Use these free letter samples as templates for your formal notification.
When a person applies to an apartment complex or an individual landlord to rent or lease an apartment, there is the possibility the application will be denied. If this happens, the applicant can try to appeal the decision by writing an appeal letter. The landlord has no obligation to grant the appeal, but, if the applicant has a good reason for requesting an appeal, there is no harm in trying, and it may be successful.
For the letter to have any chance of being successful, the applicant must show a little humility. This will go a long way towards creating good feelings in the landlord. The applicant must carefully consider if he or she has a good case for appealing a rejection. It will not sway the landlord in the applicant’s favor if the letter states that the landlord has made a mistake. If the case is not compelling, it may be better not to waste time going through an appeal process. However, if the applicant has genuine reasons why they are a good candidate to rent or lease the apartment, there is a good chance the appeal will be a success.
Another thing the tenant should consider before writing a letter of appeal to a landlord is whether they really want to rent the apartment. The rejection may actually be good, if the property is not well managed or the neighbors are inconsiderate. It is better to know before asking for reconsideration. The best way to learn this is to ask the tenant who is moving out of the apartment the applicant wants to rent, if possible. Otherwise, neighbors can also be asked.
If the applicant believes that he or she was denied a lease on an apartment for illegal reasons, they should look at their state’s housing laws online to determine if the landlord’s denial was legal. There is also a federal housing website at HUD.gov where the applicant can learn about deferral statutes connected with landlords and tenants.
If the applicant has decided to write an appeal letter, the landlord or housing authority will be required to hold a meeting or conference to consider the appeal. The letter should give the full name of the applicant and his or her contact details. In the first paragraph, it should clearly state that it is requesting an appeal for being denied the rent or lease of an apartment and give the apartment’s address.
The second paragraph can give some details about why the apartment application should be approved. There should not be too many details, but enough to give the landlord a clear picture of the applicant’s situation. Most successful appeal letters offer new information. For example, if the applicant is willing to pay a higher security deposit, or save the landlord money by taking care of the garden, this new information may sway the landlord in favor of one applicant over another.
The applicant should also acknowledge that their application has been rejected and state the reason given. If the reason is minimal or vague, the applicant can ask for a new rejection notice that gives a clear reason for the denial. This will allow the applicant to prepare the most effective reasons for requesting an appeal. Whatever reason is given for rejection, the applicant must show how he or she will overcome the reason. For example, if the reason is because the applicant’s credit rating is low, and the landlord surmises that the applicant will not be able to pay the rent, the landlord has the right to refuse a tenant. However, if this is the case, the tenant should mention in the appeal letter that he is in debt counseling, has a good job and fully intends to pay his or her debts, including paying the rent on time.
There should be no complaint or criticism in the letter. It should not have a whining tone, but be formal and matter-of-fact. The applicant should not insult the intelligence of the landlord by stating that the landlord has chosen the wrong applicant. The applicant should thank the landlord at least twice for taking the time to consider the appeal, once at the beginning and again at the end of the letter.
Below is a sample appeal letter for an apartment. It is a formal business letter and should be sent by registered mail with a return receipt requested. It should have correct spelling and grammar because the landlord may judge the applicant by the professionalism of the letter.
Sample Appeal Letter for an Apartment
Name of Applicant
Address of Applicant
City, State, Zip Code
Name of Landlord
Address of Landlord
City, State, Zip Code
Dear Name of Landlord:
Thank you for taking the time to consider my appeal for the rental of the apartment that is located at Address of Apartment. I understand that my application was not approved, but I am humbly requesting reconsideration.
I understand my application was denied because this is my first apartment rental, so I have no track record of being a good tenant. I am a newly divorced, schoolteacher who has always lived in my own home. My home was sold during the divorce settlement, so I need to rent an apartment. The apartment in question is within walking distance of the school where I work. I have included two letters of reference that testify that I will be a careful and clean tenant. If you require a larger security deposit, I would be willing to give it.
Please feel free to contact me at Phone Number or Email Address if you require further information. Thank you for reconsidering my application. I look forward to your favorable reply soon.
Signature of Applicant
Printed Name of Applicant
List of Enclosures: Two reference letters
By Andre Bradley