A Landlord or property manager may choose to reject a tenant if he finds doubtful information after screening the application form. However, he needs to have valid reasons and supporting documents to support his decision. Otherwise, the tenant can always raise discrimination issues if he feels that the reasons for rejection are unfair. Here are some dependable rejection letter templates.
5 Steps to Write a Tenant Rejection Letter
Step 1: Thank the Applicant for His Interest
It is important to keep the tone of the letter polite throughout, even though you are ultimately going to reject the tenant. Mention that you are pleased that the applicant has chosen your property over all others and has shown interest in renting it out. Thank him for the same.
Step 2: Give Reasons for Your Refusal
Firmly state that you regret to inform that you will not be able to rent the property to him due to unfavorable or undisclosed information that you have come across during the application screening process. The reasons then can be listed pointwise one below the other.
Step 3: Attach Supporting Documents to Your Letter
In some cases, it becomes necessary to keep proof ready and attach them to the formal rejection letter in case the tenant is irate about being rejected, and demands an explanation as to why he has been unfairly treated. The proof may be third-party investigation documents that you obtained during screening and background check.
Step 4: Be Brief and Concise
A rejection letter is a formal one, and should therefore not be too long and winding. Keep the content limited to three short paragraphs at the most. Except for the reasons for rejection that you will have to mention, keep all other matter briefs, concise and to the point.
Step 5: Help the Applicant with Alternative Options
Sometimes it may so happen that you have to reject an application from a tenant merely because you have already rented out to someone else, and he was late in applying. In such cases, you may direct the applicant to some other known alternative which he may find useful before politely signing off.
10+ Tenant Rejection Letter Templates
1. Basic Tenant Application Rejection Letter
This application rejection letter is very simple and clearly explains the reason, with the attached documents on the basis of which the tenant application has been rejected. The content of the letter is basic but very effective. This letter comes in a pdf format. So you can customize the details after download.
2. Standard Tenant Rejection Notice
This template is written in a formal tone and puts more emphasis on the reasons for the rejection of the tenant application. It also mentions that the decision to reject is based on credit information and findings of the investigating agencies. This letter template can be used as a useful guideline to frame a standard rejection letter.
3. Adverse Action Letter Regarding Rental Application
This rejection of rental application template is designed in PDF format. It is a perfectly worded sample letter which can be used as it is after download. You can give details of the investigating agencies from where information has been obtained, forming the basis for rejection of the tenant application.
4. Tenant Adverse Action Letter Example
This rejection letter sample is simple but specific and to the point. The content is well laid out in a single page and gives the various reasons for denial of the tenant application. This template is designed in MS Word so anyone with a basic understanding of the software can modify the content with ease.
5. Printable Application Rejection Template
This is another standard polite rejection letter sample designed in MS Word which can be used by landlords or managers who are not satisfied with the credit history or other details of the applicant. The template can be used after minor editing and changes to suit your needs.
6. Professional Denial Letter of Rental Application
This tenant rejection letter is a sample template that is very simple and professionally designed. It mentions the reasons for rejection of the tenant’s application which are divided into three sections with separate headings. The use of checkboxes for easy selection gives the letter a neat and organized look.
7. Modern Tenant Declination Letter Template
This best rejection letter uses a simple format and states the consumer report of an investigating agency as the reason for declining the tenant’s application. The agency has apparently reported unfavorable facts about the tenant. The template will need to be edited after download.
8. Decline Letter to Rental Application
This is an elegantly designed bid rejection letter template that would require very little editing. It measures the tenant credibility based on the credit score obtained by the investigating agencies. This template can also be used for conditional approval based on certain conditions that the tenant would have to agree to and fulfill.
9. Editable Adverse Action Notice for Tenant
Here is an adverse action notice which can be used to inform the applicant that his application for tenancy has been rejected due to certain reasons reported by the reporting agency. This may also happen due to internal reasons such as an increase in security deposit or need for more guarantors.
10. Adverse Action Letter Sample
This sample rejection letter uses simple but effective words to decline the tenant application due to various reasons other than the credit score and investigation reports. It can be used as a perfect guideline which can be used for writing a new letter because it is an easy to edit template.
11. Tenant Rejection Letter Layout
This formal rejection letter template has a standard layout and clearly explains the reason for the rejection of the tenant application. It gives the names of the consumer reporting agencies who have submitted their investigation reports to the property manager. The template is designed in PDF format, all you need to do is download and modify as needed.