A “Sample Letter To Turn Down An Applicant For Rental” is a letter you send to tell someone they won’t be renting your property. Landlords or property managers use it after reviewing applications. It’s needed when you have to reject an applicant.
Need to write one of these letters? It can be tricky. You want to be clear but also fair.
That’s why we’re here to help! We’ll share letter samples. These will make writing your own rejection letter easier.
Sample Letter To Turn Down An Applicants For Rental
[Your Name/Company Name]
[Your Address]
[Your City, State, Zip Code]
[Date]
[Applicant Name]
[Applicant Address]
[Applicant City, State, Zip Code]
Subject: Regarding Your Rental Application for [Property Address]
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 provide us with your information.
After careful consideration of all applications, we regret to inform you that your application has not been selected at this time. This decision was based on [briefly state reason, e.g., other applications more closely met our criteria, credit score, income requirements].
We understand this may be disappointing news. We wish you the best of luck in your search for a suitable rental property.
Sincerely,
[Your Name/Company Name]
[Your Title/Position]
[Your Contact Information]
How to Write Letter To Turn Down An Applicants For Rental
Subject Line: Conciseness is Key
- Be upfront. A subject like “Rental Application Update for [Address]” is unambiguous.
- Avoid ambiguity. Don’t leave the applicant guessing; clarity is paramount.
Salutation: Professional Courteousness
- Use “Dear Mr./Ms./Mx. [Applicant Last Name]” unless you know their preference.
- Address all applicants with the same level of formality to eschew any hint of bias.
Acknowledge Receipt and Thank Them
- Start by acknowledging receipt of their application for the property at [Address].
- Express gratitude for their interest. A simple “Thank you for considering our property” suffices.
The Rejection: Deliver with Diplomacy
- State clearly that you will not be moving forward with their application. For example: “After careful consideration, we have decided to proceed with another applicant at this time.”
- Avoid protracted explanations. Brevity mitigates potential misunderstandings.
- Refrain from providing specific reasons for the rejection to circumvent potential legal ramifications.
Offer Well Wishes
- A benevolent gesture goes a long way. Wish them success in their housing search.
- Example: “We wish you the best in finding a suitable residence.”
Return of Documents (If Applicable)
- If you have original documents like pay stubs, specify how they can be retrieved or if they will be returned.
- Indicate a timeframe for retrieval if you are holding the documents, e.g., “These documents will be available for pickup until [Date].”
Closing: Maintain Professionalism
- Use a professional closing such as “Sincerely” or “Best regards.”
- Sign your name, followed by your title (e.g., Property Manager).
- Include your contact information for any residual inquiries.
Frequently Asked Questions: Rental Application Rejection Letters
This section addresses common queries regarding the process of informing rental applicants that their application has not been approved. Understanding the proper protocol ensures fair and respectful communication.
What information should I include in a rental application rejection letter?
The letter should clearly state that the application was not approved, thank the applicant for their interest, and, if applicable, mention the return of any application fees or deposits.
Can I state the specific reason for denying the application?
While not always legally required, providing a general reason (e.g., “another applicant was better qualified”) can be helpful. However, avoid discriminatory reasons prohibited by fair housing laws.
Should I return the application fee?
The policy regarding application fees should be clearly stated in the initial application agreement. If the agreement specifies a refund under certain circumstances, adhere to that policy.
How long after receiving the application should I send the rejection letter?
Send the rejection letter as soon as a decision has been made, ideally within a reasonable timeframe (e.g., within a week or two) to maintain transparency and respect for the applicant’s time.
Is it necessary to send a rejection letter to every applicant?
Yes, sending a rejection letter to all applicants who were not selected is considered professional courtesy and helps maintain a positive landlord-tenant relationship within the community.