In Quebec, the tenant selection process relies on documents provided by the candidate. These documents help assess financial reliability and seriousness. But the legal framework — Charter of Human Rights and Freedoms, Law 25 on personal information protection — strictly governs what you can and cannot request.
This article provides the full list of standard documents, the ones that are optional but useful, the ones that are forbidden, and a ready-to-send request template for candidates.
The golden rule: the same request for everyone
Before the list, an essential principle: you must ask for the SAME documents from ALL candidates. Asking for a tax notice from one candidate and not another, or requiring three paystubs from one profile and only one from another, exposes you to a CDPDJ discrimination complaint — regardless of your intent.
The 5 MANDATORY documents
1. Photo ID
Driver's license, passport, provincial ID card (RAMQ with photo). Validates the candidate's identity and confirms legal majority (18). You must see the document, but keeping a copy is governed by Law 25 — only retain what's necessary for selection, then destroy.
2. Proof of income
The last three paystubs are the norm. Accepted alternatives: a recent employer letter (less than 3 months) confirming position, salary and tenure; or a recent tax notice for self-employed; or bank statements for the last 3 months. Payment capacity is the #1 criterion — without proof of income, you can't evaluate it.
3. Prior-landlord references
Contact details (name + phone) of at least one prior landlord. Ideally the last one or two. For a first-time tenant (young, student, newcomer), a co-signer or employer reference can compensate.
4. Written consent to credit verification
A signed form explicitly authorizing consultation of the Equifax or TransUnion report. Without this consent, you cannot legally run the verification — it's an absolute legal prerequisite.
5. Completed rental application form
Standardized document filled by all candidates: name, contact details, current situation, desired move-in date, reason for moving, household composition. Lets you compare files on the same grid.
The 3 OPTIONAL but useful documents
1. Cover letter
Not mandatory, but often spontaneously provided by serious candidates. Helps understand the personal situation (reason for the change, professional plans) without asking for protected information.
2. Recent bank statement
Useful for self-employed candidates or irregular income. Confirms that declared income matches actual deposits. Limit to the last 3 months — beyond is excessive.
3. Tenant insurance proof
Often requested as a lease annex, but can be anticipated: a serious candidate either already has insurance or can quickly purchase liability coverage. It's also a reliability signal.
Documents you CANNOT request
Quebec's Charter and Law 25 forbid any request that reveals or targets a protected criterion:
- Social Insurance Number (SIN) — protected by federal law, cannot be required for rental
- Birth certificate or document revealing original nationality
- Religious documents (baptism certificate, etc.)
- Medical certificate, medical record, or disability information
- Candidate photo (except briefly shown ID)
- Family-status proof (marriage certificate, custody papers, etc.)
- Full criminal record — in Quebec, this isn't a legal rental selection criterion
- Detailed banking documents beyond 3 months
Format, retention and destruction (Law 25)
Quebec's Law 25 strictly governs personal information handling:
- You may collect ONLY documents necessary for selection — no more
- You must specify the purpose to the candidate (selection for this specific unit)
- Retention time must be limited — for non-selected, destruction at end of process
- For the selected candidate, retain during the lease + prescription delay (typically 3 years)
- Secure destruction: shred paper copies, permanently delete digital files
A Law 25 violation can lead to significant sanctions — the Commission d'accès à l'information can impose fines up to $25 million for businesses (typically modulated by size).
Request template to send to candidates
Here's text you can copy-paste into your first reply to serious candidates:
Same documents requested from all candidates, purpose explained, deadline indicated — you're compliant with the CDPDJ and Law 25.
What to do if a candidate refuses a document?
The candidate is free to refuse. But you're free to base your decision on the elements provided. If a candidate refuses credit verification, you can't objectively evaluate financial reliability — that's a legally defensible refusal motive, provided you apply the same rule to ALL candidates.
Document the refusal and your decision motive — in case of CDPDJ complaint, you can demonstrate process consistency.