Rejection letter

Choose a letter

• Employment rejection
• Rental rejection or changed terms
• Declining a job offer
• Unsuccessful bid
• Admissions decision

Before a final employment decision

If an ordinary employment decision may rely on a consumer report, provide the report and current federal Summary of Rights, then allow a meaningful opportunity to respond. A preliminary notice leaves the decision open. State or local conviction rules can require a separate written assessment and more time. California, Illinois and New York City have distinct procedures. In a covered NYC application, hold the position open for a reasonable period of at least five business days from receipt of both the inquiry and the written analysis.

Rental screening and credit scores

If a report led to denial, a larger deposit, higher rent or a co-signer requirement, identify each reporting agency and explain its role. For ordinary final adverse action, explain the right to a free report within 60 days and to dispute inaccurate or incomplete information. If a qualifying numerical credit score contributed, include the score, range, creation date, source and ranked adverse factors in writing or electronically. A rental risk assessment needs its own source and scope check. In Texas, timing of the selection-criteria notice can determine a rejected applicant’s right to a refund of the fee and any deposit.

Situations that need separate review

An exclusively remote application for a qualifying transportation position has a distinct federal notification and report-request procedure. Confirm jurisdiction over the job, the application interactions and all relevant state or local requirements. A home address alone does not establish which workplace or housing rules apply. Public procurement, school admissions and a separate extension of credit can require additional procedures.

Washington and Oregon rental decisions

For a Washington dwelling, write down each condition and the actual reason for the decision. An increased deposit, a guarantor, last month’s rent and an increased monthly rent are separate choices. Identify the agency when a consumer report contributed. For Seattle, check the application queue and individual assessment before using registry information. Ordinary criminal history is restricted as a basis for adverse action.

An Oregon landlord who denies an application after applying criteria must provide written reasons within 14 days of denial. Identify the screening companies and credit reporting agencies whose reports supported the denial, including their addresses if the applicant has not already received them. Explain the applicant’s supplemental evidence and why it did not change the decision, and give any applicable appeal right. Before a criminal-history denial, offer an opportunity to provide evidence and perform the required individual assessment. For a covered Portland property, communicate a determination within two weeks after evaluation is complete, give a denied applicant 30 days to appeal, and check the landlord-issued assessment notice when stricter screening criteria apply.