Rental application denial letter
An adverse action letter for a declined rental application with the reasons, the screening company's contact details and the applicant's rights.
- ๐บ๐ธ US format ยท Letter size
- Free
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A general template, not legal advice
This is a general template, not legal advice. The federal notice rules come from the Fair Credit Reporting Act. Some states and cities require more, such as specific reasons, a chance to respond, or limits on using criminal or eviction records. Check your state's rules before you send it.
- Apply the same screening criteria to every applicant. Fair housing law bars decisions based on race, color, religion, sex, national origin, disability or familial status, and many states and cities add more.
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Notice of Adverse Action
Northwind Properties LLC
500 Congress Ave, Suite 300
Austin, TX 78701
(555) 010-0001, leasing@northwind.example.com
November 12, 2026
Sam Park
2107 Riverside Dr, Apt 14
Austin, TX 78741
RE: Your rental application for 1408 E 6th St, Unit 2B, Austin, TX 78702
Dear Sam Park:
Thank you for applying to rent 1408 E 6th St, Unit 2B, Austin, TX 78702. We are unable to approve your application. The reasons are checked below.
- โ Credit history in a consumer report
- โก Rental or eviction history in a tenant screening report
- โก Information in a background report
- โ Credit score
- โก Income below our stated requirement
- โก Could not verify income, employment or rental history
- โก Incomplete application
- โก Other (see below)
Our decision was based in whole or in part on information in a consumer report from this consumer reporting agency:
| Consumer reporting agency | Contoso Tenant Screening, Inc. PO Box 1200, Dallas, TX 75201 (555) 010-0300, toll free (800) 555-0199 |
|---|
The consumer reporting agency did not make this decision and cannot tell you why it was made.
You have the right to a free copy of your report from the agency named above if you ask for it within 60 days after you receive this notice. You also have the right to dispute the accuracy or completeness of any information in the report directly with the agency.
We also used a credit score in making this decision.
| Your credit score | 582 |
|---|---|
| Range, date created and source | Range 300 to 850, created November 10, 2026, VantageScore 4.0 from Contoso Tenant Screening |
| Key factors that hurt your score, most important first | 1. Payments 60 days or more past due 2. High balances compared with credit limits 3. Collection account on file |
If you have questions about this decision or the requirements we apply to all applicants, please contact us at the address above.
Sincerely,
ย
ย
Northwind Properties LLC
How to use it
Enter your details, the applicant and the property, then check the reasons for the decision. If a credit or tenant screening report played any part, fill in the screening company's name, address and phone number from the report; the letter then adds the statements about the applicant's right to a free copy and to dispute it. If you used a credit score, copy the score, its range, date, source and key factors from the score report.
Send it by mail or email and keep a copy with the application.
Things to watch
You owe this notice whenever information in a report led you to deny the application, require a cosigner, require a deposit you would not ask of another applicant, or charge more rent than you would charge another applicant. Give the same reasons you would give anyone with the same report, and keep your written screening criteria on file in case the decision is questioned.
Calculators that go with this
Frequently asked questions
When do I have to send an adverse action notice?
When you turn down an applicant, or approve them only with a cosigner, a deposit or rent you would not require of another applicant, based in whole or in part on information in a consumer report. The FTC page Using Consumer Reports: What Landlords Need to Know lists what the notice must include.
What must the notice say?
The name, address and phone number of the company that supplied the report, a statement that the company did not make the decision and cannot explain it, and the applicant's rights to a free copy of the report within 60 days and to dispute anything in it. If you used a credit score, add the score and how it was produced, and the key factors that hurt it.
Can I just tell the applicant by phone?
The FTC says the notice can be given in writing, electronically or orally, but written notice is the best practice because it lets you prove what you said and when. Keep a copy with the application.
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