Landlord FAQ:
Property Management Questions Answered

Every applicant goes through our 9-step Acceler8 Tenant Audit. The process covers credit score verification through Equifax or TransUnion, rental history review with previous landlords, employment and income verification, debt-to-income ratio analysis, criminal background check, pet evaluation, personal interview, and reference checks using open-ended questions.

We look for a credit score above 700, income at least three times the monthly rent, stable employment history, and a clean rental track record. Red flags include frequent moves, prior evictions, evasiveness during the interview, or inconsistent stories between references.

This screening is also a requirement for eligibility in our rent guarantee program, which covers up to $60,000 in lost rent if a tenant defaults.

Found Spaces uses transparent, upfront pricing with no hidden fees. Our structure includes a management fee (a percentage of monthly rent collected), a one-time leasing fee when we place a qualified tenant through our Acceler8 screening process, and optional add-on services.

Optional services include LTB legal filings, semi-annual property inspections, rent guarantee protection, and eviction support. You choose what you need based on your property and investment goals.

We serve landlords in Hamilton, Burlington, Kitchener, St. Catharines, and Halifax with the same pricing structure across all locations. Get a customized proposal for your property.

We syndicate every listing across 14+ platforms including Rentals.ca, Zumper, PadMapper, Facebook Marketplace, Kijiji, and Zillow. Our leasing advertising service includes professional photography, virtual staging, and video walkthroughs so out-of-town tenants can tour the property remotely.

We have placement agreements with these platforms that put our listings on the first pages of search results. Combined with competitive pricing based on a comparative market analysis, this approach typically fills vacancies within 21 days.

Every lead goes through the full Acceler8 Tenant Audit before a lease is signed. We don't just fill units fast. We fill them with the right tenants.

All of our operations follow the Ontario Residential Tenancies Act (RTA) and the rules set by the Landlord and Tenant Board (LTB). Our team stays current on legislative changes, case law, and LTB rulings that affect how landlords operate in Ontario.

In practice, this means every lease we draft is RTA-compliant, every notice we serve follows the correct form and timeline, and every rent increase follows Ontario's guideline rate. When disputes arise, we handle mediation first and file with the LTB only when necessary.

We also work with paralegals and legal professionals who specialize in Ontario rental law. Our legal services team prepares and files all LTB applications, attends hearings, and enforces eviction orders on your behalf.

Rent is collected on the 1st of each month through our automated system. Tenants have multiple payment options. Collected rent is direct-deposited to your account twice a month with a full financial statement available in your owner portal.

When a payment is late, we issue a reminder immediately. If rent stays unpaid, we reach out by phone, text, and email to understand the situation. At the same time, we prepare the legal paperwork: an N4 notice for non-payment is served within the timelines required by the RTA.

In some cases we negotiate a payment plan. If all efforts fail, we file an L1 application with the LTB and manage the hearing and enforcement process. Our rent guarantee program can cover your lost income during this process for qualifying properties.

Included in the management fee: rent collection and tracking, 24/7 tenant support and maintenance coordination, online financial reporting, direct rental deposits to landlords twice a month, move-in and move-out inspections, pre-move-out inspections, lease enforcement, tenant relationship management, tenant financial literacy courses, and access to both the owner and tenant portals.

Pay-as-needed services: in-house maintenance and repairs, design services to maximize rental value, leasing and tenant placement, unit turnover maintenance, LTB legal notices and filings, rent guarantee, evictions, small claims court, collections, semi-annual inspections, lawn care, and snow removal.

Every fee is communicated upfront. No hidden charges. Contact us to discuss what services fit your property.

We conduct inspections at four points: move-in, pre-move-out, move-out, and semi-annually (fall and spring).

Move-in inspections document the property's condition with photos so there's a clear record at the start of every tenancy. Pre-move-out inspections happen when a tenant gives notice, identifying any issues the tenant can fix before leaving. Move-out inspections compare the property against the move-in report to assess any damage.

Semi-annual inspections (fall and spring) cover exterior water shutoff/startup, furnace filter changes, smoke detector and carbon monoxide alarm battery checks, and a full interior and exterior walkthrough covering the roof, gutters, windows, doors, appliances, plumbing, electrical, and structure.

Every inspection is documented with photos and notes, emailed to you, and stored in your owner portal. Our maintenance team addresses any issues found during inspections before they become expensive problems.

Tenants submit requests through our online portal with photos and a description. Emergency calls go to our 24/7 after-hours line. Here's how the process works:

Our team reviews the request and assesses urgency. Emergencies like burst pipes or heating failures are dispatched immediately. For non-emergency work, we determine whether it needs an in-house technician or a specialized contractor, then notify you with the details.

For repairs above your pre-set approval threshold, we wait for your go-ahead before scheduling. For routine items below the threshold, we proceed and update you after completion.

Once the work is done, we upload photos, notes, and costs to your portal. Every repair is documented for tax purposes and property history. We follow up with the tenant to confirm the issue is resolved.

Read more about our full maintenance services and process.

Tenants can report concerns through our portal, email, or phone. We acknowledge every complaint promptly and investigate by gathering facts, speaking with involved parties, and reviewing documentation.

Our approach is to resolve issues through direct communication and mediation first. Most complaints, whether noise, property condition, or neighbour disputes, can be settled without formal proceedings. We consider the rights of all parties and aim for outcomes that preserve the tenancy when possible.

When mediation doesn't work, we escalate through the proper legal channels under the Residential Tenancies Act. This includes serving the appropriate notices and, if necessary, filing with the Landlord and Tenant Board. Our legal team handles the full process from notice to hearing.

Every complaint and its resolution is documented in our system for future reference.

Tenants have a dedicated 24/7 emergency number for situations that can't wait: major leaks, gas leaks, loss of heat in winter, electrical hazards, or anything posing an immediate safety risk.

Calls are triaged to determine whether the issue requires immediate dispatch or can be safely handled during business hours. For true emergencies, our on-call team, a mix of staff and trusted contractors, responds quickly. Our Hamilton-based technicians typically arrive within 2 hours for urgent calls.

We keep you informed throughout. Once the immediate issue is resolved, we follow up with a full assessment, any additional repairs needed, and complete documentation including photos, actions taken, and costs. Everything is logged in your owner portal.

Monthly: detailed financial statements with a breakdown of rent collected, maintenance costs, management fees, and any other transactions.

Quarterly: performance reviews with occupancy rates, rental market trends, and any capital improvements or maintenance issues affecting your returns.

Annually: a year-over-year financial summary with tax-related information for your accountant.

All of this is available on demand through your secure owner portal, so you can check in anytime from any device. If you need a different reporting format or more frequent updates, we accommodate that.

Use our investment calculator to model how professional management affects your net returns.

Lease agreements: we draft every lease to be RTA-compliant, covering all terms, conditions, and responsibilities. Before signing, every applicant passes the Acceler8 Tenant Audit. Both parties receive signed copies, and everything is stored securely in the system.

Renewals: in Ontario, residential leases automatically renew on a month-to-month basis unless the tenant or landlord provides proper notice. There is no renewal negotiation required. Rent increases follow Ontario's guideline rate and are issued through an N1 notice.

Terminations: when a tenant gives notice, we conduct pre-move-out and move-out inspections with photo documentation. We manage the full turnover: cleaning, repairs, and re-listing the unit through our leasing service to minimize vacancy time.

Yes. During onboarding, we discuss exactly how involved you want to be. Some landlords want to approve every repair above $200. Others want us to handle everything and just send the monthly report. We set up your management plan to match.

You set your own maintenance approval threshold. You choose whether you want to be consulted on tenant selection. You decide how often you want to hear from us beyond the standard reporting schedule.

If your preferences change over time, we adjust. The system is built to flex. Learn more about how our onboarding and management process works.

See what other landlords say about working with us.