Say yes clearly. Make the next
step unmistakable.
Approve a rental applicant with the property, rent, proposed move-in date, deposit and deadline to sign clearly stated — plus a direct reminder that the letter is not the lease.
- Applicant and property named
- Deposit and deadline clear
- Not-a-lease wording included
How it works
From the screening decision to a dated path toward the lease — in a few minutes
- 01
Name the approved applicant and rental
Add every approved applicant, the property address, monthly rent and proposed move-in date.
- 02
Set the deposit and deadline
State the lawful deposit amount and the date by which the applicant must sign the lease and pay to proceed.
- 03
Review, sign and send
Confirm the terms match the intended lease, sign the letter and keep the sent copy with the screening record.
Last updated August 20, 2026
Written by LawLease EditorialReviewed by LawLease Legal Team
By screening stage
Which screening document you need
An application and authorization support the decision. The approval letter communicates a successful result and the next steps; a lease creates the tenancy terms that follow.
- RA
Rental application
Collect residence, employment, income, household and reference details consistently.
Learn more - BA
Background and credit check authorization
Record permission before requesting a credit or tenant-screening consumer report.
Learn more - AA
Adverse action letter
Give the required report-source and dispute information when a consumer report affects the decision.
Learn more - CS
Co-signer or guarantor agreement
Put a guarantor's promise to cover the tenant's obligations in a signed agreement.
Learn more - RL
Residential lease agreement
Create the binding rent, term, deposit, rules, notices and signature provisions.
Learn more
What is a rental application approval letter?
A rental application approval letter tells an applicant that the landlord has approved them to proceed toward a lease. It identifies the applicant and property, confirms the offered monthly rent and proposed move-in date, and states the deposit and deadline for completing the next steps.
The letter should say whether the unit is reserved and what must happen before it is taken off the market. This template says the unit remains available until the lease is signed and the deposit is paid, and that the approval lapses after the deadline. It also says the letter is an approval to proceed, not the lease itself. It is also called:
- Tenant approval letter
- Rental approval notice
- Application acceptance letter
- Approved tenant letter
- Lease application approval
An approval letter records the decision and next steps. Put the actual tenancy terms in a signed residential lease agreement before possession begins.
Approval and screening safeguards
An approval letter should match the decision actually made and the terms the landlord is prepared to place in the lease. Use the applicant's legal name, the correct rental address and the same rent, deposit and move-in date shown in the final lease package. Avoid vague promises that suggest the unit is being held when it is not.
Apply approval standards consistently and keep the screening record that supports the decision. If a consumer report led to less favorable terms — such as a co-signer requirement, larger deposit or higher rent — federal adverse-action duties may apply even though the applicant was not denied. State and local deposit, holding-fee and disclosure rules may also limit the terms you can offer.
1 deadline
for completing the stated steps before the approval lapses
Terms match
between the approval letter and the lease package that follows
Not the lease
the letter approves the applicant to proceed toward signing
- Approve every intended tenant
- Name each applicant whose screening is complete and who will appear as a tenant. Do not leave a co-applicant's status ambiguous or invite someone to move in who will not be included in the lease.
- State exactly what reserves the unit
- Say whether approval alone holds the property. This template makes signing the lease and paying the deposit the required steps and states that the unit remains on the market until both are complete.
- Check deposit and fee limits
- Security-deposit caps, payment timing, holding deposits and refundability differ by jurisdiction. Confirm the amount and any required disclosures before putting a payment obligation in the letter.
- Conditional approval may be adverse action
- If a consumer report contributed to requiring a co-signer, a larger deposit or higher rent, provide the required adverse-action notice even though the applicant is permitted to proceed.
- Do not change the screening standard
- Use the same relevant criteria and communication process for similarly situated applicants. Keep the application, authorization, decision record, approval and delivery evidence together.
How to write an application approval letter
Five short steps turn the decision into a clear, dated route to the lease signing.
Match the letter to the completed screening record.
- Every approved applicant's legal name
- Landlord or authorized manager's name
- Full rental address, including the unit
Free sample rental application approval letter
Here is the one-page structure before you start. Your answers fill the approved applicant, property, rent, move-in date, deposit and deadline, while the not-a-lease clarification stays in place.
Application Approval
DATE: TO:
YOUR APPLICATION IS APPROVED. We are pleased to approve your application to rent at per month, with a proposed move-in date of .
TO RESERVE THE UNIT. Please sign the lease and pay the security deposit of by .
The unit remains on the market until both are done. If they are not completed by that date, this approval lapses and the unit may be offered to another applicant.
This letter is an approval to proceed, not a lease. No tenancy exists until a lease is signed by both parties.
Ready to approve an applicant?
Real humans read every message — whether it's about choosing a deadline, matching the deposit to local rules or separating an approval letter from the lease. For unusual conditions or a disputed screening decision, get a local lawyer on it.