Letter for denial to prospective tenant, phone call too?

[Therese V.]

I am denying a prospective tenant based on information in the credit report, I know to send a letter and I have one to send. Do you also call them to let them know they have been denied the rental? How do you word it and how much information do you tell them?

I'm thinking to call and just say "Based on information contained in the background report, we are denying your rental application" and leaving it at that. Do I need to go into any more details?

[Jenny Del Toro]

The letter should be mailed, I would also call -- it will prevent any potentially "angry" situations with the prospect if they miss the letter. Plus it's more courteous to let them know sooner rather than later.

Just tell them that their report did not pass all of the criteria required to qualify. You don't have to tell them over the phone what it is, I actually think that it's illegal to do that, so if they ask what made them declined, just tell them that the letter with the information about where you obtained their info and your criteria is being mailed. I've had to make this call many times, it's awkward but it usually only lasts a moment. Most people just hang up on you.