Rental Application Processing

APPLICATION PROCESS

  • We follow our standard application & approval criteria.
  • Tenants must identify if they would like any repairs, improvements, or additional cleaning at the time of application. We will not discuss any of this after we've approved them.
  • Tenants must identify their move-in date and lease expiration date. We will not process an application without a move-in date. If they don't select a move-out date, we will select it for them.
  • When we start processing an application and the move-in date is far out, it creates friction with the tenant. The conversation with the tenant needs to first be addressed because if they can't move in two weeks (sometimes a little more) then the person will not be considered. But we want to approach them first - see if their date was a typo or not and then move forward appropriately.

Application is Received

When applications are received, it's important that we notify the tenants & leasing agent that we've received the applications and what the next steps are. The application processor will handle this.

#1 - Email to Applicants

Recipients: All applicants
Subject: Your Application at {PROPERTY ADDRESS}
Hi {Applicant Name},

I wanted to shoot you a quick email to let you know that we've received your application for {PROPERTY ADDRESS}. I haven’t reviewed it just yet, but I’ll be doing so as soon as possible—typically by the close of business Monday through Friday. I’ll also be your point of contact moving forward, so feel free to reach out directly to me with any questions.
We aim to get back to everyone as quickly as possible with a decision. Just so you know, the most common reasons for delays in the application process include

Not having all applications submitted for a group.

  • Incomplete applications.
  • Missing supporting documents.
  • Repair or improvement requests that need owner approval.

It’s super helpful if you double-check that all members of your group have applied and that everything is complete and uploaded.

Once an application is approved, we request that the security deposit be submitted and the lease signed within 24 hours. You can also get a head start by reviewing the lease terms here: https://treatyoakproperties.com/application-approval-process/#leaseterms

Thanks so much, and I’ll be in touch soon!

Email #2 - Send to Leasing Agent

There will be a leasing agent on the deal most of the time. You can scroll down to the "Questions" section of the application to see if there is one.

Most of the time, the leasing agent has already reached out to you in some way, or the applicants included their email address, so you can just find their email address that way. If you can't find the agent's contact information, then you can login to the MLS and go to "Roster>Member" at https://matrix.abor.com/Matrix/Roster/Member. Add the first and last name of the agent and hit enter. We can also search for the agent by their phone number and email address.

Send the following email:
Recipients: Leasing Agent
Subject: Your Client's Application – {PROPERTY ADDRESS}
Hi {Agent Name},

I wanted to reach out and let you know that we’ve received your client’s application for {PROPERTY ADDRESS}. I haven’t reviewed it yet, but I’ll be doing so as soon as possible—typically by the close of business Monday through Friday. I’ll also be the main point of contact from here on out, so feel free to direct any questions my way. I’ll be communicating with the applicants directly moving forward.

We do our best to provide a prompt response on all applications. The most common reasons for delays are usually
  • Not all applications have been submitted for a group.
  • Incomplete applications.
  • Missing supporting documents.
  • The applicant requests repairs or improvements that require owner approval.

If you’d like to help move things along, feel free to confirm with your clients that all required applications and documents have been submitted.
Once an application is approved, we ask that applicants submit their security deposit and sign the lease within 24 hours. You can also remind your clients to review the lease terms ahead of time here: https://treatyoakproperties.com/application-approval-process/#leaseterms

After approval, I’ll also send instructions on how to submit your invoice and W-9 for your referral.

Thanks so much,

When the agent details are not available or the applicant has not seen the property

Templated e-mail response:

Subject: Next Step for Your Application – [Property Address]

Hi [Applicant's Name],


Thank you for submitting your application for [Property Address]!


We noticed in the application that you have not viewed the property or include a realtor's contact information. As noted in our application criteria:


“FOR APPLICATION CONSIDERATION, YOU MUST VIEW THE PROPERTY IN PERSON OR VIA VIDEO WITH YOUR REALTOR. Your application is subject to cancellation or denial if you have not viewed the property with your realtor.”


If you already have a realtor, please send over their name and contact information when you get a chance so we can update your file.


If you don’t have a realtor, no problem at all—we’d be happy to refer you to an agent who can assist you with scheduling a showing.


Let us know how you'd like to proceed or if you have any questions along the way—we're here to help

When there is more than one application and applicants are waiting

Templated e-mail response to provide an update to applicants who are waiting:

Subject: Application Update – [Property Address]

Hi [Applicant’s Name],


Thank you again for your interest in [Property Address].


We wanted to let you know that we’ve received multiple applications for the property and are in the process of reviewing them. At this time, we are no longer accepting additional applications and will be moving forward with the most qualified applicant.


As soon as a decision has been made, we’ll be sure to notify you.


We appreciate your patience and understanding.


Best regards

Seeking Approval Email Template

The application Processor sends this email template to the Approver for determination.
Recipient: Approver
Subject: (PROPERTY ADDRESS)—Application Review and Determination
Hi (Approver Name),

I'm reviewing the application for (PROPERTY ADDRESS) history looks good (attached is the tenant ledger & lease contract) and also has good mortgage history with 2+ years or rental history.
Rental Amount :
3.5 Times required :
I would like to proceed with an approval for the lease term: .
FYI We received (number of groups) application groups but the above was the best qualified:
Group 2 - Household & Rental History Pending
(APPLICANT NAME) FICO (Score) - (income per month)
(APPLICANT NAME) FICO (Score) - (income per month)

If anything else is needed please let me know.
Thanks!

Application Approval Email Template For Agent

Application Processor sends this email template to leasing agent on application approval.

Recipients: Leasing Agent
Subject: Your Clients Have Been Approved!
{{AGENT NAME}},
I just wanted to reach out to let you know that {{TENANT(S)}} have been approved for the lease at {{ADDRESS}}! Thanks so much for your help on all of this! We usually don't include agents on communication past this point, so we'll work directly with {{TENANT(S)}} on finalizing the lease, handling funds, and the rest of the process. Can you please go ahead & send over your invoice & W9 when you get a chance?
Thanks so much!

Application Approval Email Template For Tenant

Application Processor sends this email template to the tenants on application approval.

Subject: Application Approved – Next Steps for Your New Home at [Property Address]

Hi [Tenant's First Name],

Congratulations! You’ve been approved for the property at [Property Address] with a lease term from [Start Date] to [End Date].

Deposit Amount: $[XXXX]

You’ll receive a link from AppFolio shortly to set up your resident portal. Please log in and pay your security deposit within 24 hours of your approval to secure the home.

Our field tech, Jake, will be assisting you throughout the move-in process. He’ll be reaching out soon to provide detailed next steps and what to expect for your move-in.

Your lease will be sent via DocuSign. If there are multiple tenants, please note there will be a signing order and each person will receive the lease after the previous signer completes their portion.

Let us know if you have any questions in the meantime—we’re excited to welcome you to your new home!

Best,


Adding a Roommate to the Lease

Whenever we want to add a person/roommate to the lease, we will send the below template.
Hi [Name],

To add a roommate to your lease, all applicants—including the new roommate, yourself, and one additional person—must apply together as a group. The application fee is $75 per person.
To begin the process, please submit a non-refundable $250 administrative fee through your tenant portal. This fee covers the necessary adjustments to your lease agreement.
Additionally, provide us with the email addresses of all applicants so we can send the application link. You can review our approval requirements here: https://www.treatyoakproperties.com/application-approval-process.
Let us know when you’re ready, and we’ll send the application link. If you have any questions, feel free to reach out.

Verifying A Rental Application is Completed and Requesting Additional Information


  • Confirm that the application is filled out completely.
  • Are all applicants listed as Financially Responsible? If Applicant(s) applied as Co-Signer vs Financially Responsible, send this email template and follow these instructions.
  • WHAT IS YOUR RELATIONSHIP TO THE CO-APPLICANT
  • Do they have a rental history together?

DENIAL

IMMEDIATE DENIAL

  • ANY MONIES OWED TO PAST LANDLORD
  • ANYTHING UNDER 600 for any or all applicants - immediate denial 
  • CRIMINAL HISTORY - felony convictions
  • LANDLORD TENANT  - any monies owed or any evictions
  • Bankruptcies 

APPLICATION DENIAL EMAIL TEMPLATE:
Subject: (PROPERTY ADDRESS) - Application Determination
Hi (Applicant Name),
Thank you for the interest in the (ADDRESS) property. At this time, the application has been denied. I have attached additional documentation to this email pertaining to this determination.
Thanks again and good luck with your upcoming move.

Denial template letter - (Deprecated)
Hi (applicants name),

Thank you for submitting a rental application.
We were unable to accept your application for the following reason(s):
• Insufficient income
-FICO ___________ requires double deposit (only if all other criteria are met)
-Income does not meet 2.5Xs the monthly rental amount.
Feel free to contact us with any questions or concerns. We will be happy to address them with you.


E-mail - Response after Denial
Hi {Applicant name}, 

Thank you for reaching out and for sharing more details about the situation. We truly appreciate your interest in the {Property Address , type} and understand how important this is for you.
I want to assure you that we explored every possible way to approve the application. Unfortunately, after thorough review, the application determination is final. I’m really sorry, as I know this isn’t the outcome you were hoping for.
We sincerely appreciate your time and interest, and we wish you the best in finding the right home.

Thank you.

E-Mail response for agent if he queries denial
Hi [Agent Name],

Thank you for reaching out. For privacy and compliance reasons, we are unable to share personal application details or denial reasons with third parties, including agents.
The adverse action letter outlining the determination was sent directly to the applicant(s) individually via email. We recommend your client review that correspondence for further details, or follow up with us directly if they have questions about the decision.
Please let us know if you have any other general questions—we’re happy to help however we can.
Best regards




DEPENDENTS:

E-Mail Template for Dependent Information
Subject: (PROPERTY ADDRESS)- Dependent Information
Hi (Applicant name),
Thank you for your interest in the (PROPERTY ADDRESS) property!
As part of the application process, could you please provide the following details for the listed dependent:
  • Name:
  • Date of Birth:
  • Relation to Applicant:
Anyone over the age of 18 who will be living at the property will need to submit an application for the property as well.
Feel free to reach out if you have any additional questions.
Thank you!

CREDIT SCORE: FICO


FICO: Reviewing FICO Score Process LOOM

  • Must be 650+ 
  • 620-649 and everything else looks great, will accept with a double deposit

What are you looking for in the FICO report? 650+ FICO, any monies owed (YELLOW BOXES) to past landlords, apartments or mortgage payments. 1 per 12 month period OK

  • Updating & rescreening an applicant in AF if they entered the incorrect first name during the screening process:

RESCREENING

The general ledger shows only one charge and payment for this applicant's screening.


RENEWAL LEASE ADJUSTMENT SCREENING:

Before processing renewal lease adjustment application screening please ensure the $250 lease adjustment fee has been paid. This can be found on the tenants AppFolio page by clicking on the ledger hyperlink. Below is an example for reference:

INCOME:

Income verification

Income verification is only done by:-
Recent paystubs – from the job the applicant will be continuing while living in Austin. We need at least 2 months of paystubs as proof of ongoing income.
Offer letter – if the applicant is starting a new job in Austin, the offer letter must include the income amount, start date, and a direct HR or supervisor contact.
Last year’s tax returns – for self-employed applicants, we require full tax returns to verify income.

Additional Income

This is the additional income that supplements the main income.
This income can be from 2nd Job, VA disability benefit, Child Support etc

INCOME: <LOOM INSTRUCTIONAL VIDEO>

  • Total monthly income for an individual needs to be 3.5 times the market rent.
  • If there are roommates, each individual roommate needs to make 2.5 times the advertised market rent.
  • 2 complete months of paystubs (with employer and employee names identified) 
  • Military/Armed Forces Income: look to ensure that there is not a cut off date listed or expiration date listed on income. Upon approval, ensure the military addendum is completed correctly.
  • Self-employment requires last year’s tax returns. Finding the Adjusted Gross Income on the Tax Return:
  • Step 1: Open the applicant's IRS Form 1040.
  • Step 2: Look for Line 11 on Form 1040, which is titled “Adjusted Gross Income”. This will show the applicant's AGI, which is calculated by subtracting allowable deductions from their total income.
The AGI is a key number that helps determine whether the applicant meets income requirements.
Verifying Income Requirements:
  • Step 3: Once you have found the AGI (Line 11), check if the income meets minimum income requirements for the property.
  • Step 4: To verify, divide the annual income by 12 to calculate the monthly income. Once you have the monthly income, compare to income criteria— 2.5x for roommates or 3.5x for household income—to determine if the applicant's income meets the property's requirements.

PROOF OF INCOME:

REQUESTING ADDITIONAL Proof of Income EMAIL TEMPLATE:
Subject: (PROPERTY ADDRESS) - Additional Proof of Income
Hi (Applicant Name), 

Thank you for your interest in (PROPERTY ADDRESS). We are in the process of reviewing the application.
Can you please email me 2+ months of proof of income in PDF format?

Thanks!

Requesting Acceptable Proof of Income Email Template: 
Subject: (PROPERTY ADDRESS)-Acceptable Proof of Income
Hi (Applicant Name),

Thank you for your interest in (Property Address)! We’re currently reviewing the application.
We received <(type of income submitted _________)> as proof of income; however, we can only accept the following forms of income verification:

  • Most recent paycheck stubs from your current job that you will continue while living in Austin (minimum of 2 months required).
  • An accepted offer letter for a job in Austin, including income amount, start date, and direct contact for HR or a supervisor.
  • Last year’s tax returns if you are self-employed.

Please provide one of the acceptable documents at your earliest convenience. Let us know if you have any questions.

Thank you!



EMPLOYMENT:

Additional Employment Verification Email Template:
Subject:(PROPERTY ADDRESS)- Additional Employment Verification
Hi (applicant),

Thank you for your interest in (Property address). We are currently reviewing your application. To proceed, we kindly ask that you provide the following:

  • An accepted offer letter for a job in Austin, including the income amount, start date, and direct contact information for HR or a supervisor. Alternatively, if you will be working remotely from Austin, please let us know.
If you have any questions, feel free to reach out.

Thank you.

Email template for asking the guarantor if income provided doesn't meet our criteria:
Subject: (PROPERTY ADDRESS)—Suggesting you to have a guarantor.
Hi {{Applicant Name}},

Thank you for your interest in {{Property Address}}.

The proof of income provided does not meet {{specific reason: e.g., it is not an acceptable form of proof or does not meet the required income threshold of 2.5x or 3.5x the monthly rent}}.
Would you be able to secure a guarantor? The guarantor must meet the same qualifying criteria, with an income requirement of 7x the monthly rent. Acceptable proof of income includes either a pay stub or a tax return for the most recent full taxable year.
Please let us know how you'd like to proceed. We’re happy to answer any questions

ADDITIONAL APPLICANTS:

APPLICANTS: <LOOM INSTRUCTIONAL VIDEO>

  • Check for any additional people that are applying with the original applicant. If there are other people applying and mentioned under the ‘Applicant Summary Section’, ensure that that person has also applied for the property. 
  • If the other person or people mentioned under applying have not applied yet, reach out to the applicant via email and ask when to expect their application.

REQUESTING ADDITIONAL APPLICANT INFORMATION EMAIL TEMPLATE: 
Subject: (PROPERTY ADDRESS) - Request for Missing Application
Hi [Applicant's Name],

I hope you're doing well! We wanted to follow up as we haven't received (applicant name) application yet. Could you please let us know when they will be submitting it?
As a reminder, we cannot fully process applications until all required information is received.

Thank you, and we look forward to hearing from you,

MOVE- IN DATE:

Move-in Date: Changing Move-In Date Process LOOM

  • Review desired move-in date and ensure that the property move-in date is no later than two weeks away from today's current date or the day that you are running the application.
  • If the move-in date is 15-30 days out, be sure to make a note that you will need to ask the applicant regarding a shortened move-in date and point it out to Treaty Oak employees regarding that.

REQUESTING / ADVISING ON MOVE-IN DATE REQUIREMENT EMAIL TEMPLATE:
Subject: (PROPERTY ADDRESS) - Move-In Date Requirement for Your Application
Hi [Applicant Name],

I hope you're doing well! We're reviewing your application and wanted to clarify your requested move-in date of [XXXXX]. To ensure a smooth process, please note that the lease commencement date (also known as the 'Move-In Date') must be no later than two weeks from the date of application approval.
If your requested move-in date is 15-30 days out, we’ll need to confirm with you whether a shortened move-in date is possible. Please let us know if you're flexible on your move-in date, as this will help us proceed with processing your application in a timely manner.

Thank you, and feel free to reach out if you have any questions.

E-mail Template for Applicant asking for flexibility in move-in date criteria of 2 weeks
Hi [Applicant's Name],

Thank you for your email! We completely understand wanting to align your move-in with your 30-day notice, and we appreciate you keeping us in the loop.
Just a quick note — per our application and approval process, lease commencement dates (also referred to as the move-in date) must be no later than two weeks from the date of application approval. Unfortunately, we cannot proceed with a move-in date past this two-week period
Please let us know if you’d like to move forward based on this timeline.

Thank you, 

RESIDENTIAL HISTORY: 

  • Confirm that the landlord listed under the current address as well as any previous addresses on the rental application are a legitimate functioning email address.
  • This cannot be the email address/contact of an immediate family member.
  • The only time this is acceptable is if the applicant currently owns their own home that they are residing in. If the applicant owns their own home then their current mortgage payments will appear under their FICO credit report.
  • Rental History needs to be 2+ years

REQUESTING UPDATED LANDLORD INFORMATION EMAIL TEMPLATE: 

Subject: (Property Address) - Request for Updated Landlord Contact Information

Hi [Applicant's Name],

We received a returned email for the landlord contact provided on your application. Could you please provide an updated, valid email address for your current or previous landlord?

Thank you for your prompt attention to this,


REQUESTING VERIFIABLE RENTAL HISTORY EMAIL TEMPLATE:

Subject: (Current/Previous Property Address)-Request for Verifiable Rental History

Hi [Tenant's Name],

Thank you for submitting your application!
To move forward, we’ll need verifiable rental history from a current or previous landlord. Please note that rental history must be provided by someone other than a family member to meet the qualification criteria.
If you have a previous landlord or property manager we can contact, please provide their name, contact number, and email address as soon as possible.
Let us know if you have any questions—we’re happy to help!

Best regards

REQUESTING TENANT LEDGER FROM PREVIOUS APARTMENT OR MANAGEMENT COMPANY EMAIL TEMPLATE: 

Subject: (Property Address) - Request for Tenant Ledger from Previous Residence

Hi [Tenant's Name],

I hope you're doing well. Since your previous apartment/management company is unable to provide a rental verification per their policy, could you please send us the tenant ledger for the property at [Property Address] instead?

Thank you for your cooperation.


PROPERTY NO LONGER AVAILABLE

Property no Longer Available - Application not processed

Subject: (PROPERTY ADDRESS)- Property No Longer Available

Hi (Applicant Name),

Thank you for your interest in (PROPERTY ADDRESS). The property is no longer available for rent. We have issued a refund for the application fees since the application was not processed.

Thanks again and good luck with your upcoming move.


Reason For Cancellation: Property no longer available for rent due to best qualified apps.

Subject: (PROPERTY ADDRESS) - Application Update

Hi (NAME) -

Thank you again for the interest in the (PROPERTY ADDRESS) property. At this time, we have an approved applicant group and the property is no longer available. If anything changes with the status of this lease, we will contact you promptly!

Thanks.

Reason For Cancellation: Property currently unavailable for rent

(PROPERTY ADDRESS)- Property Currently Unavailable for Rent

Hi (Applicant Name),

Thank you for your interest in (PROPERTY ADDRESS). The property is not currently available for rent. We have issued a refund for the application fees since the application was not processed.

Thanks again and good luck with your upcoming move.

How to initiate a refund:

In the application under application fee you'll hit the "refund" button to refund the application fee. 

Image

PET SCREENING:

Below is the pet screening template to have applicants submit animals into PetScreening.

Template for Pet Screening

Subject: Pet Screening

Hi (Applicant Name), 

We're in the process of finalizing your application. 
Just wanted to submit the animal into PetScreening using the following link: https://treatyoakproperties.petscreening.com

Thanks!
Note for context: This restriction does not apply to service or assistance animals, which are handled separately from the pet policy and are not subject to breed or species limitations.

Subject: Pet Policy Confirmation – [Property Address]

Hi [Agent Name],

Thanks for reaching out. Cats and dogs are the only pets allowed.

Our pet policy in the application criteria is linked here:

Thank you,

APPFOLIO:

Canceling an application after approval or just before move in

In this video, I'm walking you through the steps to cancel the application for Susan Black. First, you'll need to access the Dashboard and find her under Move-Ins. Then, simply click on "cancel move-in" to remove her from the list. After that, I’ll show you how to update her applicant summary to reflect the cancellation.  https://www.loom.com/share/8bb349fc9cae442ab245b0d2eb654f1b?utm_medium=gif
In AF search Rental Applications—enter property address - customize dates since 1/1/2025. This report will pull up all applications submitted for the property. Household
A household is determined by how applicants describe their relationship in the application—terms like “my partner and I,” “my wife and I,” “our family,” or “my husband and I.” Simply being boyfriend/girlfriend or having rental history together does not establish household status. Reference: Familial Status & Household Definition – Fair Housing

Change the Property for an Applicant:


  1. Go to the Applicant's Profile:

    • From the Leasing tab or search bar, locate and click into the applicant’s name.

      Click “Edit” Next to Property Info:

    • In the applicant profile, find the property/unit they applied for (usually listed near the top).

    • Click the small pencil/edit icon next to the property name.

      Select the Correct Property:

    • A dropdown will appear.

    • Choose the new property/unit they should be associated with.

      Save Changes:

    • Click Save to update their application to reflect the correct property.

Applicants are querying that they want their documents to be uploaded to AppFolio after submitting their application.

Email template to respond

Templated e-mail response to submitting documents

Hi Applicant,


Thank you for reaching out and letting us know. Since the application has already been submitted, the portal won’t allow additional documents to be uploaded at this stage.


Unfortunately, we’re unable to reopen the portal for uploads, but we completely understand your concern about sending sensitive documents via email. As an alternative, you're welcome to upload your (type of document) to a secure file-sharing service (such as Dropbox, Google Drive, or OneDrive) and send us a private link with access permissions set accordingly.


If you have a preferred secure method of sharing, we're happy to work with that as well.


Let me know what works best for you, and I’ll make sure we get your documents properly attached to your file.


Best regards,

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