Free Tenant Rejection Letter
Tenant rejection letter. If the decision was based in part on a consumer report, you must ALSO send an FCRA §615 adverse-action notice — or use the combined adverse-action + rejection letter instead.
Free Tenant Rejection Letter — overview
A Tenant Rejection Letter is a tenant rejection letter for application denials. If your decision was based on a consumer report, also send an FCRA §615 adverse-action notice or use the combined letter format.
Generate the Letter
Use this letter to communicate a tenant rejection. If a consumer report (credit, background, eviction history) was used in the decision, you must ALSO send an FCRA §615 adverse-action notice separately or use the combined adverse-action + rejection letter.
When to use this letter: Use this rejection letter when no consumer reports were used in the decision (property no longer available, applicant withdrew, first-applicant-first-served). If reports were used, use the combined adverse-action + rejection letter instead.
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 Tenant Rejection Letter
This tenant rejection letter communicates the denial of a rental application. It is functionally equivalent to a standard rejection letter and is provided as a slug variant for SEO purposes. The legal requirements are the same: if the decision was NOT based on a consumer report, this standalone letter is sufficient. If the decision WAS based 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: use the combined adverse-action + rejection letter as the default for any rejection where consumer reports were used in the decision-making process. Keep the tone neutral and factual; avoid specifying which report items drove the decision; include a Fair Housing non-discrimination statement; acknowledge return of application fees or holding deposits per state law.
Key Requirements
- Standalone rejection letter — no FCRA 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 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
- Missing Fair Housing non-discrimination statement
- Not retaining a copy in the applicant file
- Delaying notice
Best Practices
- If in doubt about FCRA, use the combined adverse-action + rejection letter instead
- Send promptly after decision
- Keep tone neutral and factual
- Include Fair Housing non-discrimination statement
- Acknowledge return of fees per state law
- Retain copy in applicant file for 5+ years
- Certified mail with return receipt for proof
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.
