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cerelia

Registered:
Posts: 6
Reply with quote  #1 
Hello,

I have to reject a tenant and have a rejection letter, but the only contact information I have is their phone number and Zillow-generated email address (when they filled out a tour request).  Should I email send the letter via their Zillow email?  There is no personally identifiable information in the letter, only last name.  I just want to make sure it legally does not have to be sent via other methods instead.

Thanks for any insight!

Cerelia
LLinVA

Registered:
Posts: 411
Reply with quote  #2 
Yes, email it. Email is considered written proof if it is ever questioned in court. And if you don't have anything better, you can show that's the best you could do if it is questioned.

Does your application not require their email or address? If so, you need to update your application. I would think that stuff would be required to do a credit and background check.
cerelia

Registered:
Posts: 6
Reply with quote  #3 
Thanks LLinVA. I use Cozy.co (they do the background and credit check - the applicant fills out the form there and pays the app fee). All the info is there, including past and current address which is with family, except I don't tsee an email address.

I really like the Cozy interface because it also includes rental insurance (through Assurant) and collects tenant monthly payments. But this is my first applicant and the missing email is a great question to ask them!
LLinVA

Registered:
Posts: 411
Reply with quote  #4 
That's strange. We have our own application and then plug the information into our online credit and background search service. This way we see all the info, including income, BEFORE we have them spend money on the credit and background checks. I would feel like there is a wall between us and our applicants in that case.

We don't accept online payments. We just tell them that most banks will send a check automatically each month and it doesn't cost them or us anything. Otherwise, they can just send a check in the mail. If someone really wanted it, we would do Square and charge them the fee, but no one has bothered with it, they just mail the checks.
cerelia

Registered:
Posts: 6
Reply with quote  #5 
Well honestly, the reason I started using them is that all the landlords I know all use them.  My aunt has 7 tenants and gave them the choice of continuing to mail payments or setting up the "resident portal" (that's what she calls it) with Cozy and scheduling ACH payments through there.  Every resident signed up because it was more convenient for them and there's no cost.  And she doesn't have to collect checks and deposit them.  She now requires it with all future tenants.  That kinda does sound much easier to me! :-)  But then again, I'm new to this so I'll see if I like it and if not, I just won't use it.

I already set up a basic tenant screening form with 9 questions.  I think I'll simply add a field that says "email address" which will take care of it.  That way I won't be stuck with only their zillow/hotpad generated email address.

Thanks so much for your feedback.  I just sent the rejection letter to the only email I had.
helloverify

Registered:
Posts: 9
Reply with quote  #6 
It would be safe for you in future against any court case. And exactly you should have a basic tenant screening form with all the detailed informative fields so that you can never have such an awkward situation. I will suggest you to run a tenant screening service before to let them avail. Do tenant screening verification from a renowned company in background checks.
__________________
Hello Verify an online screening system that does a thorough employee background screening. Their team does a comprehensive research from verified sources. They check the credentials of the individual by cross referring to the police verification India documents. They then give you credible information based on which you can then make an informed decision.
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