{"id":96039,"date":"2024-08-05T14:44:55","date_gmt":"2024-08-05T21:44:55","guid":{"rendered":"https:\/\/www.redfin.com\/blog\/?p=96039"},"modified":"2024-10-17T13:53:19","modified_gmt":"2024-10-17T20:53:19","slug":"rental-application-denial-letter","status":"publish","type":"post","link":"https:\/\/www.redfin.com\/blog\/rental-application-denial-letter\/","title":{"rendered":"Rental Application Denial Letter: How to Politely Reject a Tenant"},"content":{"rendered":"<p><span style=\"font-weight: 400;\">Although the ultimate goal of any landlord is to put a renter into a property, there are some times when it\u2019s just not the right fit. Not every applicant who wants to live in your rental is going to work &#8211; whether it\u2019s because you have too many applicants or a renter has a less-than-stellar record. When this happens, you\u2019ll find yourself having to prepare a rental application denial letter.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">It may feel daunting to have to write this type of letter, but it doesn\u2019t have to be. In this Redfin article, we\u2019ll guide you through the process. Whether you\u2019re a landlord <\/span><a href=\"https:\/\/www.redfin.com\/city\/11458\/FL\/Miami\/houses-for-rent\" data-wpel-link=\"exclude\"><span style=\"font-weight: 400;\">renting a home in Miami<\/span><\/a><span style=\"font-weight: 400;\"> or a property manager renting <\/span><a href=\"https:\/\/www.apartmentguide.com\/apartments\/California\/Los-Angeles\/\" data-wpel-link=\"external\" target=\"_blank\" rel=\"external noopener noreferrer\"><span style=\"font-weight: 400;\">apartments in Los Angeles<\/span><\/a><span style=\"font-weight: 400;\">, find out how to write a rental application denial letter that conveys the right message.<\/span><\/p>\n<figure id=\"attachment_81111\" aria-describedby=\"caption-attachment-81111\" style=\"width: 1200px\" class=\"wp-caption alignnone\"><img fetchpriority=\"high\" decoding=\"async\" class=\"size-full wp-image-81111\" src=\"https:\/\/www.redfin.com\/blog\/wp-content\/uploads\/2023\/02\/GettyImages-182930468.jpg\" alt=\"contemporary townhouses\" width=\"1200\" height=\"800\" srcset=\"https:\/\/www.redfin.com\/blog\/wp-content\/uploads\/2023\/02\/GettyImages-182930468.jpg 1200w, https:\/\/www.redfin.com\/blog\/wp-content\/uploads\/2023\/02\/GettyImages-182930468-300x200.jpg 300w, https:\/\/www.redfin.com\/blog\/wp-content\/uploads\/2023\/02\/GettyImages-182930468-1024x683.jpg 1024w, https:\/\/www.redfin.com\/blog\/wp-content\/uploads\/2023\/02\/GettyImages-182930468-768x512.jpg 768w, https:\/\/www.redfin.com\/blog\/wp-content\/uploads\/2023\/02\/GettyImages-182930468-225x150.jpg 225w, https:\/\/www.redfin.com\/blog\/wp-content\/uploads\/2023\/02\/GettyImages-182930468-945x630.jpg 945w, https:\/\/www.redfin.com\/blog\/wp-content\/uploads\/2023\/02\/GettyImages-182930468-450x300.jpg 450w\" sizes=\"(max-width: 1200px) 100vw, 1200px\" \/><figcaption id=\"caption-attachment-81111\" class=\"wp-caption-text\">pamspix via Getty Images<\/figcaption><\/figure>\n<h2><span style=\"font-weight: 400;\">How to write a polite rental application denial letter<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Writing a denial letter can feel stressful, because you have to let someone down. Your letter should have a professional and informative tone, covering exactly why you\u2019re denying their rental application. Include as many specifics as possible, such as:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Application date<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Property address<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Reason(s) for rejection<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Supporting documents (if necessary; i.e., a copy of their credit report)<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Your contact information (for additional questions)<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Suggestions for alternate options (optional)<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Don\u2019t forget to thank them for applying and let them know you feel bad about having to say \u201cno.\u201d You can include phrases like, \u201cWe regret to inform you,\u201d to help soften the rejection.<\/span><\/p>\n<h2><span style=\"font-weight: 400;\">Sample rental application denial letter template<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Some rental application denial letters will feel like you\u2019re filling out a form. They\u2019ll list all the possible, legal, reasons to deny a renter, and let you check the boxes. This does save time, but it\u2019s often impersonal and can turn prospective renters away from re-applying in the future.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">If you can, take the time to make it a little more personal, and a little less formulaic. Try out this template instead.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">(Date)<\/span><\/p>\n<p><span style=\"font-weight: 400;\">(Applicant\u2019s full name)<\/span><\/p>\n<p><span style=\"font-weight: 400;\">(Address of rental property)<\/span><\/p>\n<p><b>RE: Rental application review<\/b><\/p>\n<p><span style=\"font-weight: 400;\">Dear (Applicant\u2019s name),<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Thank you so much for submitting your rental application for (Property Address.) I\u2019ve had time to review it and sincerely regret to inform you that it was not accepted at this time.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">The decision was made based on (fill in as many specifics regarding the reason why you denied the application such as low credit score, income concerns, the property is no longer available, issues with rental history, etc.)<\/span><\/p>\n<p><span style=\"font-weight: 400;\">I understand this is not the news you were hoping to hear. Should you have any questions regarding your rental application status, please don\u2019t hesitate to reach out to me directly at (your phone or email.)<\/span><\/p>\n<p><span style=\"font-weight: 400;\">You may also want to consider (insert any advice, if applicable to help them out the next time such as offering up a co-signer, seeking rentals more in their price range, etc.)<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Sincerely,<\/span><\/p>\n<p><span style=\"font-weight: 400;\">(Your Name)<\/span><\/p>\n<p><img decoding=\"async\" class=\"alignnone wp-image-81635 size-full\" src=\"https:\/\/www.redfin.com\/blog\/wp-content\/uploads\/2023\/03\/GettyImages-1133606684.jpg\" alt=\"Interior of large loft apartment\" width=\"1200\" height=\"800\" srcset=\"https:\/\/www.redfin.com\/blog\/wp-content\/uploads\/2023\/03\/GettyImages-1133606684.jpg 1200w, https:\/\/www.redfin.com\/blog\/wp-content\/uploads\/2023\/03\/GettyImages-1133606684-300x200.jpg 300w, https:\/\/www.redfin.com\/blog\/wp-content\/uploads\/2023\/03\/GettyImages-1133606684-1024x683.jpg 1024w, https:\/\/www.redfin.com\/blog\/wp-content\/uploads\/2023\/03\/GettyImages-1133606684-768x512.jpg 768w, https:\/\/www.redfin.com\/blog\/wp-content\/uploads\/2023\/03\/GettyImages-1133606684-225x150.jpg 225w, https:\/\/www.redfin.com\/blog\/wp-content\/uploads\/2023\/03\/GettyImages-1133606684-945x630.jpg 945w, https:\/\/www.redfin.com\/blog\/wp-content\/uploads\/2023\/03\/GettyImages-1133606684-450x300.jpg 450w\" sizes=\"(max-width: 1200px) 100vw, 1200px\" \/><\/p>\n<h2><span style=\"font-weight: 400;\">Legal reasons you can\u2019t reject a rental application<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">As a landlord, you most likely want to rent to a tenant who will respect your property and take good care of it. However, you can\u2019t reject a potential tenant based on their personality alone. The Fair Housing Act restricts the reasons landlords can reject someone\u2019s <\/span><a href=\"https:\/\/www.redfin.com\/blog\/apartment-applications\/\" data-wpel-link=\"exclude\"><span style=\"font-weight: 400;\">rental application<\/span><\/a><span style=\"font-weight: 400;\">. You must adhere to these regulations to prevent any legal recourse.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Under the <\/span><a href=\"https:\/\/nlihc.org\/resource\/fair-housing-act-overview-and-challenges\" data-wpel-link=\"external\" target=\"_blank\" rel=\"external noopener noreferrer\"><span style=\"font-weight: 400;\">Fair Housing Act<\/span><\/a><span style=\"font-weight: 400;\">, a rental application denial letter can\u2019t be served on the basis of race, color, national origin, religion, sex, familial status, or disability. This prevents housing discrimination and reverses housing segregation.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">You\u2019re also not allowed to deny a renter\u2019s application based on their criminal record, unless there are dangerous criminal convictions that could put people, and your property, at risk. In other words, a DUI is not grounds to deny a potential renter, but getting convicted of arson most likely is. If you\u2019re unsure about what is considered a \u201cdangerous criminal conviction,\u201d you can always speak to a lawyer.<\/span><\/p>\n<h2><span style=\"font-weight: 400;\">6 legal reasons you can reject an application<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">In addition to a dangerous criminal conviction, there are several other legal reasons why you can reject a potential tenant\u2019s application.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">1. When their credit score isn\u2019t high enough<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">It\u2019s common practice for a landlord to run a credit check on every applicant. If the potential tenant\u2019s score is too low, then you can reject their application. Since a credit score is often indicative of an applicant\u2019s financial history, a low number could mean they don\u2019t pay their bills, including rent. It\u2019s up to you whether you allow them to bring in a <\/span><a href=\"https:\/\/www.apartmentguide.com\/blog\/guarantor-vs-cosigner\/\" data-wpel-link=\"external\" target=\"_blank\" rel=\"external noopener noreferrer\"><span style=\"font-weight: 400;\">guarantor or co-signer<\/span><\/a><span style=\"font-weight: 400;\"> to help get their rental application approved. You may also consider asking for a <\/span><a href=\"https:\/\/www.redfin.com\/blog\/what-is-a-credit-reference-on-a-rental-application\/\" data-wpel-link=\"exclude\"><span style=\"font-weight: 400;\">credit reference<\/span><\/a><span style=\"font-weight: 400;\">, which may give you additional information about the applicant\u2019s creditworthiness.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">2. When their finances don\u2019t cover expenses<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">A prospective tenant\u2019s finances are also a major concern for landlords. Not only does an applicant need to have enough funds to cover all the upfront costs &#8211; first and last month\u2019s rent, security deposit, etc. &#8211; but they need enough income to pay the rent each month along with their other bills. Many landlords ask that their renters make a specific amount annually. The standard ask is three times as much income as rent costs to ensure rent is paid. In some areas, the ask may be even higher.<\/span><\/p>\n<figure id=\"attachment_79690\" aria-describedby=\"caption-attachment-79690\" style=\"width: 1200px\" class=\"wp-caption alignnone\"><img decoding=\"async\" class=\"size-full wp-image-79690\" src=\"https:\/\/www.redfin.com\/blog\/wp-content\/uploads\/2023\/01\/GettyImages-1211584942.jpg\" alt=\"organizing-tips-4\" width=\"1200\" height=\"800\" srcset=\"https:\/\/www.redfin.com\/blog\/wp-content\/uploads\/2023\/01\/GettyImages-1211584942.jpg 1200w, https:\/\/www.redfin.com\/blog\/wp-content\/uploads\/2023\/01\/GettyImages-1211584942-300x200.jpg 300w, https:\/\/www.redfin.com\/blog\/wp-content\/uploads\/2023\/01\/GettyImages-1211584942-1024x683.jpg 1024w, https:\/\/www.redfin.com\/blog\/wp-content\/uploads\/2023\/01\/GettyImages-1211584942-768x512.jpg 768w, https:\/\/www.redfin.com\/blog\/wp-content\/uploads\/2023\/01\/GettyImages-1211584942-225x150.jpg 225w, https:\/\/www.redfin.com\/blog\/wp-content\/uploads\/2023\/01\/GettyImages-1211584942-945x630.jpg 945w, https:\/\/www.redfin.com\/blog\/wp-content\/uploads\/2023\/01\/GettyImages-1211584942-450x300.jpg 450w\" sizes=\"(max-width: 1200px) 100vw, 1200px\" \/><figcaption id=\"caption-attachment-79690\" class=\"wp-caption-text\">Anchiy via Getty Images<\/figcaption><\/figure>\n<h3><span style=\"font-weight: 400;\">3. When their rental record is less than stellar<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Looking at a potential tenant\u2019s <\/span><a href=\"https:\/\/www.redfin.com\/blog\/rental-history-report\/\" data-wpel-link=\"exclude\"><span style=\"font-weight: 400;\">rental history report<\/span><\/a><span style=\"font-weight: 400;\"> may also raise some red flags that could lead to a rental application denial letter. Situations like <\/span><a href=\"https:\/\/www.rent.com\/blog\/renting-after-eviction\/\" data-wpel-link=\"external\" target=\"_blank\" rel=\"external noopener noreferrer\"><span style=\"font-weight: 400;\">prior evictions<\/span><\/a><span style=\"font-weight: 400;\">, records of unpaid rent or fees, bad feedback from previous landlords, and proof of previous property damage can be reasons to reject a rental application. You need to protect your property, so it\u2019s best to be hesitant when issues like these arise.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">4. Inadequate references<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">When reaching out to references such as former landlords, employers, or others, you may receive a wide variety of responses. If the applicant\u2019s references provide negative feedback, this can be a reason to reject their application.\u00a0<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">5. When there\u2019s an issue with their application<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">If a potential tenant lies on their application or omits information, you also have grounds to deny them tenancy. Either they\u2019ve falsified the information you need to approve their application, or they simply didn\u2019t give you enough. As a result, those are two major reasons to write a rental application denial letter.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">6. When the property is no longer available<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">When demand is high for a specific property, you may get more rental applications than you actually need. Evaluating them on a first-come, first-served basis, you may fill the vacancy quickly. It\u2019s polite to send a letter out to the other applicants letting them know the property is no longer available. It\u2019s another example of when it\u2019s legal to tell an applicant \u201cno\u201d in regards to renting your property. There are plenty of <a href=\"https:\/\/www.redfin.com\/guides\/landlord-resources\" data-wpel-link=\"exclude\">landlord resources<\/a> out there to help you make the right decision.<\/span><\/p>\n","protected":false},"excerpt":{"rendered":"<p>There are a few legal reasons why you can reject a rental application. Find out what they are and how to write a rental application denial letter.<\/p>\n","protected":false},"author":537,"featured_media":81111,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"site-sidebar-layout":"default","site-content-layout":"","ast-site-content-layout":"default","site-content-style":"default","site-sidebar-style":"default","ast-global-header-display":"","ast-banner-title-visibility":"","ast-main-header-display":"","ast-hfb-above-header-display":"","ast-hfb-below-header-display":"","ast-hfb-mobile-header-display":"","site-post-title":"","ast-breadcrumbs-content":"","ast-featured-img":"","footer-sml-layout":"","ast-disable-related-posts":"","theme-transparent-header-meta":"default","adv-header-id-meta":"","stick-header-meta":"default","header-above-stick-meta":"","header-main-stick-meta":"","header-below-stick-meta":"","astra-migrate-meta-layouts":"set","ast-page-background-enabled":"default","ast-page-background-meta":{"desktop":{"background-color":"var(--ast-global-color-4)","background-image":"","background-repeat":"repeat","background-position":"center center","background-size":"auto","background-attachment":"scroll","background-type":"","background-media":"","overlay-type":"","overlay-color":"","overlay-opacity":"","overlay-gradient":""},"tablet":{"background-color":"","background-image":"","background-repeat":"repeat","background-position":"center center","background-size":"auto","background-attachment":"scroll","background-type":"","background-media":"","overlay-type":"","overlay-color":"","overlay-opacity":"","overlay-gradient":""},"mobile":{"background-color":"","background-image":"","background-repeat":"repeat","background-position":"center center","background-size":"auto","background-attachment":"scroll","background-type":"","background-media":"","overlay-type":"","overlay-color":"","overlay-opacity":"","overlay-gradient":""}},"ast-content-background-meta":{"desktop":{"background-color":"var(--ast-global-color-5)","background-image":"","background-repeat":"repeat","background-position":"center center","background-size":"auto","background-attachment":"scroll","background-type":"","background-media":"","overlay-type":"","overlay-color":"","overlay-opacity":"","overlay-gradient":""},"tablet":{"background-color":"var(--ast-global-color-5)","background-image":"","background-repeat":"repeat","background-position":"center center","background-size":"auto","background-attachment":"scroll","background-type":"","background-media":"","overlay-type":"","overlay-color":"","overlay-opacity":"","overlay-gradient":""},"mobile":{"background-color":"var(--ast-global-color-5)","background-image":"","background-repeat":"repeat","background-position":"center center","background-size":"auto","background-attachment":"scroll","background-type":"","background-media":"","overlay-type":"","overlay-color":"","overlay-opacity":"","overlay-gradient":""}},"footnotes":""},"categories":[34343],"tags":[34458,34683],"coauthors":[33440],"class_list":["post-96039","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-renting-a-home","tag-apartment-faqs-and-tips","tag-landlord"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v24.7 (Yoast SEO v28.5) - https:\/\/yoast.com\/product\/yoast-seo-premium-wordpress\/ -->\n<title>Rental Application Denial Letter: Rejecting a Tenant | Redfin<\/title>\n<meta name=\"description\" content=\"There are a few legal reasons why you can reject a rental application. 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