If the application isn't fully completed, you don't need to give any further reason to reject. In the letter, express your appreciation for the applicant's interest and politely explain why you declined them.You should always act fairly, professionally, and compliantly when rejecting rental applications. Check out our guide below for the best practices. Here's an example of a rejection letter that you can use to politely and professionally decline a rental application: Date: Name(s): If a landlord denies a rental housing application, they must provide the applicant with a written notice of denial within 3 business days of the. Download a customizable rental application rejection letter template for landlords or property managers to professionally notify applicants. 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.