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You’ve posted your rental listing and have received multiple applications, but only one can move forward. One applicant will receive the good news on the approval of their application, but the rest will need to receive a rental application denial letter. The letter will inform them why their application was denied politely.
A rental application denial letter, also called an adverse action letter, states that the applicant has been denied and what screening reports influenced the decision (if any). We discuss everything you need to know about turning down applicants and provide a template for your convenience.
When to Reject Applicants
It’s important not to reject applicants without a fair and legitimate reason, as this can be viewed as discrimination. An unfair rejection could result in legal trouble, so it’s essential to understand the Fair Housing Act and the local landlord-tenant laws of your state, especially as they relate to rental applications.
However, this doesn’t mean you have to accept any tenant who applies. You can establish parameters for accepting or denying applicants based on acceptable reasons, such as income requirements, a minimum credit score, rental history, or employment. Setting these criteria and sharing them in your listing can make it easier to identify which applications you won’t accept and reduce the number of unqualified applicants you encounter.
Legal Reasons to Decline a Tenant Application
Here are some common and acceptable reasons to reject a prospective tenant’s application.
1. They Have a Low Credit Score
Landlords commonly run credit checks on prospective tenants to get a sense of an applicant’s financial history. A low FICO Credit Score (below 580) could suggest that the applicant isn’t financially responsible and struggle to pay rent on time.
If the prospective tenant has a credit score slightly lower than what you require, it may be worth requiring a guarantor or co-signer to get their application approved. However, you can also deny them and move on to the next application.
To check an applicant’s credit score, you can request a credit report from the top three credit bureaus like Equifax, Experian, and TransUnion. With Avail, you can request a TransUnion credit report for a one-time fee that you or the tenant can cover. This will include a credit score, tradelines with balances, debts, inquiries, and collections.
2. They Have Insufficient Income
Rent payments are the primary source of income from your rental business, so you’ll want to ensure tenants can pay rent consistently. You are within your legal rights to decline a tenant who can’t afford to rent the property. As a general rule, most landlords expect their applicants to make at least three times the monthly rent to be considered.
You can verify an applicant’s employment and income by contacting their employer. However, if an employer cannot verify the details you need due to legal reasons, you can request several documents to verify a potential tenant’s income. These include pay stubs, a W-2, or a tax return, to name a few.
Be mindful of fake documents when requesting verification. Because they can be easy to fake, it’s smart to confirm the applicant’s employment, check that the numbers total the reported annual income, and request additional info from the human resources team if possible.
3. They Have Poor Rental History
Another easy way to see if a tenant will be a good fit for your rental is by verifying their rental history. This involves contacting the applicant’s previous landlord to confirm the rental history on their application.
After confirming that the applicant rented the previous property listed, ask the landlord if they had any problems renting to the tenant. This could involve paying rent late, evictions, property damage, and other lease violations. You can legally reject the tenant’s application if you come across any red flags.
If you prefer to automate the process, you can perform a landlord reference check with an Avail application. Once prospective tenants provide the contact information of their previous landlords, our system will email the landlord reference with a questionnaire to fill out. They’ll be asked questions on their experience with the tenant and also issues to know of.
4. They Are Missing Application Requirements
A rental application form ensures you’re treating all applicants fairly and lets you request the necessary information to help find your next tenant.
You can request many details on your application form as long as you adhere to local landlord-tenant laws. Some applicants, such as international renters, may not be able to provide common forms of identification like a social security number. In this case, you can substitute your requirements for a credit reference, landlord reference, or bank account statement instead. However, if a tenant fails to provide the requested information, you can reject their application.
Ensuring that your application is easy to fill out can make it more likely that you get all the information you require. With an Avail rental application, you can decide what information you’d like to request and have the form emailed directly to prospective tenants with easy-to-follow instructions to complete the application online.
To learn even more about your applicants, you add custom questions to your application by upgrading to an Unlimited Plus account.
5. Other Legal Reasons
There are additional legal reasons to reject a tenant’s application, such as smoking if you don’t allow it on your property, having filed for bankruptcy, or if the tenant does not agree to your lease terms.
After familiarizing yourself with local landlord-tenant laws, the most important thing you should do is to thoroughly screen applicants. Doing so will ensure that any reason for rejecting a tenant is legally sound.
Illegal Reasons to Decline a Tenant Application
In addition to any recess specified in local ordinances, the US Department of Housing and Urban Development has specified illegal reasons to reject a prospective tenant’s application in the Fair Housing Act. These include:
- Race
- Color
- National origin
- Religion
- Sex, gender identity, or sexual orientation
- Familial status
- Disability
Rejecting a tenant based on any of these factors is considered housing discrimination and is illegal. Arbitrary discrimination is also considered illegal and refers to refusing to rent to applicants for reasons like how they dress or for having tattoos. When screening tenants, it’s best to keep these factors in mind to avoid legal trouble.
How to Politely Decline an Application
Rejecting a tenant’s application isn’t fun for either party, so you should aim to be professional. Instead of just telling the tenant you won’t be moving forward with their application and expecting them not to question your decision, it’s best to send a rejection letter to give them more information.
The Fair Credit Reporting Act (FCRA) requires landlords to inform a rejected applicant of any information gained through a consumer report, such as a credit report from a credit bureau. Your rejection letter is a great place to include this detail and inform the applicant of their right to see the information being reported about them and correct inaccurate information.
Here’s an example of a rejection letter that you can use to politely and professionally decline a rental application:
Date:
Name(s):
For Address:
Dear ,
Thank you for submitting an application for the property listed above. We regret to inform you that your rental application has been denied due to the following reasons:
The Fair Credit Reporting Act requires us to tell you where we obtained your credit report when it’s used in making a decision towards your application. Your credit report was provided through:
- Equifax Credit Information Service, P.O. Box 740241, Atlanta, GA 30374—2041. 1-800-685-1111.
- Experian Consumer Assistance, P.O. Box 949, Allen, TX 75002. 1-888-397-3742.
- TransUnion Consumer Relations, 2 Baldwin Place, P.O. Box 1000, Chester, PA 19022. 1-800-888-4213.
Additional Information on Your Credit Report:
You have the right to obtain a free copy of your credit report from the credit reporting agency that was used to pull your credit report. The copy must be obtained within 60 days of your receipt of this letter. If you believe there has been an error on your credit report, you can dispute the accuracy or completeness of any of the information provided by the credit reporting agency within 60 days of receiving this letter.
If you have any questions regarding the status of your application, feel free to reach out to me directly. Thank you again for completing an application, and I wish you the best of luck.
Best,
(YOUR SIGNATURE)
Do You Have to Tell Applicants That They’ve Been Denied?
While ignoring applicants you’ve rejected may be tempting, it’s courteous and professional to notify them once you’ve made your decision. Being prompt and communicative can reflect well on you as a landlord, and notifying applicants that their application was rejected and why can help protect you from allegations of discrimination.
Furthermore, remember that if you base your decision on the results of a consumer report, the FCRA legally requires you to notify the applicant.
Find Your Ideal Tenant With Avail
Rejecting tenants is a challenging part of being a landlord, but Avail Online Tenant Screening allows you to get a comprehensive view of applicants. Choose the specific reports you’d like to request for a one-time fee and review the information directly from your account so you can feel confident in your tenant selection.
Log in or create an account today to get started. To review local landlord-tenant laws, explore educational articles, or access rental document templates, visit the Avail Resources page.
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The real meat of the screening process is the rental application. We’ll talk about what should be on the rental application, who should fill it out, and how you should use the information provided by the prospective tenants to help make your decision easier.
Who Should Complete a Rental Application?
All interested tenants should complete the rental application. If the person will be living in the rental property or paying any part of the rent (like parents of students or guarantors), then they should complete an application. From a legal perspective, this shows that you treat all applicants the same and are not being discriminatory.
But from a tangible business perspective, this is a great way to allow tenants to self-select or self-reject their candidacy for your property. Letting tenants know right away what your requirements are lets you see who is serious about renting your property.
It’s advised to meet and screen an average of three tenants for each property. When we say tenants, we often mean groups of tenants — if there are two roommates, that would be one group of tenants.
What Questions Should I Ask on the Rental Application?
Your rental application should request an applicant’s contact information, residential history, current employer, and if they have any pets. While you can always create an application from scratch, Avail offers comprehensive lease applications that include all the important questions and can be bundled with a credit and background check.
Once an applicant completes an application, our system will automatically reach out to their previous landlords to learn more about their renting history. What used to be a manual process can now be streamlined with property management software platforms like Avail. Create an account today to start screening prospective tenants online.
What Are the Basic Components of a Rental Application?
Every standard rental application should include questions that help determine whether they’re a good fit for your property. Here are the basic components of an application to always include:
1. The Applicant’s Contact Information
You’ll want the person’s full legal name and either a social security number or driver’s license number in case you ever need to go through an eviction process or court battle. If you take a social security number, you need to be very careful about how you protect the tenant’s information and privacy. Avail uses TransUnion to eliminate the need for sharing sensitive information like social security numbers, which helps tenants feel more secure and takes the pressure of handling sensitive personal information off of the landlord.
You can also ask for a phone number and email address for any regular communication, as this makes it easy to communicate with applicants.
2. Current and Prior Residence Information
It’s advised to ask for at least five years of residence history since this allows you to see patterns to be aware of and gives you enough references to follow up with. Each residence history, specifically if they were rentals, should include the name of the landlord or manager and their contact information.
If you’re not looking forward to making calls and don’t know exactly what to say, here are some things to ask:
“Hi, I’m calling in regards to Jane Doe. She is interested in renting an apartment from me and put your name down on the application. How do you know Jane?”
Note that sometimes tenants may give you a friend’s phone number rather than the real owner or manager. If the person on the phone is stumbling to figure out what role they are supposed to be playing (are they the friend, former landlord, employer), they may not be the landlord.
3. Employment History and Proof of Income
Contact information for an employer should be provided so you can validate their employment. Before you call the employer to verify employment, check the phone number against the phone book or company website to make sure it’s a legitimate phone number and not that of a friend.
For privacy and liability reasons, employers will typically only be willing to provide an answer to whether the employee is currently employed or not, so there’s no need to bother with other questions.
An additional way to verify their income is by asking for proof of income from the tenant. Typically this can be provided with recent pay stubs, a W2, or an employment offer letter. A general rule of thumb is to ensure that a tenant’s gross income is at least three times the rent amount. This determines, at a very basic level, whether the tenant can afford the rent.
4. Authorization to Contact Prior Landlords, Employers, and Pull Credit and Criminal Histories
You’re digging quite a bit into someone’s personal history here, so get authorization from the applicant before you call prior landlords and employers. The tenant also needs to authorize a credit check and criminal history check. This is just to make sure you’re abiding by local landlord-tenant laws and keeping yourself and the applicant’s information protected and private.
If you’re using our online service to conduct the application process and credit/background checks, we automatically get all the proper tenant authorizations. But if you’re not using our free and simplified online process, ensure you get the authorizations yourself.
5. Other Questions Asked on the Rental Application
There are some additional questions that professional landlords and property managers like to ask on the application. These are typically just yes or no questions with a blank box to explain any “yeses.” The purpose here is to get additional information about any conditions that might be considered negative and give the tenant a chance to explain.
- Have you declared bankruptcy in the last seven years?
- Have you ever been convicted of a felony?
- Have you ever been evicted from tenancy?
- Have you ever intentionally refused to pay rent?
- Do you smoke?
Some of these things will likely come up on the credit or background check, but again, this is an opportunity for the tenant to give their own explanation.
Should I Include a Tenant Credit Report?
Requesting a tenant credit report is a good chance to get a neutral third-party (the credit bureau) to tell you about their creditworthiness. Some landlords skip this report because they don’t necessarily view the relationship between them and the tenant the way they really should — as a creditor to the tenant. However, a credit report includes their payment history and insights on whether or not they’re reliable with making payments.
Landlords that review credit reports are 60% less likely to have to go through an eviction process.
For more, check out our guide chapter on how to analyze a tenant’s credit report.
Should I Include a Criminal Background Check?
Why get a tenant background check? It all comes down to minimizing your risk exposure. If something illegal happens on your property, you may be held liable, whether you do the background check or not.
So, you want to check on a prospective tenant’s history and ensure that they don’t have anything from their past you’re not comfortable with as a landlord. Remember that you cannot refuse to rent to a tenant just because they have a criminal record, but you can have standardized policies in place to refuse tenants with certain convictions that would put your property or other tenants at risk. For more information on how to properly assess a criminal background check and avoid legal trouble, read our article on evaluating a potential tenant’s criminal background.
Note that some cities have banned criminal background checks in the tenant screening process, so check your city and state laws to make sure you’re not violating them.
The Rental Application Process Explained
Ready to start the rental application and the screening process? Get started with our customizable digital rental application or learn more about what to look out for on a tenant’s rental application.
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Because rent collection is the primary source of income for your rental business, it’s essential to make paying rent on time easy for tenants. One easy and practical step is leveraging a rent collection app to streamline the process, but sending a rent reminder notice can also encourage on-time rent payments.
This article discusses what a rent reminder notice is, how to write one, how to prevent late rent payments, and provides a free rent reminder notice template.
What Is a Rent Reminder Notice?
A rent reminder notice is a letter or other notification sent to tenants a few days before rent is due. The purpose of the message is to serve as a friendly reminder that can help tenants prepare their finances accordingly or schedule payments in advance.
A rent reminder notice is also a great way to help develop a healthy landlord-tenant relationship, as it can help your tenants avoid paying late fees.
When Should You Send a Rent Reminder Notice?
A rent reminder notice should generally be sent a few days before the rent due date outlined in the lease. Some landlords may send out reminders two weeks before rent is collected, while some may prefer to send a note a few days before the expected date. The timing is up to you based on what you think makes sense. If unsure, you can send a rent reminder notice three days before the due date.
In certain situations, landlords may even consider sending a rent reminder notice during the grace period if payment is past due. If the grace period has passed and the tenant still hasn’t paid, you can send a past-due rent notice to notify your tenant that their payment is overdue.
What Should You Include in a Rent Reminder Notice?
A rent reminder notice should include the specifics of the rental property, including the address and name of your tenants. It’s also helpful to have the balance due and when you expect rent to be paid by to avoid late fees. You can also include your preferred means of contact for the tenant to reach you if they cannot pay rent on time or need an extension.
Here is a rent reminder notice example to give you an idea on what to include:
“Date:
Tenant Name(s):
For Address:
Dear __________________,
This is a friendly reminder that your rent for [MONTH] is due on or before [UPCOMING DUE DATE]. The total amount to be paid is [TOTAL MONTHLY RENT COST].
Thank you in advance for your timely payment. If you have any questions, please feel free to contact me directly at [PREFERRED CONTACT METHOD]
Warm regards,
[YOUR SIGNATURE]”
What If Your Tenant Can’t Pay Rent On Time?
There are a few routes to take if your tenant can’t pay rent on time. But before making a decision, check your local landlord-tenant laws to see if there are rules on how to handle late rent payments. For example, some states may not allow you to impose your late fee until after your state-specific grace period (if applicable).
Alternatively, if your tenant has a history of paying rent on time, you may consider writing a lease amendment to put them on a payment plan. To create a lease amendment, create an Avail account to access our lawyer-written templates for your rental business.
If the situation persists, you may begin the eviction process if they’re regularly late on rent. To do this, you can send a Pay or Quit notice if your rent reminder notice has gone unanswered. However, refer to local landlord-tenant laws for more information on the eviction process for your state.
How to Avoid Late Rent Payments
While there are no guaranteed methods to prevent late rent payments, there are steps landlords can take to ensure tenants know of upcoming rent due dates. One way is by using a platform like Avail that will let you set up a schedule of charges and automatic email reminders at a frequency of your choosing. The rent reminder will include when rent is due, the amount, and include a button to schedule rent in advance. This removes the need to manually send rent reminders to your tenants each month, saving you time as a landlord.
Avail also makes it easy for tenants to pay in-app from any device, and landlords can have the funds deposited directly into their bank accounts. And with FastPay, a feature available with Unlimited Plus, you can receive payments as soon as the next business day.
Tenants, on the other hand, can enroll in Autopay, which automatically withdraws funds from their accounts each month. This feature removes the need to remind tenants when rent is due, increasing the chances of getting paid on time each month.
Simplify Rent Collection With Avail
Rent collection is an essential part of rental property management, and Avail can streamline the process for landlords and tenants. You can schedule rent payments and other rental fees, send rent reminders, collect rent online, and more from one convenient app. Tenants can pay rent quickly from their account or set up automatic payments to guarantee their rent is delivered on time.
Log in or create an account today to set up online rent collection for your properties.
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Before your tenants settle into their new home, it’s essential to complete a move-in checklist. Doing so will let both landlords and tenants avoid any confusion or miscommunication surrounding the condition of the rental unit.
In this article, we discuss what should be included in a move-in checklist for landlords and tenants, how to easily fill one out, and what steps to take after it’s been completed.
What Is a Move-In Checklist?
A move-in checklist is a form that landlords and tenants can use to document the condition and the contents of a rental property before a tenant moves in. When written and filled out correctly, a move-in checklist can protect tenants from incurring charges for property damage they didn’t cause. Landlords can track the condition of the rental over time and help keep the property in good condition.
Using this form is good practice and an easy way to start building a positive landlord-tenant relationship, but some states may also require landlords to provide tenants with a move-in checklist. For that reason, review your local landlord-tenant laws to see if this applies to you.
It’s worth noting that a move-in checklist differs from a move-out inspection list. A move-out checklist is used to identify unapproved changes to the unit or property damage not considered normal wear and tear for the tenant to fix or cover the costs. Landlords will usually reference the move-in checklist when completing a move-out inspection.
What to Include In a Move-In Checklist for Landlords and Tenants
Whether you’re a landlord looking to fill a vacancy or a tenant searching for a new home, it’s essential to know the state of the rental property before the move-in. Here’s what you should cover when completing a move-in checklist.
1. General Items
These are details that landlords and tenants should be mindful of throughout the house or apartment. As you move from room to room, take note of the condition of these elements.
- Doors
- Windows
- Ceilings
- Floors
- Lighting
- Electrical outlets
- Air vents
- Smoke detectors
2. Entryways
Assessing the entryways of the rental unit will help ensure that the property is secure. Take note of the condition of any doors leading out of the rental, as well as the condition of any hardware, like the handles and locks. Verify additional security measures as well, like doorbells and buzzers.
3. Kitchen
In addition to the general items, take note of the appliances included in the rental. Ensure that the refrigerator, dishwasher, oven, and range hood fan are functioning properly.
If you find that the appliances aren’t working properly, you can take note to address them after the move-in inspection. Don’t forget to test the sink as well. Verify that the water pressure is adequate and that there aren’t any leaks in the pipes.
4. Living Room
Inspect the living room floors for any signs of major damage. For hardwood, this could mean discoloration indicating the need for refinishing or replacement. If the floor is carpeted, check for excessive wear, rips, and tears.
5. Dining Area
If the unit has a separate dining room check the condition of general items like the walls and floors. You should also verify that any light fixtures are working correctly.
6. Bedrooms
When viewing the bedrooms, inspect the windows and their coverings. This should also be done with the closet doors, and ensure any built-in shelving is secured properly and not damaged.
7. Bathrooms
In addition to the basics, inspect the condition of the cabinets, countertops, towel racks, mirrors, faucets, drains, and toilet seats. It’s also helpful to test the shower for adequate water pressure and make sure there are no signs of any leaking pipes.
How to Record the Condition of the Property On a Move-In Checklist
The easiest way to record the condition of your property is with an easy-to-follow key. Here is an example of a key that can be used.
- S = Satisfactory
- NC = Needs Cleaning
- NP = Needs Painting
- NR = Needs Repair
- SC = Scratched
- RP = Needs Replacing
- NA = Not Applicable
Each section of the move-in checklist will also have space to document additional notes. This will allow you to document your observations even more accurately by clarifying what specifically needs to be cleaned, repaired, and so on.
When Should Tenants Receive a Move-In Checklist?
In order to ease the stress of moving in, landlords should send the move-in checklist ahead of time to help their tenants feel prepared. Generally, two weeks before the move-in date is an ideal time. That way, they’ll be aware before the move-in process that they are expected to complete the checklist and return it to you.
It’s recommended to send your move-in checklist for tenants in a tenant welcome letter via email. This letter is a friendly way to welcome your tenants to the property while providing useful information.
What to Do After Completing a Move-In Checklist
After sending the move-in checklist, make sure to get ready for new tenants in your unit by:
- Professionally cleaning your unit
- Providing your tenants with the keys to the rental
- Setting up online rent payments
- Reminding your tenants that they need to return the checklist to you within 72 hours of moving in
Once your tenants return the checklist, you can then review the checklist and sign if you agree with the conditions they noted. You should also use the checklist to determine if repairs are necessary.
To track maintenance requests, you can easily do so with the Avail landlord maintenance tracking software. Through the platform, you can track repairs with in-app messaging, photos, and automatic maintenance records for any of your properties. Logged maintenance costs will also populate on the rental property accounting dashboard, making it easier to see how much you’ve spent on repairs.
Simplify Renting With Avail
Renting can be stressful for landlords and tenants, but the right rental property management app can make the process easier. With Avail, landlords can list properties, screen tenants, set up online rent payments, and track maintenance tickets — all from one convenient platform.
Meanwhile, tenants can pay rent online, report on-time rent payments to credit bureaus, submit maintenance tickets, and more through the Avail tenant portal.
Create an account or log in today to simplify the renting process.
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Apartment hunting is a daunting process. From browsing rental apps to planning your move, it’s easy to let vital information that can impact your renting experience fall through the cracks.
Knowing the right questions to ask when apartment hunting can reduce this from happening, which is why we created a checklist of what to look for while apartment hunting.
What To Look For When Apartment Hunting
Here are seven details to look out for when apartment hunting to ensure you find the right place for you.
1. How Much Rent Is
Understanding your budget is essential when apartment hunting, as this will help you stay prepared to afford renting-related expenses. During an apartment showing, confirm the rent amount before agreeing to rent the property to ensure it’s within your budget.
You can also benefit from verifying any additional fees landlords may require that can add to the total cost of renting. Does the landlord require a security deposit or move-in fee? Are utilities included in the rent cost or considered a separate charge? Is renters insurance required?
The answers to these questions can provide a better understanding of what your monthly renting expenses would be.
Discover eight ways to save money on rent this year.
2. How the Apartment Is Managed
Knowing how the apartment is managed can simplify resolving issues as they arise. Does the landlord handle concerns themselves or with a property manager? Do they handle maintenance requests right away? In most cases, a well-organized landlord or property manager will likely use property management software or processes to make renting easier.
An unorganized landlord is often difficult to communicate with, more likely to forget maintenance tickets and can make the renting experience harder overall.
3. Is the Apartment Safe and Secure?
Your next home should prioritize safety and security, especially if you’re living on your own. Bring up any security concerns you may have during property showings and before signing a lease to see if the apartment is in a safe area. Asking the following questions can also help you understand whether the apartment is a good fit:
- Are there security features in place? This could include door attendants, a keypad, cameras, and more.
- Have any crimes, such as break-ins, assaults, or theft, occurred in the past year?
- Are the smoke and carbon monoxide detectors working and regularly tested?
- Have there been previous reports of mail or packages being stolen?
Additionally, it may be worth asking general questions about the neighborhood and if there have been any noise complaints in the past especially if the apartment is near a major road or train station.
Depending on the dwelling type, there may also be local landlord-tenant laws on safety landlords need to abide by, which can be helpful to know while hunting for your next apartment.
4. How the Apartment’s Condition Is
Inspecting the apartment’s current condition can eliminate future confusion between yourself and the landlord. Consider these notes as you’re touring the apartment for the first time.
- Can the landlord identify the difference between normal wear and tear vs property damage?
- Is there any obvious damage to the walls, windows, and floors?
- Are the installed appliances functioning correctly?
Ideally, a landlord will complete a rental property walk-through once the previous tenant has moved out to track property damage. Still, paying attention to these details can keep you from forfeiting your security deposit for damage that wasn’t your fault.
5. How Maintenance Requests Are Handled
Throughout your tenancy, maintenance needs are bound to arise. Submitting maintenance requests to the landlord or property manager should be a straightforward process in most cases. As you search for your next apartment, keep the following details in mind:
- Does the landlord make it easy to submit a maintenance ticket?
- How long does it take for them to respond to maintenance requests?
- Are you able to stay updated on the status of your request?
A good sign is the use of rental property management software, which can include features like a maintenance portal. With Avail, renters can use this tool to get maintenance tickets submitted from any device. With everything in one place, you can communicate directly with your landlord and track the resolution process from the application. If they currently don’t have a process in place, you can invite your landlord to Avail to use our maintenance tracking software.
6. If Amenities Are Included
It’s important to know what amenities are available at the apartments you’re considering. This includes anything from kitchen appliances inside the unit to access to other resources on the property. Here are some things to consider:
- What appliances are available to renters?
- Does the unit have an outdoor space like a balcony or patio?
- Is parking available?
- Is there access to fitness facilities like a gym or pool?
- Are additional storage spaces available?
Amenities can make or break your renting experiences. Knowing what’s available can help narrow down your choices, and ensure you aren’t applying for an apartment that doesn’t suit your interests.
7. What the Lease Terms Are
Before signing the lease, be sure to thoroughly review the details. Leases are legally-binding agreements, and knowing what you’re agreeing to can help you avoid issues in the future. These are a few key items you should look out for when reviewing your lease.
- Lease duration
- The current rent rate
- Which utilities are included in the rent
- Late rent payment policy
- What furnishings come with the unit
- Breaking the lease policy
- Policies on pets and ESA animals
- Additional rules and clauses
If you notice something that isn’t addressed, you can bring it to your landlord’s attention prior to signing the lease.
How to Save on Application Fees
During your search, you may find a number of apartments that tick all the boxes of your apartment hunting checklist. With an Avail Renter Profile, you can forgo the stress of expensive application fees and multiple credit check hits. Compile relevant information on your residence history, employment history, income verification, and more. You can even add a credit check, background check, and eviction report for a one-time fee.
Once you’re ready to share your information you can send them an email through Avail, or use a shareable link to send your tenant profile to any landlord. Some states require landlords to accept renter profiles during the application process, but refer to local landlord-tenant laws to confirm. Rest assured that your info will remain secure, and you can revoke access to your sensitive information with one click.
Simplify Apartment Hunting With Avail
If you’ve completed your checklist and found an ideal option for your next apartment, make your application stand out from the competition by creating an Avail Renter Profile. Pay rent online, report on-time rent payments to TransUnion, submit maintenance tickets, and more using Avail.
Create an account or log in today to get started.
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Performing regular maintenance on your rental property is a great way to avoid costly repairs and limit maintenance requests from tenants. Checking the condition of your rental is often done before tenants move in, but it’s also important to conduct seasonal maintenance to prepare the unit for the fall and winter seasons.
For that reason, we outline what to check when performing fall property maintenance for your rental property and how to log associated costs.
8-Step Fall Maintenance Checklist for Apartments
Here is a fall apartment maintenance checklist to guide you along the process and a free PDF template to download.
1. Check the Gutters
Over time, the gutters installed along a property’s roof can get clogged or damaged, especially after harsh weather conditions. Failing to check the gutters or unclog them can cause structural damage, overflow, and damage to nearby windows.
Landlords should ideally check the gutters twice a year, but this can vary depending on the age of the house. You can outsource contractors to check them or do it yourself with a ladder. However, be cautious when working on a ladder to avoid injury.
2. Prepare for Rodents
If you live in an area that experiences cold weather, rodents and pests may try to enter the property through tiny holes to escape the dropping temperatures. When examining the property, check if holes are easily accessible to rodents. If so, fill those spaces or set traps to stop them from entering.
In the case of multiple rodents, it may be worth getting the property checked by an exterminator to avoid an unpleasant experience for tenants.
3. Check the HVAC and Furnace
Similar to having a faulty air conditioning system, it’s important to check the heating, ventilation, air conditioning (HVAC), and furnace before the weather gets colder. This is especially important since most states require landlords to keep the property at a minimum temperature during the winter.
Failing to check a furnace during the fall can increase the chances of the furnace breaking down during the winter, which can be costly to repair and result in unhappy tenants. To check the HVAC and furnace, you can hire an HVAC contractor to let you know if everything works properly, needs to be repaired, or replaced.
4. Winterize the Plumbing
Another important step is winterizing your plumbing, which is how plumbing systems are prepared for the winter to avoid being negatively affected. This typically entails insulating the pipes, draining the faucets, and so on. Although this step is more beneficial for the wintertime, it’s best to complete this step before cold temperatures hit.
5. Check the Windows and Doors
Check the windows and doors for cracks that need to be sealed or caulked to stop cold air from entering the property. There may be instances where you’ll need to invest in a new window or door if faulty, so it’s best to do this during the fall season.
6. Check the Smoke and Carbon Monoxide Detectors
Some states require landlords to install smoke and carbon monoxide detectors that function properly. For that reason, periodically check all smoke and carbon monoxide detectors to ensure they’re working and haven’t been tampered with by tenants.
7. Check the Outside Stairs, Porches, and Decks
Stairs, porches, and decks can naturally wear down over time, so check them during the fall to catch any issues that could result in an injury. You should also prepare outdoor spaces for the cold by covering outdoor furniture with protective covers.
8. Prepare for Snow and Hail
While this step doesn’t require manually checking something in the rental property, it’s helpful to have resources on hand to prepare for snow and hail. Items such as ice melt can be beneficial to use during heavy snowfall, as well as generators and other light sources in case of power outages.
How to Track Fall Property Maintenance Expenses
Maintenance can often result in associated property expenses, especially if something within the property needs to be repaired or replaced. You can manually track property maintenance expenses with a spreadsheet or leverage platforms like Avail to easily track property income and expenses for multiple rental properties.
With Avail, the rental property accounting dashboard will automatically populate with repair costs included in logged maintenance requests. Other payments, such as rent payments, will also populate on the dashboard if you collect rent with Avail, making it easy to streamline the bookkeeping process for your rentals for free. For one-time transactions not shown on the dashboard, you can manually add them to have a complete view of your finances.
All you have to do is create an account, set up your rental properties, and invite your tenants to join Avail. Once you collect rental payments and log maintenance expenses, your dashboard will sync all existing transactions to your dashboard.
Manage Maintenance With Avail
Dealing with maintenance issues is one part of managing a rental property, but there are ways to stay organized. One way is by logging maintenance requests through Avail with information on the issue, photos, and repair costs to reference in the future. You can establish a paper trail on maintenance tasks for each rental property and keep track of maintenance expenses with the Avail Rental Property Accounting tool at no cost.
Create an account to set up your rental property and manage rentals like a pro with Avail.
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]]>The post How to Write a Non-Renewal Lease Letter [With PDF] appeared first on Avail.
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Renters can renew their lease or let landlords know if they plan on moving somewhere else with a non-renewal lease letter. Landlords can also provide this document if they do not plan on offering lease renewal options and want to notify the renter.
In both instances, either party can provide notice not to renew an existing lease to ensure the property is vacant by the lease expiration date with minimal hiccups.
Keep reading to learn more about how to write a non-renewal of lease letter and save on application fees as a renter as you begin your apartment search.
What Is a Non-Renewal Lease Letter?
A non-renewal lease letter states if the landlord or renter does not plan to renew the lease for another term. Most states require renters to notify their landlord on their plan to not renew their lease within a certain timeframe, typically 90 to 120 days before the lease ends, but this varies depending on your state. The same timeline can also apply to landlords, but refer to local landlord-tenant laws to confirm.
When a renter shares their plans to not renew through email or text, some landlords send a non-renewal lease letter for both parties to sign. However, suppose a renter submits a non-renewal lease letter. In that case, the landlord can send an additional document to request a forwarding address from the renter, their reason for moving (if desired), and acknowledgment that they’re responsible for property damage-related costs.
Why Should You Draft a Lease Non-Renewal?
Although non-renewal notices do not release renters from having to pay rent for the remaining months of a lease, most landlords require a move-out notice to plan for the next steps once the term ends.
It’s also important to note that renters must notify the landlord of their plan not to renew by the required timeframe stated in the lease agreement. Failing to do so can result in expensive fees, landing in a month-to-month agreement with a higher monthly rent, or extending the lease for another term.
For landlords, failing to notify the renter of plans not to renew can result in the tenant being able to stay for one to three months more or the renter recovering one month’s rent.
How to Write a Non-Renewal of Lease Letter
Landlords that created a lease agreement through Avail will have the option to ask renters through the platform if they plan on renewing their lease. Our system will notify you if your renters do not plan to renew the lease so you can begin the apartment turnover process.
Non-Renewal Lease Letter Sample
The overall format of the non-renewal lease letter should be altered to reflect whether it’ll be sent to a landlord or renter. If the letter is for a landlord, you’ll mainly need to provide when you plan on moving out and a forwarding address. For landlords sending the letter to renters, let them know what steps they need to complete before moving out (i.e., returning keys, canceling utilities, providing a forwarding address.
“Dear [TENANT/LANDLORD],
I’m writing to inform you that your current lease for the property located at [ADDRESS] will not be renewed for another lease term. This note should serve as my (length appropriate) notice of non-renewal. Your lease will expire on [LEASE EXPIRATION DATE], which means the property should be fully vacated by that day.
As stated in the lease agreement, the property should be returned in the same condition upon move-in (with the exception of normal wear and tear). Please provide a forwarding address prior to moving out, return all keys and key fobs, cancel your internet services, and your electricity service by the lease expiration date.
If you would like to schedule a rental property walk-through inspection to access property damage and potential cleaning charges, please let me know a time and date that works best for you.
Thank you for choosing our rental property as your home. Please let me know if you have any questions or concerns.
Best,
[YOUR NAME]”
Save on Application Fees With Avail
Submitting a notice to not renew a lease can be helpful for landlords and renters to ensure everyone is aware of what to do once the lease ends. If you’re a renter and beginning your search to find your next rental, create an Avail Renter Profile to save on application fees, limit credit checks when applying, and control your personal information. Once you’re no longer interested in a rental, you can access to your profile right away.
For landlords ready to begin the apartment turnover process, Avail can make it easy to find your next tenant with rental listings, comprehensive tenant screening, lawyer-reviewed lease agreements, and more.
Create an account to get started today.
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If you’ve purchased a rental that already has tenants living on the property, establishing contact with them should be a top priority. An easy way to do this is by sending a letter introducing you as the new landlord and communicating any changes you plan to implement to your tenants.
We outline how to create your own new landlord introduction letter template and offer a free PDF download.
Why Send a Landlord Introduction Letter?
There are several reasons why sending an introduction letter shouldn’t be neglected. For one, it’s an easy way to update your tenants about the property ownership transition and highlight what your expectations are as the new landlord. Your tenants will also know where and how to reach you if they have any questions or issues by sharing your contact details.
In addition to being an effective way of opening a communication channel, a new landlord introduction letter can establish rapport with your tenants immediately and help ease the challenges that often come with a change of ownership.
What to Include in a New Landlord Introduction Letter
When sending your letter, include specific details that are important to your tenants. Here’s a list of points to touch on:
1. Your Contact Information
Include your contact information, so your tenants know how to contact you via phone or email in case they have maintenance issues or rent-related concerns. Doing so can let your tenants know you’re available to help them when necessary. Feel free to specify your preferred contact method if one method works best for you.
2. Confirm the Lease Details
Once you take over the rental, your tenants will likely wonder if you’ll make any changes to their lease agreement. To address this, you can communicate any upcoming changes with dates on when they’ll be implemented so the proper expectations are set.
3. Changes to the Rent Collection Process
Ensure the tenants are aware of how you prefer to collect rent, whether with a standard payment platform or rent collection app like Avail. If you intend to change how rent payments are currently collected, consider sharing some positive points and advantages of your chosen method.
This can help make the transition smoother, especially if your tenants have grown used to the previous process. With Avail, tenants can schedule payments with Autopay, split costs with roommates, and report on-time rent payments with CreditBoost.
4. How to Submit Maintenance Requests
Property maintenance is integral to being a landlord, and maintenance requests can arise when least expected. To avoid any delay in resolving issues, you can detail how you’d like them to escalate maintenance requests within your landlord introduction letter.
If you handle repairs and maintenance tasks yourself, then consider including an estimated response time so your tenants are aware of how maintenance will be handled. If you have an independent contractor that you prefer to work with, you can name them in this letter so your tenants know who to expect for repairs.
5. When You’ll Perform an Inspection
In addition to noting how to submit maintenance requests, your introduction letter can be a great way to advise your tenants when you plan to inspect the property. Generally, landlords perform an inspection to see the current condition of the property to determine if any repairs need to be made.
Since tenants currently reside in the rental, you’ll need to let them know when you plan on performing an inspection. Some states also require landlords to notify tenants of the inspection by a specific timeframe, so refer to your local landlord-tenant laws to see if this applies to you.
6. State-Specific Legal Steps (If Applicable)
Depending on where you live, local ordinances may require you to complete certain steps once you’re the official owner of the rental property. In your letter, mention what those steps are (if applicable) so the tenants are aware of what needs to be completed to transition the lease agreement to you from the previous owner.
By identifying these necessary legal steps in your landlord introduction letter, you’ll give yourself and your tenants ample time to plan for whatever is required by local ordinances.
New Landlord Introduction Letter Sample
An introduction letter is your opportunity to make a shining first impression on your newly-acquired tenants. It should show that you’re friendly and approachable while establishing the guidelines and expectations you wish to set.
To give you an idea of how it can look, here’s a new landlord introduction letter template:
“From
Date:
Name(s):
For Address:
Dear _____________________,
I would like to introduce myself as the [LANDLORD/PROPERTY MANAGER] of [ADDRESS]. It’s my pleasure to work with you to ensure a smooth ownership transition.
I have been made aware of the details of your lease and would like to assure you that all original lease terms will remain in effect for the duration of your contract. Your monthly rent of [RENT AMOUNT] will be due on the [RENT DUE DATE] of the month. However, please be prepared to send all rent payments via [PREFERRED COLLECTION METHOD] to [PREFERRED LOCATION] moving forward.
You may call or text me directly at [CONTACT PHONE NUMBER] for maintenance requests. Please allow [TIMEFRAME] for a response. For non-urgent needs, you can also reach out at [ADDITIONAL CONTACT INFO].
I would like to inspect the property and address any minor concerns that you may have. I will reach out within the next few days to coordinate a convenient time to complete this step. During this time, we can discuss any further questions that arise.
I look forward to managing this property and providing you with a safe and enjoyable living experience. If you need anything at all, please don’t hesitate to reach out.
Sincerely,
[YOUR SIGNATURE]”
What If You Want the Current Tenants to Move Out?
There may be instances where the current tenants want to stay, despite you wanting to end the existing lease. In those situations, it’s crucial to refer to your local landlord-tenant laws on this topic to determine what to do next. In some states, tenants may reserve the right to continue with the terms in fixed-term leases until the specified end date.
On the other hand, short-term leases like a month-to-month lease, typically have fewer protections. Still, it would be best if you give your tenants enough time to plan accordingly and communicate this in your introduction letter. If you want them to move out once the lease ends, you may need to provide them with a Non-Renewal Notice that informs them of when they need to move out.
Make Rental Property Management Easier With Avail
Whether you’re preparing to manage your very first property or a seasoned landlord looking to broaden your portfolio, Avail provides several resources to help you along the way. Advertise your rental, screen tenants, access lawyer-reviewed leases, manage rental property accounting, and more in one place.
Create an account today or log in to make managing your rental easier with Avail.
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Before a tenant moves into your rental, it’s important first to complete a rental property walk-through inspection to take note of your property’s condition. Failing to do so can make it harder to decipher if any property damage was caused by the tenant or was previously there before they moved in.
We outline when to complete a rental walk-through with a free rental walk-through checklist PDF download.
When to Do a Rental Walk-Through With Your Tenants
Generally, landlords perform a rental walk-through twice a year — before the tenant moves in and shortly after they move out. You can also inspect during the lease term to catch early signs of property damage before the tenant moves out.
But before doing so, refer to local landlord-tenant laws on handling inspections while a tenant is living in your rental property.
How to Complete a Rental Walk-Through Checklist
Similar to a move-in and move-out checklist, there are certain things to look for when inspecting your rental. Here are six things to look for as a landlord:
1. Inspect Every Room
Living rooms, kitchens, bedrooms, and bathrooms experience the most wear and tear when a tenant is living in your rental, which is why it’s important to inspect every room. Check for holes in the wall, the light fixtures and outlets are working, the floor or carpet is free of damage, and the ceiling, and the windows function properly.
You can also take notes on if the tenant has renovated the property in any way (i.e., installed wallpaper, replaced the handles on the drawers and cabinets, painted the walls) to ensure they leave the property in original condition before moving out.
2. Check for Safety
If you’ve installed smoke and carbon monoxide detectors throughout the property, you can check to see if they’re working correctly or need to be replaced. This can also be a great way to address maintenance issues your tenant has escalated that may impact the safety of the rental.
3. Test for Plumbing Issues
Plumbing issues are expensive to resolve and can result in a negative renting experience. For that reason, checking for leaks and water damage in the bathrooms and kitchen can help you catch issues early. In the bathroom, you can also check for large cracks or chips in the tub and if the sink and toilet are working properly.
Some landlords hire a contractor to inspect the plumbing more in-depth, but this is not necessary to test for plumbing issues.
4. Check That Appliances Function Properly
If you’ve recently installed new appliances, you can check to see if they’re properly functioning or have any damage. Examples of appliances to check are refrigerators, dishwashers, microwaves, washer units, and dryer units. Any clear signs of damage that are not considered normal wear and tear should be noted to look at further once the tenant moves out.
5. Open Cabinets and Drawers Attached to the House
Open the cabinets and drawers attached to the house to see if they open and close properly or have any signs of damage. As noted above, you can also see if the tenant has changed the knobs on the cabinets to remind them on the importance of putting the original knobs back before moving out.
6. Check The Backyard (If Applicable)
If your rental property has a backyard, check for any signs of damage or items that don’t belong in the backyard, like a trampoline. This can also be a chance to see if tenants are picking up after their pet (if allowed on the backyard) or caused any damage to your backyard that may need to be addressed.
Manage Maintenance Requests With Avail
Completing a rental walk-through checklist with your tenants is a great way to inspect your property and catch property damage early. Once you note any issues that need to be resolved, you can use Avail to log associated costs, upload photos of the issue, and more — for free.
In addition to managing maintenance, Avail makes it easy to screen tenants, access lawyer-reviewed lease agreements, track rental property accounting, and other tasks associated with managing your rental in one place.
Create an account or log in today to make renting easier with Avail.
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Collecting security deposits may seem like a simple process, but there are various rules and regulations that landlords need to abide by to avoid breaking local landlord-tenant laws. One requirement is providing tenants with a security deposit receipt that outlines the total amount deposited into the bank, the location of the bank, which property the payment was for, the date, and your information as the landlord.
You can create a security deposit receipt or use a property management software platform to automatically provide receipts for each collected payment, depending on your preference. Keep reading to learn what to include in a security deposit receipt, how much you can charge for security deposits, and where to get a free security deposit receipt template.
What Is a Security Deposit Receipt?
A security deposit receipt is a document that confirms the landlord has received the security deposit and provides details on the bank it’s held at. Depending on your state, you’ll need to provide tenants with a security deposit receipt within a certain timeframe so they’re informed on where their payment is held.
Failing to provide a security deposit receipt within the required timeframe results in a penalty, such as having to return the full amount of the payment once the tenant moves out. However, the penalties for failing to provide a security deposit receipt vary by state, so check with local ordinances to learn what those are for your state.
How Much Should a Landlord Charge for a Security Deposit?
A security deposit fee can be as much as one to three months’ rent, but states vary in exactly how much a landlord can charge for a security deposit fee, especially for military personnel or fully-furnished rental properties. It may also be helpful to research how much other landlords are charging in security deposit fees to avoid charging too much, which can deter tenants from applying.
What to Include in a Receipt for a Security Deposit
Receipts for security deposits should generally include the tenant’s name, the location of the bank holding the security deposit, the account number (if legally required), the amount deposited, the date, your name, and your signature.
Here’s an example of a security deposit template to give you a better idea:
“Date:
Name(s):
For Address:
Dear [TENANT NAME],
Your security deposit payment is held in the following bank account: [BANK NAME] located at [ BANK ADDRESS]. Here is information on the payment.
- Date the payment was deposited:
- Deposit amount:
- Bank name:
- Account number:
- Payment for: Security deposit
The security deposit payment will remain in the bank listed above for the full duration of the lease agreement for the rental property located at [RENTAL PROPERTY ADDRESS].
If you have any questions, please let me know.
Best,
[YOUR SIGNATURE]”
How Is a Security Deposit Returned?
Once the tenant moves out of the rental property, landlords should provide a security deposit return letter to let them know how much of their payment will be returned and an itemized list of deducted costs (if applicable). Tenants should receive the security deposit return letter within a certain frame dictated by local landlord-tenant laws.
Collect Rental Fees With Avail
There are different legal requirements landlords must abide by when collecting and managing security deposits. With Avail, tenants will automatically receive payment confirmations and receipts for all submitted payments, removing the need to manually provide tenants with security deposit receipts. Easily collect rent payments, move-in fees, security deposits, pet fees, and more for multiple rentals, all in one platform.
Create an account or log in to collect rental payments with landlord software designed to make renting easier.
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