Though it’s never fun to reject an applicant, sometimes it’s necessary to ensure your property is in good hands.

Declining rental applications comes with the territory of being a landlord. Though it’s never fun to reject an applicant, sometimes it’s necessary to ensure your property is in good hands.

You may feel inclined to reject an application for many reasons, whether it be a poor credit score or low income. Nonetheless, you should always act fairly, professionally, and compliantly when rejecting rental applications. Check out our guide below for the best practices for denying rental applications.

Why Do Rental Applications Get Rejected?

To get the best grasp on rejecting rental applications, you should start by understanding why you would deny an application. Doing so will help you make informed decisions throughout the applicant screening process and ensure you comply with industry standards.

As a landlord, you must follow the Fair Housing Act and state rental laws and regulations when evaluating rental applications. While regulations will vary from state to state, most local mandates will permit rejections if at least one of the following conditions apply:

Insufficient income-to-rent ratio

Rejection is almost always guaranteed for applicants with insufficient income-to-rent ratios. Most landlords require renters to have income that is double or triple the monthly rent. If they cannot meet this requirement, rejection should not come as a shock.

An applicant should provide you with proof of income, either with pay stubs, bank statements, or a job offer letter, to verify that they can afford the cost of rent. Otherwise, you have the right to be concerned about their ability to pay rent on time and in full each month.

Low credit score

Credit scores are a good indicator of an applicant’s financial history. If they have a lower credit score than you require or one that makes you feel uneasy renting to them, you are legally allowed to decline their application. While you can suggest that the tenant use a co-signer or guarantor to get approved, it might be best to forgo their application altogether if you have other options.

Prior evictions, property damage, or unpaid rent

An applicant’s rental history will help you determine whether they will be a good fit for you and your rental property. If they have any prior evictions, unpaid rental fees, or have damaged a rental property, you have every right to be apprehensive.

An applicant with a poor rental history will have a difficult time finding a new place unless you’re willing to negotiate with them by requiring more money upfront (such as first and last months’ rent), additional reference letters, or a co-signer/guarantor. If they can promptly and correctly meet these requirements, then it’s up to you to decide whether to move forward with their application.

Bad references

Requesting references is a great way to vet an applicant. Whether they be former landlords or employers, contacting references will give you a better idea of an applicant’s character and living habits. You should proceed with caution if a reference gives you any reason to doubt an applicant. In this case, you might request the additional materials we mentioned above, such as upfront payments and co-signer/guarantor signatures.

Other legal reasons

Perhaps your rental is a non-smoking unit, or you don’t allow pets. If the applicant notes that they smoke or intend to bring pets with them to the rental, it is your legal right to deny their application. These factors indicate that you and this applicant are not a good match. The only exception to this would be if the animal is a certified support animal under Fair Housing Laws.

Qualified applicants

High-demand rental properties attract large applicant pools. If you have several applicants in the running, you can be selective about whom you choose, just as long as you base your decision on legitimate business reasons. If you’re choosing between renters, you should select the candidate that best meets your income, credit score, and other requirements. While one renter might have adequate credentials, you might have another that exceeds your expectations. In this case, you have the right to reject the lesser-qualified candidate.

When You Cannot Reject an Applicant

While landlords can pick or choose between renters, they must do so while complying with Fair Housing Laws. The FHA ensures that landlords treat all applicants equally and prohibits discrimination of any kind.

Rejecting an application under discriminatory circumstances will not only harm your reputation as a landlord but also puts you at risk of potential legal and financial consequences. The FHA prohibits rental application rejection on accounts of:

• Race
• Color
• National Origin
• Religion
• Sex
• Familial Status
• Disability

You also cannot deny a renter’s application based on arrest records. Landlords and property managers may only use a criminal record to deny an application if it shows dangerous criminal convictions that may put the property, neighbors, or the landlord at risk.

How to Decline a Rental Application: Step-by-Step

There’s more to declining a rental application than the rejection itself. To make the right decision, you must go through a number of steps to evaluate applicants, reflect on your findings, and communicate the outcome. Below, we break down the steps to declining a rental application to ensure you make the best decision for you and your rental property.

Determine your renter criteria

Long before you list your rental and review applications, you must determine your renter criteria. Determine how much you want to charge for rent, the minimum credit score you will accept, and other non-negotiables for your lease agreement. Will you allow pets in your rental? How about smokers? Establish realistic standards for your renters, and then outline them in your listed rental application. This way, ineligible renters won’t waste their time applying, and, as a result, you won’t waste time reviewing underqualified candidates.

Review the application

When reviewing rental applications, there are two questions to ask yourself. Is the application completely filled out? Is the information on the application accurate? If the answer to question one is yes, then you’re good to proceed with the applicant screening process to answer question two.

Screening applicants involves a series of steps to verify a renter’s financial standings, rental history, criminal records, and more. Going through this vetting process is essential to finding a qualified renter. Otherwise, you risk putting your property in the hands of someone who might not be trustworthy or fit to take care of it.

Below are steps to take when screening a rental application:

Request and review application

Require the renter to fill out an application providing their contact information, current and previous employers, income, type and number of pets if applicable, and employer/landlord references.

Comply with fair housing

Review Fair Housing Laws to ensure your screening process does not discriminate based on race, color, religion, sex, national origin, disability, or familial status.

Run a background check

Run a background check to receive a detailed report on the applicant and their past. Look out for any red flags, such as prior evictions, criminal records, or legal battles.

Check criminal record

Check the applicant’s criminal record to ensure they’re free of any felony charges. If an old criminal offense is found on the report, consider requesting references to verify the applicant’s reliability.

Review rental history

Review the applicant’s rental history by speaking with one of their landlord references. The applicant might provide a landlord reference letter for you to read as well. When speaking with their references, ask about the applicant’s history of paying rent on time, leaving the unit in good condition, and abiding by the lease.

Run a credit check

Running a credit check will tell you the applicant’s credit history, going as far back as ten years. When reviewing this history, look out for late payments, overcharging accounts, large loans, maxed-out credit cards, or other related financial hiccups.

Check employment history and proof of income

Employment history is another thing to pay attention to when screening an applicant. Verify the applicant’s history by asking for current/former employer references. Additionally, you should request proof of income, such as pay stubs, bank statements, or job offer letters.

Make the decision

Once you’ve gone through the screening process, you should have all the information you need to make a sound decision. If the answer is no, go back and review FHA guidelines and your state’s rental laws to ensure you have good reason to reject the applicant. As we mentioned before, it’s crucial that you abide by these rules and regulations when rejecting a candidate. Otherwise, you could be subject to legal, financial, and reputational repercussions.

Communicate with the applicant

When you feel confident in your decision, you must then break the news to the applicant. In doing so, you should disclose why you denied the applicant. The Fair Credit Reporting Act requires landlords to inform rejected applicants of information discovered in an applicant screening. For example, you should let your applicant know if their credit score is insufficient. This way, they can rectify their standings for future applications. Keep reading to learn more about how to communicate with an applicant when denying their application.  

How to Write a Rental Application Denial Letter

When rejecting rental applications, it’s best to get everything in writing. As a landlord, the best way to decline a rental application is to write a polite and detailed rejection letter. In your letter, you should politely decline the applicant. Then, you should also express appreciation for the applicant’s interest and welcome follow-up questions or concerns.

You can also include a contingency in your rejection letter, offering acceptance if certain conditions are met. For example, you might request the additional materials that we mentioned earlier, including references, the first and last month’s rent upfront, or a co-signer/guarantor signature. This is a great alternative to an outright rejection, as it gives your prospective renter a second chance to meet rental requirements.

Rental Application Denial Letter Example

We’ve created a sample letter to show you the most professional and polite way to turn down a rental applicant. Check it out below!

Date

Applicant’s First and Last Name

Address of Rental Property

Dear [Name of Applicant],

Thank you for applying to rent the property at [Rental Property Address]. We regret to inform you that your rental application has been denied for the following reason(s): [e.g., insufficient income, low credit score, owner chose another applicant, negative rental history, etc.].

Should you have any further questions regarding the status of your application or the contents of this letter, please do not hesitate to reach out to me.

Sincerely,

[Landlord or Property Manager Name]

If you are providing conditions for approval, list them in the letter after explaining why the application has yet to be approved. You may also include a list of legal reasons to deny a letter and check boxes next to those that apply.

Source: Apartments.com