In your letter, you should politely decline the applicant. What is the right way to reject them?Do I need to send them a formal rejection letter or just an email? 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. If your California rental application is denied, the landlord must provide you with an "adverse action" notice. You could always tell the truth: "We're sorry, but we have chosen another applicant who we deem to have qualifications superior to yours." In the letter, express your appreciation for the applicant's interest and politely explain why you declined them.