not ask where someone is from or about their immigration status.
No. The OIPC classifies SIN as information landlords should "(almost) never" collect. It's highly sensitive and not necessary for tenancy screening. Credit checks use other identifying information — they don't require a SIN.
Only when the applicant can't provide sufficient landlord references or satisfactory employment and income verification. The OIPC has stated that credit checks are not a blanket entitlement (P18-01). You also need written consent before running one, and you should inform the applicant that the check could affect their credit score.
The OIPC has explicitly stated that social media is not a "publicly available source" under PIPA. Viewing an applicant's social media without consent constitutes collection of personal information and is problematic because you'll inevitably collect more information than is reasonable — including information about protected grounds (race, family status, religion, etc.). Avoid it. (Source: OIPC P18-01 Finding 5; OIPC Social Media Guidance 2017.)
Three things: (1) Same questions for every applicant, in the same order. (2) Same objective criteria applied to everyone (income threshold, occupancy limits, pet policy, move-in timing). (3) Written documentation of why you chose one applicant over others. Consistency plus documentation is your strongest defence.
Do not ask about family composition or whether someone has children. Family status is a protected ground under BC Human Rights Code s. 10. You can ask "how many people will live in the unit?" — that's an occupancy question, which is legitimate. But "do you have kids?" is a family status question, which is not.
No. "Lawful source of income" is a protected ground in BC. You cannot refuse to rent to someone because they receive social assistance, disability benefits, or any other legal source of income. You can assess whether their total income is sufficient to meet your income-to-rent standard — as long as you apply that standard consistently to everyone.