The short answer
Finish the evidence review before communicating the decision. Keep the reasons factual, confirm next steps for an approval and provide required notices when consumer-report information contributes to an unfavorable outcome.
On this page
Complete the review before writing the message
Confirm that the information belongs to the applicant, review any discrepancy and apply the lawful criteria established for the property. Separate an incomplete application from an available report with a disputed record. Avoid recording unsupported labels or conclusions that cannot be traced to evidence.
Apply reviewed criteria instead of personal impressions
Use the lawful written criteria and application order for the actual rental. A showing conversation, preference for a particular household or general impression of a good fit is not a decision rule. Consider current fair-housing protections, local limits and accommodation requirements before applying a condition.
Clarify the relevant payment resources, permitted evidence, references and conduct rules. A universal credit cutoff or income percentage copied from another landlord does not establish eligibility. A missing reference, eviction filing or criminal-record match needs its appropriate evidence and lawful-use review. Use the seven-area screening checklist and application field guide before recording the outcome.
For an approval, explain the remaining steps
Confirm the rental, proposed lease terms and the next action. Explain any remaining documents, signatures or lawful payments without implying that a tenancy has already started. Check whether additional conditions based on a consumer report trigger an adverse-action notice even when you are willing to proceed.
For an unfavorable report-based decision, use a complete notice
The FTC identifies denial, higher rent, a higher deposit or a required co-signer as examples of adverse action when based partly or completely on a consumer report. Provide the reporting company details and required consumer-rights information. Additional disclosures apply when a credit score is used. Check any extra local requirements rather than treating a generic rejection email as sufficient.
Make correction channels clear
Explain the appropriate contact for questions about the decision and for report disputes. The reporting company handles its report accuracy process; it does not make the landlord’s decision. Keep delivery records and protect the applicant’s information when communicating.
Adapt the message to the actual stage
Replace every bracketed item, confirm that the statement is true and review required wording and timing before sending. These courtesy messages do not replace an adverse-action notice or another required communication.
- Approved for the next step: We have completed the application review for [full address and unit]. The next step is [reviewed lease or other specific action]. Please use [verified channel] by [applicable response date]. [Explain any remaining condition accurately.] This message does not confirm a signed lease or permission to move in.
- Still under review: Your application for [address and unit] remains under review while [specific outstanding item] is resolved. We will provide the next update through [channel] by [date]. Please use [secure response route] for [needed information].
- Decision communicated: We have completed the review for [address and unit] and will not proceed with this application. [Include the verified information and separate required notice appropriate to the actual decision.] Contact [responsible reviewer] through [channel] with questions about the decision; use the reporting company details in the required notice for report disputes.
If another application is being finalized, describe the actual availability and process truthfully. Do not promise a reserved rental, hide a completed decision or keep taking applications and charges without checking the applicable rules. A reply, approval, lease preparation, signature and authorized move-in remain separate events.
Keep the file understandable
Retain the application, relevant authorized reports, verified decision factors and required communications under the applicable retention rules. If a decision changes after an error is resolved, preserve a clear record of what changed. A later reviewer should be able to follow the facts without reconstructing them from scattered messages.
Your next-step checklist
- Resolve material discrepancies
- Document the decision basis
- Confirm approval conditions
- Send complete required notices
- Keep communication records
Sources and further reading
Written and maintained by the Rentari team. Examples explain a decision; they are not customer results. Found an error or an unclear step? Send a correction with this page's address and the detail to review.
Your next step
Request and review a screening report