Checking reference histories is a key part of tenant screening. However, in competitive rental markets like Metro Vancouver, standard reference checks are increasingly bypassed using fake landlord references—often friends or relatives posing as former property owners. To protect your property, landlords should adopt structured verification protocols. Landlords are advised to perform these checks in accordance with PIPA consent guidelines, securing written authorization from the applicant before contacting references or verifying records. Disclaimer: This article provides general screening advice for educational purposes and does not constitute legal or regulatory counsel. Because tenant privacy laws and public registry search permissions under PIPA are subject to specific legal boundaries, landlords should consult a legal professional or the Office of the Information and Privacy Commissioner (OIPC) to verify that their verification protocols remain compliant.
Verifying Property Ownership
Before calling a reference, a recommended step is to check that the person you are contacting is the registered owner of the former rental property:
* **BC Assessment Registry**: Search the former rental address on BC Assessment. This public registry will show property classification and tax assessment data.
* **Land Registry and Municipal GIS**: Many municipalities (like Coquitlam, Port Moody, and Vancouver) provide public GIS mapping systems. Landlords should verify the name provided on the tenant's application with property registration files where accessible. Note that land registry systems should be accessed in accordance with BC PIPA guidelines, and searches should be verified directly with the municipal or land title office to ensure accuracy.
Diagnostic Reference Questions
When conducting a reference call, landlords are encouraged to avoid yes/no questions or leading prompts. A friend posing as a landlord will easily agree to positive statements. Instead, use open-ended, diagnostic questions that require the reference to consult their records:
* **Factual Verification**: Ask 'What was the monthly rent?' and 'What were the exact dates of the tenancy?' rather than stating the details from the application. A fake reference may struggle or provide incorrect details.
* **Landlord Operations**: Ask 'What process did you use to collect rent?' or 'Can you describe the layout of the property?' to check their familiarity with the rental.
* **Condition and Conduct**: Ask 'What condition was the property in during move-out?' and 'How did the tenant handle utility splits?' to get objective feedback.
Prioritizing the Prior Landlord
An effective screening technique is to prioritize the reference from **two tenancies ago** over the current landlord:
* **The Current Landlord's Position**: If a tenant is problematic (e.g. consistently late paying rent or causing damage), the current landlord may have a financial incentive to write a positive reference to encourage the tenant to vacate.
* **The Prior Landlord's Position**: The prior landlord has already recovered their property and settled the security deposit under RTA guidelines. They have no financial interest in the applicant's status and can provide an objective history. Landlords should ensure they have explicit consent to contact both references.