Before communicating an application decision, confirm that the message matches the file. This checklist organizes the work; it does not replace a legally reviewed notice.
Work through the checklist
Use the download to keep your record.
Check the decision record
Verify the applicant reference, property and unit, criteria version, reviewer, decision date, and factual basis. Identify any outstanding accommodation request or unresolved information that needs a separate process.
If more than one person reviewed the file, confirm who owns the final communication. Conflicting messages can create promises the team did not intend.
Check required content
Determine whether consumer-report or other notice obligations apply. Use current approved forms and correct provider information. Review any proposed additional deposit, guarantor, or other condition before presenting it as a simple approval.
Do not put full report contents into an ordinary email or send another applicant's details as an explanation.
Confirm delivery and follow-up
Record the method, recipient, date, and retained copy. Provide the proper route for factual questions or disputes. Keep courtesy language neutral and avoid claiming that a report company made the landlord's decision.
If a correction arrives, attach it to the same controlled file and document the next review rather than overwriting history. Review the checklist whenever your criteria, provider, or local rules change.
Keep your completed record
Save the worksheet with the supporting records and restrict access to people who need it. This blank organizer does not calculate a legal, tax, insurance, or eligibility decision.
Sources and further reading
Source review: September 24, 2026. Check current requirements before acting.
