Free Standard Rejection Letter (Landlord)
Standard rejection letter for tenant applications. If the decision was based in part on a consumer report, you must ALSO send an FCRA §615 adverse-action notice. This standalone rejection letter alone is sufficient ONLY when no consumer reports were used (e.g., property no longer available, applicant withdrew).
Free Standard Rejection Letter (Landlord) — overview
A Standard Rejection Letter (Landlord) is a standard rejection letter for declining a rental application. If your decision was based on a consumer report, you must also send an FCRA §615 adverse-action notice — or use the combined adverse-action + rejection letter instead.
Generate the Letter
Use this letter to communicate the rejection of a rental application. If a consumer report (credit, background, eviction history, etc.) was a factor in the decision, you must ALSO send an FCRA §615 adverse-action notice separately (or use the combined adverse-action + rejection letter).
When this letter is sufficient alone: This standalone rejection letter is sufficient ONLY when the decision was NOT based on any consumer report — for example, property no longer available, applicant withdrew, or first-applicant-first-served and another applicant was selected. If credit, criminal background, eviction history, or other consumer reports were used, you must also send an FCRA §615 adverse-action notice.
1. Letter Header (From / To)
2. Letter Body
⚠ If based on a consumer report, FCRA §615 requires adverse-action notice
If your rejection decision was based in whole or in part on information from a consumer report (credit, background, eviction history, etc.), federal FCRA §615 requires you to ALSO send an adverse-action notice that names the CRA and discloses the applicant’s right to dispute. This simple rejection letter alone is insufficient when consumer reports were used in the decision.
3. Signature
About the Standard Rejection Letter (Landlord)
A standard rejection letter communicates the denial of a rental application. The legal requirements depend on what drove the decision: (1) If the decision was NOT based on any consumer report — for example, the property became unavailable, the applicant withdrew, another applicant was selected on a first-come basis, or the application was incomplete — this standalone rejection letter is sufficient. (2) If the decision WAS based in whole or in part on a consumer report (credit, criminal background, eviction history, employment verification, prior-landlord references), federal FCRA §615 (15 USC §1681m) requires a separate adverse-action notice OR the combined letter format. Best practice for landlords who routinely use consumer reports: always use the combined adverse-action + rejection letter to avoid missing the FCRA disclosure requirements. The rejection letter should: keep the tone neutral and factual; avoid specifying which report items drove the decision; include a Fair Housing non-discrimination statement; acknowledge return of any application fees or holding deposits per state law and your policy.
Key Requirements
- Standalone rejection letter — no consumer-report disclosures included
- Sufficient alone ONLY when no consumer reports were used
- If reports were used: also send FCRA §615 adverse-action notice
- Alternative: use combined adverse-action + rejection letter
- Include Fair Housing non-discrimination statement (defensive)
- Acknowledge return of application fees / holding deposits per state law
Common Mistakes
- Using this letter alone when consumer reports were used (FCRA violation)
- Stating specific reasons that could suggest discrimination
- Not retaining a copy in the applicant file
- Delaying notice — should be sent promptly
- Failing to acknowledge return of fees / holding deposits
- Missing Fair Housing non-discrimination statement
Best Practices
- If in doubt about FCRA, use the combined adverse-action + rejection letter instead
- Send promptly (same-day to next-business-day)
- Keep tone neutral and factual
- Include Fair Housing non-discrimination statement (defensive)
- Acknowledge return of fees per state law and your policy
- Retain copy in applicant file for 5+ years
- Send by certified mail with return receipt for proof of delivery
Make screening decisions with full information
An adverse-action notice is only as defensible as the underlying screening report. Tenant Screening Background Check has been verifying renters since 2004 — credit, eviction filings, criminal background, and employment — with proper FCRA permissible-purpose documentation built in.
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⚖ Legal Disclaimer
This letter template is provided for general informational purposes only and does not constitute legal advice. Federal FCRA (15 USC §1681 et seq.) requirements apply to all adverse-action notices based on consumer reports. State equivalents (CA CCRAA/ICRAA, NY GBL §380, others) impose additional requirements in some jurisdictions. For FCRA guidance, visit FTC FCRA and CFPB. Consult a qualified attorney before relying on this template for any adverse-action decision.
