How much info do you give when you deny an application?

Question

Hey BP,

Looking for recommendations on how I handle this, my first time going through the renter application process. I've received my first application, haven't done a background check yet because I'm already leaning toward denying the applicant. She was nice when I gave her the tour, however there was a very strong smell of smoke. This is a non-smoking property and she marked non-smoker on her application, and I'm not sure if the smell is from her smoking or from her workplace, all I know is I do not want my property to smell like a smoker has been living there. Would you just send an email stating you have chosen not to accept her application or something different? This is so far the only application I've received, and other than the smell of smoke her application meets all the general requirements so far (haven't had her pay for a background check yet as I'd prefer to reject her before she has to pay for it).

Nathan Gesner · Answer

Kevin, don't get too wrapped up worrying about offending someone. Send her a short, professional email or phone call:

If she comes back and claims the smell was because she borrowed her friend's car then you'll have to decide whether you want to accept that and investigate further or not. Odds are, she will know she's been caught and will move on.

Dan Moore · Answer

Not an expert on how to deny renters, but I've had to deliver bad news in business plenty of times. When you have bad news to deliver, deliver it with as little info as possible.

"I'm sorry, we've elected to go with another applicant."

I wouldn't mention smoking, I wouldn't mention anything. If they respond with why, then the answer is we had another application that met our criteria. Any detail you offer is just a reason for them to open a dialogue. You've already decided, correctly I might add in my opinion, that you are not going to rent to them. You don't want a dialogue. You want them to understand there is nothing further to do here and to move on. The less you say, the clearer that message is and the less reason there is to come back to you again.

Kevin S. · Answer

Thanks for the advice @Christopher Lombardi and @Nathan G.

Christopher Lombardi · Answer

@Kevin S. Just tell her you decided to go with another applicant.  Its the truth.

Bryan O. · Answer

@Dan Moore +1

Just tell them you have selected another applicant (assuming you get one).

Theresa Harris · Answer

I agree with keeping it short.  Wait until it is rented and then say "We had a good response to our ad and have rented it to another applicant."

Pat L. · Answer

same as a 30day .... ZERO information !!!

Mike S. · Answer

It's as simple as saying, "I'm sorry, I will not be able to process your application at this time."  If you haven't done the background check, I'd go ahead and offer to refund the app fee.  I've also, depending on the situation, approved someone who smelled of smoke on condition of additional $2000 smoking deposit.   This typically will make them walk anyway.

On thing I never do is back and forth on my decision.  If they are asking why, or saying I don't smoke, I'm not responding further on the denial or questioning of the conditional terms.  Maybe it's not the "nicest" thing to do, but ghosting them usually ends it.  Let's face it, smoker smell is undeniable.  Only a smoker doesn't recognize it on themselves.

How much info do you give when you deny an application?

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