How to decline to receive an appication?

Question

When showing an apartment and getting a feel for the applicant, what do you say when you *know* you do not want to do business with them based on their personality and the things they say?

I've met a couple of applicants whose personalities I don't believe would be ideal as tenants. I handed them applications, thinking they wouldn't actually submit one. But one has indicated he would.

I need advice on what to say when he calls to say he wants to submit his application. I already know I don't want to accept him. How do I politely say, "No"? I read other advice that suggests, "I have decided to rent to another applicant," but that wouldn't work in my situation.

James DeRoest · Answer

Totally trust your gut. If you don't get on with someone, why would you want to rent to them? You have a fairly substantial contract with this person and if you're thinking the first time you met them "don't really like them", then what's the point?

Tell them to get lost and don't worry about it.

As for the application - you did the right thing. Worded it perfectly. Threw it back on them with their words, "you don't like my apartment, don't waste my time."

You can probably understand at this point why I don't show our properties, and why I leave the wife and the cute dog doing the showing. Cute dog - if they like our cute dog they are good people, if they are indifferent to 100% max cuteness, they ain't renting from us. (Seriously, it's one of the things we do to gauge people, you can tell a lot by how they interact with a cute dog).

Allen Fletcher · Answer

Account Closed

You have two choices, be completely honest and tell them that you do not want to rent to them or you can accept the application and then turn them down after you performed a review of the application. Both of them are you honestly turning them down and being forthright about it. It is more important to maintain integrity than not hurt feelings.

Allen Fletcher

Michael Seeker · Answer

Account Closed - that's a good question and I'm not sure that there is a great answer.  One thing I've done over the years is shifted a lot more interaction with prospective tenants to before an in-person showing.  They have to answer a set of basic questions and if they can't accomplish that then the trail usually ends there without a showing.

Are you charging an application fee?  If you've got somebody that walked through and was seriously interested then I'd suggest doing a credit/background check and checking all of their information.  You never know, they may end up being a great tenant.  If they are really problematic then it should show up when reviewing the application.  At that point you can then say sorry we do not accept renters with XYZ and politely decline their application.

Account Closed · Answer

For anyone searching this topic, hoping for an answer like I was...

Trust. Your. Gut.

But if you're searching this topic, you probably already are! After I denied him and received his very nasty response, I could only think, "Bullet dodged!"

He DID end up trying to submit an application, ready to pay the fee and everything!

Here is what I said: "Thank you for your interest in this apartment. I've been thinking about our conversation yesterday, and unfortunately, I've decided I cannot accept your application. I am looking for long term tenants that would be happy to live here, and you stated multiple times that you cannot be happy in an apartment. Good luck in your search."

Account Closed · Answer

There are phone scripts in BP to prequalify tenants before the showing. If there's a showing, I use SmartMove and it's great. All adults living in the unit must complete an online application and pay a $35 nonrefundable fee. Both of these solutions sort out a ton a problems.

Tom V. · Answer

@Michelle O.

Why not just say "Sorry, we've decided to go with another tenant. Thank you very much for your interest. I saw there's another place available over on Whatever St you might want to check out.".

Even though you haven't found that other tenant yet, it is the truth and it doesn't insult the person.

Your integrity remains intact and no hurt feelings.

Lisa Wright · Answer

Can I ask why that wouldn't work? Are you concerned they'll see the apartment is still available or something?

Unless you know this person on a level where you'll be forced to meet with them again I don't quite understand why telling him you've just decided to go another way isn't an option. You really don't owe anyone an explanation beyond that IMO. That being said, if you're really that concerned and don't feel like having a confrontation you could always let him fill out an application and then deny him.

Account Closed · Answer

I kept my notebooks until I retired and then handed them over to the owner, just in case.  Probably overkill, but they don't take up much space at all.  Legally, you probably only need to keep them as long as the statute of limitations to sue you is over.  For HUD complaints I believe it's only 1 year from the date of the incident.  In civil court, it can be up to 5 years, I think, depending on where the property is.

So, I guess the easiest thing to do would be to keep them as long as you keep your tax records, then you'd be covered for sure.  You could put your notebook for that year in with the tax records for that year.

Account Closed · Answer

Exactly.  People who are rude or complain about the property, or give indications that they won't stay long - are not protected classes.  I "discriminated" against these types of applicants all the time.

Just keep a notebook when you are showing a unit.  I would let all calls go to voicemail, then listen to them and make notes.  Sometimes I chose just from the voicemail to deny them without even showing the unit to them - they were screaming obscenities at their kids in the background, or they were obviously drunk at a bar with a band in the background (not the time or place to do business with a potential landlord), etc.  I'd write down the name and/or phone number and why I was calling them back or not.

Same for showings.  Make a note that so and so did not show, so they were denied.  So and so showed but were extremely rude or picky, or their boyfriend did all the talking and was belittling to the "applicant."  I don't have to rent to someone with a rude, overbearing boyfriend who wants to speak for the applicant.  On and on.

I think you handled it perfectly.

Allen Fletcher · Answer

Account Closed

I see, as my wife can tell you, I am not one to ask for anything having to do with tact. My advice is to find a friend and do a couple of role-plays with them. Each of you take turns being you and the tenant and work out what you feel comfortable saying to turn them down.

Good luck,

Allen Fletcher

How to decline to receive an appication?

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