A “Sample Letter To Decline A Rental Reasonable Accommodation Request” is a document. It is used by landlords. They use it to deny a tenant’s request. The request is for a change to a property. This change is due to a disability.
Sometimes, tenants ask for changes. These changes help them live comfortably. Landlords must respond. They must respond fairly. This article offers helpful letter examples.
We’ll provide you with sample letters. These samples cover different situations. They make writing your own letter easier. Use our templates to create a professional response.
Sample Letter To Decline A Rental Reasonable Accommodation Request
[Your Name/Company Name]
[Your Address]
[City, State, Zip Code]
[Date]
[Tenant’s Name]
[Tenant’s Address]
[City, State, Zip Code]
**Subject: Regarding Your Reasonable Accommodation Request**
Dear [Tenant’s Name],
Thank you for your request for a reasonable accommodation, dated [Date of Tenant’s Request]. We have carefully reviewed your request and the supporting documentation.
After thorough consideration, we are unable to approve your request at this time. Our decision is based on [Clearly and specifically state the reason for denial. Be factual and avoid discriminatory language. Examples: “the requested modification would fundamentally alter the nature of the rental property,” “the requested accommodation would impose an undue financial and administrative burden,” or “there is no verifiable disability-related need for the requested accommodation.”].
We understand this may be disappointing. We are committed to complying with all applicable fair housing laws. We encourage you to submit an alternative request that addresses the concerns outlined above.
You have the right to contact the U.S. Department of Housing and Urban Development (HUD) or your local fair housing agency if you believe you have been discriminated against.
Sincerely,
[Your Name/Company Name]
[Your Title]
[Your Contact Information]
html
How to Write Letter To Decline A Rental Reasonable Accommodation Request
Subject Line: Clarity is Paramount
- Be forthright: “Regarding Your Accommodation Request – [Property Address]”
- Avoid ambiguity. A vague subject line can lead to misinterpretation.
- Expedite processing by referencing the property.
Salutation: Professional Courtesies
- Address the tenant formally: “Dear [Tenant’s Name],”
- Maintain a respectful tone, irrespective of the declination.
- Refrain from casual greetings.
Grounding the Refusal: Laying the Foundation
- Acknowledge receipt of the accommodation request unequivocally.
- Reference the date of the original request to eliminate confusion.
- Example: “This letter pertains to your accommodation request, dated [Date], concerning [briefly mention the request].”
Articulating the Rationale: The Nucleus of the Declination
- Provide a lucid, legally sound explanation for the denial.
- Cite specific reasons why the accommodation poses an undue burden or fundamentally alters the nature of the housing.
- Consult legal counsel to ensure compliance with fair housing laws.
- Avoid generalizations; specificity is key. For instance, instead of saying “it’s too expensive,” detail the financial strain.
Offering Alternatives: A Conciliatory Gesture
- If feasible, propose alternative accommodations that mitigate concerns.
- This demonstrates a willingness to engage in an interactive process.
- Example: “While we cannot approve [original request], we can offer [alternative solution].”
- Even if alternatives are untenable, acknowledging the possibility shows good faith.
Reiterating Non-Discrimination: Reinforcing Ethical Stance
- Affirm your commitment to fair housing practices.
- State explicitly that the decision is not based on discriminatory motives.
- Include a sentence such as: “This decision is made in accordance with all applicable fair housing laws and is not based on any protected characteristic.”
Closure: Maintaining Professionalism
- Offer to discuss the matter further: “Please feel free to contact us if you require further clarification.”
- Reiterate availability for dialogue.
- Close with a formal sign-off: “Sincerely,” or “Respectfully,” followed by your name and title.
- Retain a copy of the letter for your records.
html
Frequently Asked Questions: Declining a Rental Reasonable Accommodation Request
Navigating reasonable accommodation requests can be complex. This FAQ section addresses common questions when a landlord or property manager must decline such a request.
What are the legal grounds for declining a reasonable accommodation request?
A request can be declined if it poses an undue financial or administrative burden, fundamentally alters the nature of the housing, or threatens the safety of other residents.
What information should be included in the decline letter?
The letter should clearly state the denial, the specific reasons for the denial, and information about the resident’s right to appeal or provide additional information.
Can I offer an alternative accommodation instead of declining the request outright?
Yes, offering an alternative accommodation is often a good practice and can demonstrate good faith in working with the resident.
What should I do if I’m unsure whether to grant or deny a request?
Consult with legal counsel specializing in fair housing laws to ensure compliance and avoid potential discrimination claims.
How long should I keep records related to the accommodation request and denial?
It is recommended to retain all documentation related to the request and denial for at least one year, or longer if required by local or state laws.