Contacting a Landlord

Contacting a Landlord

Off-Campus Housing Check List: Viewing Rental Units & Speaking with Landlords

Viewing Rental Units:

• Ensure the rental unit you’re viewing matches the unit for rent
  • Address and landlords name are as they appear on the listing, and photos match
• Contact electric and gas companies for info on utility costs
• Check if there are functional smoke detectors, lights, plumbing (toilets, faucets, shower), appliances (fridge, stove), fire exits
  • How many smoke or carbon monoxide alarms? Is there a fire extinguisher?
  • Test water pressure, ensure hot water is working properly
• Verify the number and the condition of the electrical outlets- Don’t be afraid to bring a phone charger to test outlets
• Ask about access to fuse box or circuit breakers
• Ensure there is access to temperature control (thermostat)
• Assess quality of lighting, ensure adequate ventilation
• Assess condition of the walls, windows, doors, stairs, floors/carpet, and railings
  • Do the windows function properly?
  • Are the railings secure?
  • If you rent the unit, be sure to take photos of any damage upon moving in
• Check if rental unit contains a lock on all exterior doors
  • Are the locks working?
  • Who has access to keys?
• Inspect for mold, water damage, insect/pest infestation
  • Inspect room ceilings & window frames for mold & water damage (especially bathroom ceilings). Look for:
    • Stains/Discolouration
    • Fuzzy growth, specks of black, white, orange, green (mold)
    • Musky odors (it could be a sign of mold)
  • Inspect for rodent or insect droppings around kitchen & bathroom (under the sink, behind furniture and appliances), corners in rooms
• Confirm there are laundry facilities on site (if not, ask about nearby public laundry facilities)
• Verify if the unit is furnished (or not) if applicable
• Ensure bus stop is nearby
• Investigate the travel time to campus and other important amenities (e.g. grocery store)
• Determine if the rental unit is in a safe location
  • Would you feel safe walking alone at night?
• Consider how the rental unit will affect your well-being or academic studies
  • Is the unit in a quiet neighborhood? Do the other tenants have any pets?
• If possible, speak to the other tenants about information on the rental property
  • What are the tenants’ experiences living on the property?
  • Does the landlord make repairs in a timely manner?
  • What is the cost of electricity, gas, internet, etc.?

Questions to Ask the Landlord:

• Be professional when communicating with landlord
  • Use proper grammar and language
  • Be polite and respectful of their time
  • Provide information about yourself that will help them get to know a bit about you from the initial contact
• Verify what amenities will be included in the rent (e.g. electricity, water, internet, gas)
• Inquire about policies regarding changes to the rental unit
  • Can I hang pictures or curtains? Can I paint?
• Clarify parking availability or costs
• If renting a room in a lodging house, confirm how many tenants live on the property
• Inquire if the landlord (or their family) lives on the property
  • Will I be sharing amenities with the landlord?
• Ask about pet policy or smoking in the unit (in accordance with provincial laws)
• Ask if any major repairs have been completed or plan to be completed during your tenancy
• If there is damage to the unit, ask if damage will be repaired before moving in
  • Make note of all damages to the unit and necessary repairs before signing the lease
  • Ensure that any promised repairs by landlord is in writing
• Clarify who is responsible for the maintenance of the property (e.g. cutting grass, shoveling snow)
• Ask if the landlord requires rental insurance
• Ensure there is a written rental agreement
  • Avoid verbal agreements
  • Confirm that the Landlord is using the Ontario Standard Lease Agreement (Residential Tenancy Agreement)
• Inquire about the neighbourhood
  • Is it safe? Are there other rental units in the area?
• Ask about details not included in the ad

Gather Information: Collect the necessary details about the property, such as its address, rental price, and any specific questions or requirements you may have.

Find Contact Information: Locate the contact information of the landlord or property management company responsible for renting the property. This information is typically available in online listings, rental websites, or through a real estate agent if involved.

Make an Initial Inquiry: Initiate contact with the landlord by sending an introductory email or making a phone call. Be polite and professional in your communication. Introduce yourself as a student interested in viewing the property and express your interest in renting it.

Provide Relevant Information: Include relevant information in your inquiry, such as your preferred move-in date, the number of people intending to live in the property, and any specific requirements or preferences you may have (e.g., furnished/unfurnished, parking, utilities).

Request a Viewing: Politely ask for a convenient time and date to view the property. Offer a range of options to increase the likelihood of finding a mutually suitable time. Be flexible and accommodating to the landlord's schedule.

Confirm Details: Once the landlord responds with a proposed viewing time, confirm the details by providing your contact information (phone number and email) and confirming your attendance.

Prepare for the Viewing: Before the scheduled viewing, make a list of questions or concerns you have about the property. Bring a notepad and pen to jot down important information during the visit.

Attend the Viewing: Arrive on time for the viewing and dress appropriately. Respect the landlord's property by removing shoes if requested and refraining from touching personal belongings. Take notes, ask questions, and inspect the property thoroughly.

Follow-Up: After the viewing, if you are interested in renting the property, send a follow-up email to express your interest and ask about the next steps in the rental process. If you decide the property is not suitable, politely inform the landlord, thanking them for their time and consideration. Remember to maintain a professional and respectful demeanor throughout the communication process with the landlord. Clear and prompt communication will help establish a positive relationship and increase your chances of securing the off-campus housing you desire.