Showings & Pre-Screening
You spent good money on the ad. Now 80 people want to see the place. Here is how you stop wasting your weekends on the wrong ones — and stay out of the BC Human Rights Tribunal while you do it.
What Is Happening Right Now in BC
In Metro Vancouver and Victoria, a decent rental ad gets 50 to 200 replies in the first 48 hours. Most landlords say yes to every showing request. That turns into a full weekend of tours — many of them wasted on people who cannot afford the rent, want to move in two months from now, or own three large dogs in a no-pet building. At the same time, the BC Human Rights Tribunal handles dozens of tenancy discrimination complaints every year. The same system that saves you time also keeps you out of those complaints.
Most Landlords Skip This Step — and It Costs Them
Here is what happens in most rental situations in BC. The ad goes up. Replies pour in. The landlord starts booking tours for anyone who asks. By Saturday afternoon, they have done eight showings and found zero good matches. Two people were looking for something six months away. Three others wanted to bring in five occupants for a one-bedroom. One person asked if they could skip the first month of rent.
All of that is avoidable. Pre-screening is a five-to-ten minute conversation — or a short intake form — that happens before any showing is booked. You ask the same seven questions to every person who contacts you. Move-in date. Number of occupants. Pets. Income range. Reason for moving. References. And whether they are comfortable with your advertised rent and terms. Anyone who does not match your criteria does not get a tour.
The Rule That Protects You
Same questions. Same order. Every applicant. Not because it is polite — because if you ever face a human rights complaint, your written record showing identical treatment for every person who contacted you is your strongest defence. (Source: OIPC P18-01; BC Human Rights Code s. 10.)
Four Mistakes That Lead to a Tribunal Complaint
The BC Human Rights Tribunal and the OIPC see the same problems come up again and again.
Mistake 1
Asking for too much personal information — SIN numbers, bank account details, or social media logins before a showing. OIPC P18-01 found this to be the most common violation among BC landlords reviewed.
Mistake 2
Asking different questions to different people — probing some applicants about family or income source but not others. Even if you did not mean to discriminate, inconsistency on paper looks exactly like discrimination.
Mistake 3
Running a credit check as the first thing you do — the OIPC is clear: a credit check is a last resort, not a starting point. If you have references and income confirmation, you do not need a credit report.
Mistake 4
Declining someone with no written reason — "didn’t feel right" or "just a gut feeling" will not hold up at the BC Human Rights Tribunal. You need a factual, objective note for every application you decline.
What You Are Actually Allowed to Ask: The OIPC Framework
In March 2018, BC’s Office of the Information and Privacy Commissioner released Investigation Report P18-01 — "Always, sometimes, or never? Personal information and tenant screening." It looked at 13 BC landlords and found that most collected more personal information than the law allowed. In September 2019, the OIPC published a follow-up Guidance Document specifically for private-sector landlords.
The framework gives you three categories. Always okay to ask. Sometimes okay, depending on the situation. And things you should never ask — because they either are not needed, are too sensitive, or will expose you to a privacy or human rights complaint the moment you collect them.
| Category | What It Is | The Plain Reason |
|---|---|---|
| Always | Name and contact information | You need this to communicate with them |
| Always | Number of occupants | You are checking if the unit fits the group — not asking who they are or how old |
| Always | Pets — type, size, and number | You have a right to enforce your pet policy |
| Always | Rental references from current and past landlords | The single best predictor of how someone will behave as a tenant |
| Always | Employment status and approximate income range | You are checking ability to pay — ask for a range, not a pay stub, at this stage |
| Always | Desired move-in date | Basic scheduling and vacancy planning |
| Sometimes | Credit check | Only if references and income verification are not enough. You need written consent and must tell the applicant it may affect their score. |
| Sometimes | Photo ID — view to confirm identity | Look at it; do not photocopy or keep on file unless necessary |
| Sometimes | Vehicle information | Only if parking is part of the tenancy |
| Never | Social Insurance Number (SIN) | Too sensitive. Not needed. The OIPC says so directly in P18-01. |
| Never | Bank account numbers or account balances | You are not a lender. Not authorized before a tenancy starts. |
| Never | Driver’s licence number | Not needed for a tenancy decision |
| Never | Social media profiles | OIPC Finding 5: not a publicly available source under PIPA. Exposes you to protected-ground information you were never supposed to see. |
| Never | Criminal record check as a blanket requirement | Not reasonable for standard residential tenancies in BC |
| Never | Ages of other people in the household | Age is a protected ground. Ask "how many" — never "how old." |
| Never | T4 slips, full tax returns, or bank statements | OIPC P18-01 documented a landlord who demanded T4s even after an employer letter was provided. The Commissioner said that was not proportionate. |
Source: OIPC Investigation Report P18-01 (March 22, 2018) and OIPC Guidance Document for Private Sector Landlords (September 2019).
Credit Checks Are Not a First Step
You can only run one when the applicant "cannot provide sufficient references about previous tenancies or satisfactory employment and income verification." If references and income check out, a credit report is not justified — and running one without proper consent is a PIPA violation risk. (Source: OIPC P18-01, Finding 3.)
☑ Pre-Screen Question Checklist
Use these seven questions for every single person who contacts you — phone, text, or intake form. Same wording, same order, every time.
Real Cases Where Landlords Got It Wrong
The BC Human Rights Tribunal and the OIPC both publish their decisions publicly. These are not made-up examples. The same situations come up repeatedly in BC.
The OIPC’s 2018 investigation documented one BC landlord who insisted on seeing T4 tax slips even after the applicant had already given them a letter from their employer confirming income and employment. The Commissioner found this was not proportionate to the purpose of tenancy screening — and was a violation of PIPA.
The same investigation found landlords who ran credit checks as a first step, before making any attempt to verify references or employment. That is not what PIPA allows. You need to try the less invasive verification first.
Family status is a protected ground under BC Human Rights Code s. 10. The Tribunal has ruled in multiple cases that landlords cannot base rental decisions on whether an applicant has children — and cannot ask questions that directly reveal family composition.
"Do you have kids?" is a family status question. You cannot ask it. "How many people will be living in the unit?" is an occupancy question. You can ask that. The difference between those two sentences is the difference between a legal pre-screen and a complaint at the Tribunal.
Lawful source of income is a protected ground in BC under Human Rights Code s. 10. You cannot turn someone away because they receive income assistance, disability benefits, a pension, or any other legal income source. The question you are allowed to ask is whether their total income meets your income-to-rent threshold — not where it comes from.
BC landlords who advertised "employment income only" or declined applicants after learning they received government support have faced tribunal orders including financial compensation and requirements to change their screening process.
The OIPC addressed social media directly in P18-01. The Commissioner found that social media is not a "publicly available source" under PIPA. Looking at someone’s social media profile without their consent is collection of personal information.
The problem is not just the privacy issue. A social media profile will almost certainly show you protected grounds — race, religion, family status, age — that you were never supposed to factor into your decision. Once you have seen it, it is very hard to prove you did not use it.
Showing a Unit That Is Still Occupied
Most training covers vacant unit showings. But what do you do when your current tenant is still living there and you need to find a replacement? This is where a lot of BC landlords get into trouble without realizing it.
Under RTA Section 29, you cannot walk into an occupied rental unit whenever you feel like it — not even to show it to a prospective tenant. There are rules, and if you break them, your tenant can file for dispute resolution at the RTB and ask for compensation.
Quiet Enjoyment — RTA Section 28
Even when each individual notice is correct, scheduling showings every single day or at inconvenient hours can still be a breach of quiet enjoyment under RTA s. 28. Arbitrators have ordered compensation to tenants in these situations. The best move is to sit down with your outgoing tenant early, offer a small goodwill gesture, and agree to a reasonable showing schedule in writing. (Source: RTA s. 28–29; BCREA Legally Speaking.)
The Practical Approach for Occupied Units
Talk to your outgoing tenant before you post the ad. Explain that you need to show the unit and ask if they would agree to a showing window — say, Tuesday evenings and Saturday mornings. Put it in writing. Offer something reasonable in return, like a small rent reduction for that month or flexibility on their move-out date. Most tenants will cooperate when you treat them like a person instead of an inconvenience. When they do not, go back to giving individual written notices per RTA s. 29 for each showing.
How to Run the Actual Showing
You have done the pre-screening. You have a list of qualified people who match on timing, income, pets, and occupancy. Now comes the showing itself. This part is simple if you are prepared going in.
Batch Showings Work Better Than One-at-a-Time Tours
Book four to six pre-screened people in a 60 to 90 minute window, staggered 15 minutes apart. You make one trip. You spend one afternoon. And there is a natural side effect — when applicants see that other people are also looking at the unit, they tend to make decisions faster. The one who hesitates knows someone else might say yes first. That is not manipulation. That is reality, and it is fair.
25 Years of BC Property Management — Jimmy Ng
"The landlords who fill units fast are not the ones with the nicest places. They are the ones who walk in prepared. Know your three best selling points before you open the door. Better natural light? Quiet street? New kitchen? Say it out loud. Applicants are looking at six units that same weekend. Give them one specific reason to remember yours when they are sitting at home that night deciding."
— Jimmy Ng, 3PM Real Estate Services Inc.
What to Walk Through
Move through the unit in a natural order. Entrance, living room, kitchen, bedrooms, bathrooms, laundry, storage, parking or outdoor space. While you walk, cover the basics out loud — rent, what is included, pet policy, parking situation, move-in date, and how they can apply. Before they leave, hand them a one-page feature sheet or text them a link. Give them a clear deadline: "Applications close Friday at 5 pm. We will contact everyone by Sunday."
📅 Showing Day Checklist
Run through this before your first showing. A clean, well-lit, well-prepared unit rents faster. Applicants notice the difference the moment they walk in.
After the Showing — Applications and the Final Decision
Send the application link the same day as the showing — ideally before applicants leave the building. Set a firm deadline and tell everyone what it is. A good tenant who is seriously looking is also viewing other units that same weekend. If your process drags on for a week, you have probably lost them already.
What a Proper Application Should Ask For
Keep it to what the OIPC says you are allowed to collect. A complete, compliant application includes: full name and contact information, number of occupants, current employment details and proof of income (a pay stub or employer letter — not a T4), landlord references with contact information, and a signed consent section covering reference checks. Add a credit check consent line, but make clear it will only be used if references and income verification are not sufficient.
Do Not Put These on Your Application Form
SIN numbers. Bank account numbers. Social media accounts. Full tax returns. Blanket criminal record checks. The OIPC has said these are things landlords should "almost never" collect from prospective tenants. Every unnecessary field on your form is another complaint waiting to happen. (Source: OIPC P18-01, Findings 1–9; OIPC Guidance Document 2019.)
Writing Down Your Decision — This Step Is Not Optional
When you choose a tenant, write down in plain language why you chose them. When you decline someone, write down why. Keep it factual. Keep it short.
- Selected: "Chose Applicant A — confirmed employment with employer letter, positive references from two previous landlords both contacted by phone, move-in date matches vacancy."
- Declined: "Applicant B — application submitted incomplete, no references provided." or "Applicant C — stated income below 2.5× monthly rent threshold applied consistently to all applicants."
Do not write "didn’t seem reliable" or "just had a feeling." Those phrases will not protect you if someone files a complaint. A factual note will.
BC Human Rights Code — Section 10 Protected Grounds
In BC, a landlord cannot refuse to rent or discriminate based on: race, colour, ancestry, place of origin, religion, marital status, family status, physical or mental disability, sex, sexual orientation, age (if 19 or over), Indigenous identity, and lawful source of income. You can ask about ability to pay rent and rental history. You cannot ask about or base any decision on the grounds listed above. (Source: BC Human Rights Code s. 10; TRAC; BC Human Rights Tribunal.)
The System That Keeps You Out of Trouble
After 25 years of managing BC rental properties through every kind of market, one thing is consistent. The landlords who avoid complaints and fill vacancies faster are not necessarily the ones with the nicest units. They are the ones with a repeatable system. The same questions every time. The same criteria every time. Notes on paper after every decision.
Jimmy’s Pre-Screen → Show → Select System
Every Person
Pre-Screened Only
Application Form
Notes Every Time
Legal Protection
What the RTB Looks for If Something Goes Wrong
If a complaint is ever filed — at the BC Human Rights Tribunal or with the OIPC — investigators look for consistency first. Did you ask the same questions to everyone? Did you apply the same criteria? Do you have notes showing factual, objective reasons for your decisions? If yes, and you have the paperwork to prove it, you are in a strong position. If not, you are explaining yourself from a weak position no matter what the real story was.
📋 Pre-Screen Log — What to Record for Each Applicant
Keep a simple log for every person who contacts you about the unit — whether or not they make it to a showing. A spreadsheet, notes app, or paper notebook all work. Keep it for at least one year after the tenancy starts.
Key Takeaways
What to Remember from Module 5
- Pre-screen before every showing. Same seven questions, same order, every person. That consistency is your legal protection and your biggest time-saver.
- Follow the OIPC P18-01 framework. Never ask for a SIN, bank account details, social media accounts, ages of household members, or full tax returns.
- A credit check is a last resort, not the first thing you do. Only run one if references and employment verification are not enough on their own. Always get written consent first. (OIPC P18-01, Finding 3.)
- For occupied units, RTA s. 29 requires a separate written notice for each showing — minimum 24 hours, between 8 am and 9 pm. A blanket notice covering a date range does not satisfy the law.
- BC Human Rights Code s. 10 protects 13 grounds including lawful source of income and family status. You can check whether someone can afford the rent. You cannot ask where the income comes from or whether they have children.
- Write down why you chose each tenant and why you declined the others. Keep it factual. "Insufficient references" holds up at the BC Human Rights Tribunal. "Gut feeling" does not.
Apply What You Learned
Your Action Checklist
Top 20 Questions
Frequently Asked Questions
No. Always pre-screen first. A 5-to-10-minute call or intake form filters out people who do not match on timing, occupant count, income, or pets. You only invite people who have already confirmed they are a realistic fit. That alone cuts your wasted showings in half.
No. Place of origin, ancestry, race, and Indigenous identity are all protected grounds under BC Human Rights Code s. 10. Stick to ability to pay rent, rental history, occupant count, and compliance with property rules.
No. The OIPC says landlords should "(almost) never" collect SIN numbers. It is highly sensitive, not needed for a tenancy decision, and collecting it without legitimate purpose is a PIPA violation. Credit check services do not require a SIN from the landlord. (Source: OIPC P18-01.)
Only when the applicant cannot provide adequate landlord references or satisfactory employment and income verification. Not as a standard first step. You need written consent before running one, and you must tell the applicant the inquiry may affect their credit score. (Source: OIPC P18-01, Finding 3.)
No. The OIPC found in P18-01 that social media is not a "publicly available source" under PIPA. Looking without consent is collection of personal information. Their profile will almost certainly show protected-ground information you were never supposed to factor into your decision. Once you have seen it, you cannot unsee it.
Three things. Same questions to every applicant in the same order. Same objective criteria for everyone — income threshold, occupancy limit, pet policy, move-in timing. Written decision notes with a factual reason for every applicant. Consistency plus documentation is the strongest defence available to a private landlord in BC.
No. Family status is a protected ground under BC Human Rights Code s. 10. You can ask "how many people will be living in the unit?" — that is an occupancy question, which is legitimate. "Do you have kids?" is a family status question. The phrasing matters. One gets you sued; the other does not.
No. Lawful source of income is a protected ground in BC. What you can do is apply a consistent income-to-rent threshold — for example, gross income of 2.5 to 3 times the monthly rent — as long as you apply it equally to every applicant, regardless of where the income comes from.
Minimum 24 hours written notice before each entry, per RTA s. 29. The notice must state the specific date, specific time, and reason. Entry must happen between 8 am and 9 pm. Each showing needs its own notice. A blanket notice covering a range of dates does not meet the legal requirement. (Source: RTA s. 29.)
No. The tenant has the right to be present during any landlord entry, including showings. You also must be present during the showing yourself — you cannot leave prospective tenants alone in the occupied unit. (Source: RTA s. 29.)
Under RTA s. 28, every BC tenant has the right to quiet enjoyment — reasonable privacy, freedom from unreasonable disturbance, and exclusive possession of their unit. Even when each individual showing notice is technically compliant, scheduling showings every day or at inconvenient hours can still violate this right. Arbitrators have awarded compensation to tenants in these situations.
For a credit check: yes. Under PIPA you need consent first, and you must inform them the inquiry may affect their credit score. For a declined application: BC law does not require you to give a reason. But having your factual reason written down protects you if a human rights complaint is filed.
At pre-screen: a range is enough. At the application stage: a recent pay stub or employer confirmation letter is reasonable. Full tax returns, T4 slips, and bank statements go beyond what PIPA authorizes. The OIPC documented a landlord who demanded T4s despite receiving an employer letter — and found it was not proportionate. (Source: OIPC P18-01, Finding 2.)
A batch showing means you book four to six pre-screened applicants in one 60 to 90 minute block, staggered 15 minutes apart. You make one trip instead of six. Because applicants can see that others are also interested, they tend to decide faster. Send the application link to everyone before you leave the property that day.
BC Human Rights Tribunal complaints can be filed up to one year after the alleged act. PIPA complaints can be filed to the OIPC. Keep all pre-screen logs, applications — including declined ones — and your decision notes for a minimum of one to two years after each vacancy is filled. Store personal information securely.
Pre-screening (this module) happens before the showing — a quick seven-question check to confirm basic fit. Tenant screening (Module 6) happens after the application comes in — you verify employment, call references, and possibly run a credit check. Pre-screening filters the pool; tenant screening selects from it.
Yes. Video walk-throughs and pre-recorded tours are legally fine in BC. Most tenants will still want to see the place in person before committing. Consider offering both: virtual first, in-person for serious pre-screened applicants. For occupied units, RTA s. 29 notice rules still apply to any physical entry.
BC law does not require you to give a reason. But if you have good documentation, you have nothing to hide. A factual, objective response is always fine: "We received multiple applications and selected based on employment confirmation, landlord references, and move-in timing." Avoid vague language.
Pick an objective secondary criterion before you know who it will favour — for example, the applicant with the longer landlord reference history, the longer proposed tenancy term, or the earliest application submission date. Document the criterion first, then apply it. Write it down.
Yes. A licensed real estate agent or property manager can act as your authorized agent and run showings on your behalf. They must be present during all showings — they cannot leave prospective tenants alone in the unit. In BC, property managers who perform this service commercially must hold a licence under RESA, regulated by the BCFSA. (Source: RTA s. 29; RESA; BCFSA.)