How to accept or deny an applicant
Send your decision directly to the applicant. For conditional acceptances and denials, the adverse action notice is built right in.
You've reviewed the application and reports. Now it's time to communicate your decision. From the Applications tab, you can send an acceptance, a conditional acceptance, or a denial. Each option delivers a professional result email directly to the applicant. For decisions that require an adverse action notice under the Fair Credit Reporting Act, RentSpree generates the letter based on the reasons you select, so you're not starting from scratch.
Step 1: Find the applicant
Go to your property and open the Applications tab. You'll see all applicants listed with their current status.
Two ways to make a decision:
- Click the three-dot menu (⋮) next to any applicant's row and select Accept application or Decline application.
- Or click the applicant's name to open their full profile, review everything, then click Make decision in the right panel.
Open the full profile before deciding, especially when comparing multiple applicants. The Summary tab puts the application, credit report, background check, eviction history, income verification, and reference checks in one view. A few extra minutes here can save a costly mistake later.
Step 2: Choose your decision
The Send Screening Result Email window opens with three options at the top: Accept, Accept on condition, and Deny.
Accept
A congratulatory email goes to the applicant with your contact information and instructions to follow up about next steps. Review the draft and click Send.
Accept on condition
Use this when you're willing to approve the applicant but with added requirements. A higher security deposit, a co-signer, or prepaid rent are common examples.
Because this decision is based in whole or in part on screening report information, federal law requires an adverse action notice. You'll see a disclaimer before proceeding. Read it and click Agree to continue.
Then fill in your conditions and select the reason(s) for your decision:
- Your conditions — describe what the applicant needs to satisfy
- Reason(s) for the decision — choose from income, rental application issues, or consumer report information; if the applicant's Resident Score was a factor, check that box and enter the score and the date it was accessed
Click Next, review the generated email, then click Send.
Deny
The Deny flow follows the same steps as Accept on condition. Select your reason(s), note any consumer report information, click Next to preview the adverse action letter, and click Send.
The letter reflects exactly what you select. Make sure the checkboxes accurately represent why you made this decision. If you have questions about your obligations under fair housing or consumer credit law, consult your legal representation before sending.
Step 3: Send
Review the email one more time before clicking Send. The applicant receives it at the address on file. You receive a copy via BCC.
Apply the same criteria to every applicant: minimum credit score, income threshold, rental history. Consistent, documented standards are your best protection under Fair Housing law. Write them down before you start reviewing applications for a property.
What's next
After accepting an applicant, your next step is setting up the lease and getting rent collection in place. Click the three-dot menu (⋮) next to the applicant and select Set up payments, or head to the Lease tab to send the lease for signature.