Your letter should have a professional and informative tone, covering exactly why you're denying their rental application. In your letter, you should politely decline the applicant."Sorry, but we will only consider complete applications which must include all occupants and payment of the non-refundable application fee.". Under federal law, a landlord who denies your tenant application because of information in a tenant screening report is required to inform you of that fact. You can ask, but they don't have to answer. They also don't have to be truthful, as admitting to discrimination of any kind is admission of an illegal action. Download a customizable rental application rejection letter template for landlords or property managers to professionally notify applicants. You need to accept the FIRST applicant that was approved or you could be facing fair housing issues. No property manager enjoys sending out tenant rejection letters. Approval Letter A notification letter disclosing that the candidate was approved to rent the available unit.