How to Find the Best Tenants for Your Rental Property

The difference between a profitable rental property and a stressful one often comes down to a single factor: the tenants. A great tenant pays rent on time, takes care of the property, communicates issues early, and stays for years. A poor tenant creates vacancies, causes damage, and generates legal headaches that cost far more than a month's rent.

Finding great tenants is not luck. It is the result of effective marketing, a structured screening process, and the discipline to apply your standards consistently. This guide covers the full process, from creating your listing to signing the lease, with Saskatchewan-specific considerations throughout.

Part 1: Marketing Your Rental Property

Before you can screen tenants, you need to attract them. The quality of your applicant pool depends heavily on how and where you market your property.

Where to Advertise

In Saskatchewan, the most effective platforms for rental listings include:

Facebook Marketplace and local Facebook groups: These are among the most active channels for rental searches in Regina and Saskatoon. Many neighbourhood-specific groups exist where listings reach a targeted audience.
Kijiji: Still widely used in Saskatchewan for rental listings, particularly for single-family homes, duplexes, and apartments.
Rentals.ca and Zumper: These platforms aggregate listings and attract tenants who are actively searching. They also provide data on comparable rental rates in your area.
Property management company websites: If you work with a property manager, your listing will typically appear on their website, which attracts tenants who are already looking for professionally managed properties.
"For Rent" signage: For properties on busy streets or in high-demand neighbourhoods, a simple sign can generate quality leads from people who already know and like the area.

Writing an Effective Listing

Your listing is your first impression. A well-written listing attracts qualified tenants and filters out poor fits before they even apply. Include:

Rent amount: Be upfront. Tenants who cannot afford the rent should self-select out before contacting you.
Property type and size: Number of bedrooms, bathrooms, and approximate square footage.
Location: Neighbourhood, proximity to schools, transit, shopping, and major employers. In Regina, mention landmarks like Wascana Park, the University of Regina, or downtown. In Saskatoon, reference Broadway, the university area, or Stonebridge.
Included amenities: Parking (garage, carport, or pad), in-suite laundry, storage, yard, air conditioning.
Utilities: Clearly state which utilities are included and which the tenant is responsible for.
Pet policy: State whether pets are allowed, and if so, any restrictions on type, size, or number. This saves time for both parties.
Lease term: Month-to-month or fixed-term, and the move-in date.
Screening requirements: A brief mention that credit checks, employment verification, and references are required sets the tone for a professional process and may deter applicants who know they will not pass.

Photography

Photos are the most important part of any listing. Properties with high-quality photos receive significantly more inquiries than those with dark, blurry, or no photos.

Shoot during the day with natural light. Open all blinds and curtains.
Photograph every room, including the kitchen, bathroom, bedrooms, living areas, laundry, and any outdoor space.
Show the property at its best: Clean, decluttered, and staged (if vacant). Remove personal items. A clean, empty room photographs better than a cluttered one.
Include exterior photos of the front of the property, the yard (if applicable), and the parking area.
Use landscape orientation for room photos to show the full space.

A listing with 10 to 15 well-lit photos will attract more and better applicants than one with 3 dark snapshots.

Timing

In Saskatchewan, the rental market tends to be most active from April through September, with a smaller peak around the beginning of the school year. Listing your property 3 to 4 weeks before the desired move-in date gives you enough time to market, show, screen, and place a tenant without an extended vacancy.

If your listing sits for more than two weeks without strong interest, revisit your pricing and your listing quality. The market is telling you something.

Part 2: Showing the Property

Showings are your opportunity to assess potential tenants in person, and their opportunity to assess you and the property. A professional, organised showing process reflects well on you and attracts tenants who value the same.

Tips for Effective Showings

Schedule efficiently. If demand is strong, consider an open-house style showing where multiple prospective tenants view the property during a set window (for example, Saturday from 1:00 to 3:00 PM). This creates a sense of demand and reduces the number of individual appointments you need to manage.
Be punctual and prepared. Arrive on time, have application forms ready, and be prepared to answer questions about the lease terms, maintenance procedures, and neighbourhood.
Let the property speak for itself. A clean, well-maintained property is the best selling tool. If the property is occupied by a current tenant, coordinate with them to ensure it is presentable.
Observe the prospective tenant. Are they on time? Do they ask thoughtful questions about the lease and their responsibilities? Or do they seem primarily concerned with whether they can move in immediately with no screening? First impressions work both ways.
Never pressure anyone into applying. The right tenant will be interested in the property on its merits. Pressure tactics attract desperate applicants, which is not the pool you want.

What Tenants Are Looking for

Understanding what quality tenants prioritise helps you present the property effectively:

Cleanliness and condition: Tenants who care about where they live will notice deferred maintenance, dirty appliances, and unkempt exteriors.
Safety and security: Working locks, adequate lighting, smoke detectors, and a well-maintained building exterior.
Responsive management: Tenants ask about how maintenance is handled because they want to know their concerns will be addressed. Having a clear answer to this question, especially if you use a professional management company with 24/7 emergency support, is a strong selling point.
Fair and transparent terms: Quality tenants want to read the lease agreement before signing. Be prepared to share a sample lease at the showing or shortly after.

Part 3: The Application Process

A structured application process ensures that you collect the same information from every applicant and evaluate everyone against the same criteria. This is not just good practice. It is essential for compliance with The Saskatchewan Human Rights Code.

What to Include on the Application

Your rental application should collect:

Full legal name and date of birth.
Current address and length of time at current residence.
Contact information for the current landlord (and previous landlord, if the current tenancy is recent).
Employer name, position, income, and length of employment.
Consent to run a credit check and background check.
Vehicle information (if parking is provided).
Emergency contact.
Number of proposed occupants and relationship.
Pet information (if applicable).

Consistent Application of Criteria

Decide on your screening criteria before you begin accepting applications, and apply those criteria to every applicant without exception. Common criteria include:

Minimum credit score threshold.
Minimum income requirement (typically 2.5 to 3 times the monthly rent).
No eviction history.
Positive references from at least two previous landlords.
No relevant criminal history.

Applying criteria inconsistently exposes you to complaints under The Saskatchewan Human Rights Code. If you reject one applicant for a credit score of 620 but accept another with the same score, you may face questions about the basis for your decision.

Part 4: Screening Tenants

Screening is where many landlords make critical mistakes, either by skipping steps to fill a vacancy quickly or by relying on gut feelings rather than verified information. A thorough screening process typically involves four components:

1. Credit Check

A credit report reveals the applicant's financial history, including outstanding debts, collections accounts, bankruptcies, and payment patterns. In Canada, credit checks are typically run through Equifax or TransUnion with the applicant's written consent.

What to look for:

Overall credit score (higher is better, but context matters).
History of late payments, particularly on rent or housing-related obligations.
Collections accounts, which may indicate a pattern of financial irresponsibility.
Recent hard inquiries, which could suggest the applicant is taking on new debt.

A single blemish does not automatically disqualify someone. A person recovering from a job loss or medical situation may have a lower score but strong recent payment history. Use credit checks as one data point, not the sole deciding factor.

2. Employment Verification

Contact the applicant's employer to verify their position, length of employment, and income. Some employers will only confirm employment status and not income. In those cases, ask the applicant for recent pay stubs or a letter of employment.

For self-employed applicants, request the most recent year's Notice of Assessment from the CRA, along with bank statements showing regular income deposits.

The goal is to confirm that the applicant has stable, sufficient income to cover the rent. The general guideline is that rent should not exceed 30% to 35% of gross monthly income.

3. Landlord References

Previous landlords are the most valuable source of information about how the applicant will treat your property. Contact at least two previous landlords (not just the current one, who may give a positive reference to facilitate the tenant's departure).

Questions to ask:

Did the tenant pay rent on time consistently?
Did the tenant maintain the property in good condition?
Were there any complaints from neighbours about noise or conduct?
Did the tenant comply with the lease terms?
Would you rent to this tenant again?
How much notice did the tenant give before moving out?

Be cautious with references that cannot be verified. If a landlord reference does not have a phone number that matches a property address, or if the "landlord" cannot describe the property, the reference may be fabricated.

4. Background Check

A background check screens for relevant criminal history. In Saskatchewan, you must obtain the applicant's written consent before running a background check. Focus on offences that are directly relevant to tenancy, such as property-related crimes, fraud, or violent offences.

Be aware that The Saskatchewan Human Rights Code protects individuals from discrimination based on certain grounds, and a criminal record alone may not be sufficient grounds for rejection in all circumstances. Apply this criterion consistently and in conjunction with the other screening components.

Part 5: Red Flags to Watch For

During the application and screening process, watch for these warning signs:

Pressure to skip screening: "I can move in today if we skip the credit check" is never a good sign. Quality tenants expect and welcome a thorough process.
Inability to provide references: If an applicant cannot provide contact information for any previous landlord, find out why. First-time renters are understandable. Someone with ten years of rental history and no verifiable references is concerning.
Income that does not support the rent: If the applicant's income does not meet your minimum threshold, the risk of late or missed payments increases significantly.
Inconsistencies in the application: Information that does not match across the application, credit report, and verbal responses warrants further investigation.
Negative landlord references: If a previous landlord reports late payments, property damage, or lease violations, take that information seriously. Patterns repeat.
Cash-only offers: An applicant who wants to pay several months' rent in cash upfront, without going through the screening process, may be attempting to bypass checks they know they will not pass.
Vague employment: An applicant who cannot provide a verifiable employer name, supervisor contact, or recent pay documentation may not have the income stability they claim.
Frequent moves: An applicant who has moved every 6 to 12 months for several years may have a pattern of lease-breaking or difficult tenancies. Ask about the reasons for each move.

Part 6: Fair Housing Compliance in Saskatchewan

The Saskatchewan Human Rights Code prohibits discrimination in housing based on the following protected grounds:

Race, colour, or ancestry.
Religion or creed.
Sex (including pregnancy).
Sexual orientation.
Gender identity or expression.
Disability.
Age (18 and over).
Family status or marital status.
Nationality or place of origin.
Receipt of public assistance.

What This Means in Practice

You cannot refuse a tenant because they have children, even if you prefer a quiet building.
You cannot refuse a tenant because they receive social assistance, provided they can demonstrate ability to pay the rent.
You cannot ask about a prospective tenant's religion, ethnicity, or country of origin during the application process.
You cannot advertise a preference for tenants of a particular demographic (for example, "ideal for young professionals" can be interpreted as age discrimination).
You can apply objective, consistently enforced criteria related to creditworthiness, income, rental history, and references. These criteria must be applied equally to all applicants.

If you are unsure whether a particular screening criterion crosses a legal line, consult the Saskatchewan Human Rights Commission's guidelines or seek legal advice. The cost of getting it right is far less than the cost of a human rights complaint.

Part 7: Making Your Decision and Moving Forward

Once you have completed the screening process and identified a qualified applicant, move efficiently. Good tenants often have multiple options, and a slow response can lose you the best candidate.

Steps to Finalize

Notify the applicant of their approval promptly, ideally within 24 to 48 hours of completing the screening.
Provide the lease agreement for review. Give the tenant time to read it before signing. A tenant who understands the lease is more likely to comply with it.
Collect the security deposit and first month's rent. Under Saskatchewan law, the security deposit cannot exceed one month's rent.
Conduct a move-in inspection before the tenant takes possession, documenting the property's condition with photos, video, and a written checklist signed by both parties. This protects against future wear and tear disputes.
Provide the tenant with key information: emergency contacts, maintenance request procedures, waste collection schedules, parking details, and any building-specific rules.

Notify Rejected Applicants

You are not legally required to provide detailed reasons for rejecting an application, but a brief, professional response is courteous and protects you from the perception of discriminatory practices. A simple "Thank you for your application. After reviewing all applicants, we have selected another candidate" is sufficient.

The Value of a Professional Screening Process

Many landlords underestimate the time and expertise required to screen tenants effectively. Running credit checks, verifying employment, contacting references, conducting background checks, and ensuring compliance with human rights legislation is a multi-hour process for each applicant.

A professional property management company handles this entire workflow using established systems and consistent criteria. This reduces your vacancy time, improves the quality of your tenant placements, and protects you from legal exposure.

If you own rental property in Regina or Saskatoon and want to ensure every tenant is thoroughly vetted before they receive a set of keys, GoodDoors Property Management can help. Our four-step screening process covers credit checks, employment verification, landlord references, and background checks for every applicant, giving you confidence that your property is in good hands.

Disclaimer: This blog is not a substitute for professional legal advice. If you need further help, please consider hiring a legal expert or an experienced property management company based in Saskatchewan like GoodDoors Property Management.