Turning down a rental applicant? It’s never easy. You might need to do it if the applicant doesn’t meet requirements. Maybe their credit score is too low. Or perhaps someone else was a better fit. This letter is a formal way to say “no.”
Writing this letter can be tricky. You want to be professional and fair. You also need to avoid legal issues. What should you say? How do you say it right?
Don’t worry; we’ve got you covered. We’ll share templates and samples. These will make writing simple. Now, you can easily create your perfect letter.
Sample Letter To Turn Down An Applicants For Rental
[Your Name]
[Your Address]
[Your City, State, Zip Code]
[Your Email]
[Your Phone Number]
[Date]
[Applicant Name]
[Applicant Address]
[Applicant City, State, Zip Code]
Dear [Applicant Name],
Thank you for your interest in renting the property located at [Property Address] and for submitting your application. We appreciate you taking the time to apply.
After careful consideration of all applications, we have decided to proceed with another applicant whose qualifications more closely align with our requirements at this time.
We understand this may be disappointing news. We wish you the best of luck in your search for a suitable rental property.
Any application fees or deposits that are refundable will be processed and returned to you within [Number] business days, according to the terms outlined in the application agreement.
Sincerely,
[Your Name/Company Name]
How to Write Sample Letter To Turn Down An Applicants For Rental
Subject Line: Clarity is Key
- Keep it concise and professional.
- Example: “Regarding Your Rental Application for [Address]” or “Application Update for [Address]”.
- Avoid ambiguity; the applicant should immediately understand the letter’s purpose.
Salutation: A Touch of Formality
- Use a formal salutation.
- “Dear Mr./Ms./Mx. [Applicant’s Last Name],” is generally appropriate.
- If you’re unsure of the applicant’s preferred pronouns, using their full name is a prudent approach: “Dear [Applicant’s Full Name],”
Expressing Gratitude: A Polite Overture
- Begin by thanking the applicant for their interest.
- Acknowledge their time and effort in applying.
- Example: “Thank you for your interest in the property at [Address] and for submitting your application.”
Delivering the Unfavorable News: Tact and Transparency
- State clearly, yet diplomatically, that their application was not approved.
- Avoid hedging or using euphemisms that could obfuscate the message.
- Example: “While we appreciate your interest, we regret to inform you that your application was not selected at this time.”
Providing a Reason (Without Over-Sharing): Walking the Tightrope
- It’s often wise to provide a general reason without divulging specific personal information, which could create potential liabilities.
- Acceptable examples: “We received multiple applications that more closely aligned with our criteria,” or “Another applicant was selected with qualifications that more closely met the requirements for this tenancy.”
- Never disclose details about other applicants’ financial status or background.
Offering Well Wishes (Optional but Courteous): A Parting Kindness
- Consider wishing them success in their housing search.
- This adds a touch of humanity to what is inherently disappointing news.
- Example: “We wish you the best in your search for a suitable residence.”
Closing and Contact Information: A Professional Farewell
- Use a professional closing, such as “Sincerely,” or “Best regards,”.
- Include your name, title (if applicable), and contact information.
- Ensure the applicant has a way to reach you if they have legitimate procedural questions (but anticipate potential for difficult conversations).
Frequently Asked Questions: Rental Application Rejection Letters
Navigating the process of informing rental applicants of their rejection can be challenging. This FAQ section addresses common queries regarding crafting effective and legally compliant rejection letters.
What information should a rental application rejection letter include?
A rental application rejection letter should clearly state that the applicant was not selected, thank them for their interest, and, if applicable, inform them about the process for retrieving their application fee or materials. It is also advisable to include a general reason for the denial without being overly specific.
Can I state the specific reason for rejecting a rental applicant?
While providing a general reason is acceptable, avoid stating highly specific reasons that could potentially lead to claims of discrimination. Consult with legal counsel if unsure about the legality of disclosing a particular reason.
Is it necessary to return the application fee if the applicant is rejected?
The policy regarding application fees varies depending on local laws and the terms outlined in the application agreement. Review the agreement and local regulations to determine your obligation.
How long should I keep rejected rental applications on file?
The retention period for rejected rental applications depends on local, state, and federal regulations. Consult with legal counsel to determine the appropriate retention policy for your jurisdiction.
What should I avoid including in a rental application rejection letter?
Avoid making discriminatory statements or providing overly specific reasons for the rejection that could be interpreted as discriminatory. Steer clear of subjective or emotional language.
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