Applicant threatened me to return application fee

[Ping W.]

One applicant thought I went overboard on screening them and asked too much for pets has threaten me trying to get their application fee and application form back. I have run credit report on the husband but not the wife. I have written comments on their application form while screening so I did not respond to them. The wife text me "If we do not hear from you by end of business day tomorrow we will be contacting the appropriate authorities". Have I done something wrong? How should I handle this situation? What they could do to hurt us? 

I only rent out our own second home. I am inexperienced in this business. Please help!

Thank you in advance for any advice you may give!

[Marcia Maynard]

First, I'm sorry you experienced this. Take this more a reflection on their poor character than you. It is also as an opportunity to learn from this and grow stronger.

Second, never write on the application itself. When you alter an application in any way, it could be construed that you tampered with their application.

Third, it sounds like you did not yet finish the screening process and had not yet denied them. You were still within three business days of processing their application, when THEY chose to withdraw their application. Never let applicants pressure you into processing their application faster than what is reasonable for your business needs. Pushiness and demanding demeanor are red flags!

Fourth, don't do anything based on their bad behavior, instead rise above that. Stay calm, professional and polite.

Fifth, ignore their talk about why they feel you are in the wrong or at fault in any way.... you are not.

Sixth, ignore their empty threat about "calling the appropriate authorities". They are blowing smoke. Keep a record of their communications, especially since some of them may be construed as threatening or discriminatory. If they do call someone to advocate on their behalf, you will be prepared.

Seventh, do not return their application form. That is your evidence that they indeed applied and paid you a non-refundable application fee. Their signature is proof of that. Also, since you wrote notes on their application, so don't show those to anyone, unless you're required to do so in a legal proceeding.

Eighth, do as @Mike Cumbie suggests, plus make it clear that it's your understanding that they contacted you to withdraw their application. Do not mention their poor judgement in how they are communicating with you, as that will only add fuel to the fire. You can choose to move past this quickly and professionally.

"Date [insert today's date]

Dear [names of applicants], 

Thank you for applying to rent our property at [insert property address] on Thursday June 1, 2017.  From your communication on Sunday June 4, 2017 I understand you have chosen to rent elsewhere and are withdrawing your application to rent our place. 

I also understand you are requesting return of the non-refundable application fee of $90 ($45 x 2 adults). However, processing of your application was already underway at the time you notified us of your intent to withdraw your application and we did incur some expenses. 

As a courtesy, we are willing to return the unused portion of your non-refundable application fee.  Please find the enclosed cashiers check for [$----], which is the amount of the application fee minus the credit check fee on [insert husbands name]. I'm glad you found a place that fits your needs. 

Sincerely, [insert your name and business title/name if you have one]."

@Ping W. It's never easy to have a prospective tenant or existing tenant curse at us and say derogatory things. However, that is a reflection on them. Thank goodness they chose to rent elsewhere! After you send the letter with the partial refund, block their number. If they decide to communicate with you again, they'll need to write you a letter. Don't give prospective tenants a means to your banking information, hence the use of a cashier's check for the refund and not a personal check. No cash, as cash can't be proven or traced.

Move on and be kind to yourself! We're rooting for you!