Tenant Acceptance Letter
Approve Applications & Provide Move-In Details
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🎉 Congratulations – You’re Approving an Applicant!
Use this letter to formally notify approved applicants, provide move-in details, outline next steps, and set a professional tone for your landlord-tenant relationship.
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Browse Lease AgreementsComplete Guide to Tenant Acceptance Letters
A tenant acceptance letter is a formal notification that an applicant’s rental application has been approved. This guide explains why acceptance letters matter, what to include, how to protect yourself legally, and best practices for starting your landlord-tenant relationship on the right foot.
Why Send an Acceptance Letter?
Many landlords simply call approved applicants and verbally tell them they’re approved. While this works, a written acceptance letter provides several important benefits:
- Creates written record: Documents your approval and terms in case of later disputes
- Looks professional: Sets professional tone and shows you run your rental business seriously
- Provides clarity: Eliminates confusion about move-in costs, dates, and next steps
- Establishes expectations: Shows tenants you communicate clearly and have systems in place
- Reduces no-shows: Formal letter reinforces commitment and reduces backing out
What to Include in Acceptance Letters
Effective acceptance letters should include these essential elements:
- Clear approval statement: “We are pleased to approve your rental application”
- Property address: Confirm exact unit they’re renting
- Lease term: Start and end dates for lease period
- Monthly rent amount: Exact rent they’ll pay each month
- Move-in costs breakdown: First month, security deposit, any other fees
- Payment deadline: When move-in funds must be received
- Payment method: How to pay (certified check, wire transfer, etc.)
- Lease signing details: When and where to sign lease
- Move-in date and time: When they can take possession
- What to bring: Photo ID, insurance proof, utility information
- Contact information: How to reach you with questions
- Expiration date: How long approval is valid (typically 3-7 days)
Critical Legal Protections
Include a contingency clause: Many landlords make the mistake of sending unconditional acceptance letters. If the tenant backs out or doesn’t pay move-in costs, you might have legal trouble re-renting if your letter didn’t include proper contingencies. Always include language like:
“This approval is contingent upon receipt of all move-in funds by [date] and execution of the lease agreement. If funds are not received by the deadline, this approval is automatically void and the property may be rented to other applicants.”
