Professional Leasing in Today’s Market: What Landlords Should Expect

Leasing a property today is more structured than most landlords expect, especially if they have rented privately in the past. A professional leasing process includes preparation, multi-channel marketing, coordinated showings, strict screening, formal lease documentation, deposit handling, and a clear move-in procedure.

This overview explains how the Novis Team handles the leasing process from launch to move-in day so landlords know what to expect at each stage.

Step 1: Preparation and Pricing

Before a unit is marketed, we focus on getting it ready and positioned properly. This is similar to preparing a home for sale, since presentation and condition strongly influence the type of applicants the property attracts.

Preparation typically includes:

• Minor repairs and cleaning
• Addressing visible maintenance issues
• Professional photography
• Creating accurate listing details
• Establishing a competitive rental price

Pricing competitively is one of the most important factors in securing strong applicants within a reasonable timeline. The objective is to attract qualified tenants who are financially stable and likely to take care of the property, reducing long-term risk and vacancy.

Step 2: Marketing and Exposure

A professional leasing strategy relies on broad exposure and active lead follow-up. One of the core channels is the MLS system, which is the platform Realtors use to market properties and which syndicates listings to major consumer sites like Realtor.ca and other real estate portals.

MLS exposure is valuable, but it is only part of a complete marketing strategy. Depending on the market, approximately half of qualified leads may come from outside MLS. For that reason, we actively market listings across multiple channels to capture the widest possible pool of applicants.

Our marketing approach typically includes:

• MLS multi-board exposure and portal syndication
• Facebook Marketplace
• Zillow
• Kijiji
• Targeted digital marketing campaigns
• Paid advertising where appropriate
• Direct lead follow-up and outreach

This multi-channel approach increases visibility and typically results in more qualified applicants in a shorter amount of time than relying on a single platform.

Step 3: Showings and Timeline

Most rental listings take approximately 45–60 days to secure the right tenant, depending on price point, property condition, and current market supply. Showings can often begin while an existing tenant still occupies the unit, and this is usually recommended when possible because it reduces vacancy and keeps timelines tighter.

Throughout the showing period, landlords receive updates on:

• Showing activity
• Applicant interest levels
• Market feedback
• Pricing response

Step 4: Pre-Screening and Formal Screening

Screening begins before the first viewing. The process is designed to filter out casual inquiries and reduce unnecessary disruption, so showings are reserved for applicants who meet baseline requirements and are positioned to rent the property.

Before booking a showing, leads are typically pre-screened for:

• Income range and affordability
• Employment stability
• Household size and suitability
• Basic alignment with property terms

If a showing is positive and the applicant remains a strong candidate, they move into full screening, which is documentation-based and structured.

Our screening process includes:

• Detailed rental application
• Employment verification
• Income verification
• Credit review
• Landlord reference checks
• Identity confirmation

A full breakdown of our screening system is available here:
The Tenant Screening Process Every Ontario Landlord Should Follow

Once screening is complete, landlords receive the full application package along with a clear recommendation. Before final approval, we also recommend a brief video introduction so you feel comfortable with the tenant you will be working with directly.

Step 5: Offer Acceptance and Lease Signing

Once a tenant is approved, the lease process is handled using proper documentation and clear timelines.

• The Ontario Standard Lease is prepared and signed
• First and last month’s rent deposit is collected upon signing
• The deposit is held in trust at our brokerage until move-in

Before move-in day, we work with the tenant to ensure the key logistics are in place, including:

• Tenant insurance confirmation
• Utility account setup
• Key deposits if applicable
• Any agreed move-in requirements

Step 6: Move-In Day

Move-in day is structured and documented to protect the landlord and set clear expectations.

Landlords can choose to meet the tenant in person, or our team can handle the entire move-in process. Either way, a move-in inspection is completed with the tenant.

• A detailed condition report is completed
• Photos and written notes document the property’s condition
• The tenant signs off on the inspection
• Keys are released once the move-in steps are completed

This documentation creates a clear baseline condition for move-out and reduces the likelihood of disputes later.

After keys are released and move-in is complete:

• Commission is processed
• Cooperating brokerage fees are paid if applicable
• The net deposit amount is released to the landlord

Fees

The leasing fee is one month’s rent plus HST. This includes the full leasing service and all typical listing costs.

• Professional media
• Marketing and advertising, including paid promotion
• MLS exposure and portal syndication
• Lead generation and follow-up
• Pre-screening and full screening
• Lease preparation and documentation
• Deposit handling in trust
• Move-in coordination and inspection procedures

If another brokerage brings the tenant, half of the commission is paid to that brokerage. If the tenant is secured directly through our marketing efforts, our team retains the full fee.

Final Overview

Professional leasing combines structured marketing, controlled showings, rigorous screening, and proper documentation through move-in. When executed consistently, it reduces vacancy, improves tenant quality, and protects the property with a clear, repeatable process.

If you’re considering leasing your property, we can review timing, pricing, and current market conditions to determine the most appropriate strategy for your situation.