Do You Need a Letter of Explanation for Your Rental Application?
If there is something on your rental application that requires clarification—such as late payments, lease breaks, evictions, or criminal history—the answer is YES! A well-written letter of explanation can make a significant difference in getting your application approved, especially if the apartment complex reviews these issues on a case-by-case basis.
Here’s what you need to know:
Tips for Writing Your Letter of Explanation:
Be Honest: The letter must be truthful. Don't exaggerate or lie. Simply explain the facts—what happened, why it happened, and how you handled it at the time.
Keep It Concise: Try to limit your letter to one page. Focus on the key points and avoid unnecessary details.
Take Responsibility: It’s important to own up to any mistakes. If there was an issue you could have avoided, acknowledge it and explain the steps you’ve taken to ensure it won't happen again.
Include Documentation: If you have supporting documents (receipts, contracts, military deployment orders, etc.), include them with your letter. Always send copies—keep the originals in a safe place.
Examples of Common Situations:
Late Payments or Broken Leases: Explain why you were unable to pay on time, or why you had to break your lease. Include any relevant supporting documents, like payment records or communication with your landlord.
Evictions: If you’ve been evicted, briefly explain the situation. Was it a temporary issue? Include any documents that might support your explanation.
Criminal History: If you need to explain a criminal conviction, be straightforward, and explain the circumstances and what you’ve done to move forward.
How to Improve Your Chances:
Don’t Blame Others (Unless It’s an Error): Unless there’s an actual mistake on your credit or background check that you can prove (e.g., a reporting error related to military deployment), take ownership of your situation.
Demonstrate Responsibility: Promise to avoid future problems and show what steps you’ve taken to ensure reliability moving forward. Landlords want tenants who will pay rent on time and contribute positively to the community.
By showing that you've learned from past experiences and taken concrete steps to avoid future issues, you’ll demonstrate that you're a responsible tenant who deserves another chance.
Sample Letter (broken lease) Do not copy - your letter must be true to your situation. To Whom It May Concern: I am sending you this letter and the attached documents to explain my broken lease at XYZ Apartments. Which happened in January 2015.
When this occurred, my father had a stroke. At the time, I worked for [company] and my employer graciously allowed me to take a leave of absence so that I could care for my ill father . Unfortunately, I expended all of my vacation and sick days I had saved up with my employer.
During this time I drained most of my savings, and I was unable to pay my rent on time. I informed my apartment manager in writing that due to my father’s illness and my lack of financial resources I would have to end my lease and move in with my father. I took care of my father until I could arrange for him to sell his home and move into an assisted living facility.
Although I did break my lease, I had paid rent on time for 10 months of my 12 month lease. I left the apartment in excellent move out condition. After getting back on my feet, I made attempts to make payment arrangements with the apartment community. However, the debt was already in collections and I was informed that to satisfy the debt it would need to be paid in full.
I have currently been living at an extended stay hotel for the past 12 months. I included a letter from the manager at the extended stay hotel where I have paid my weekly rent on time. My goal is to rent an apartment and continue to build up my savings so that I can satisfy my housing debt and have adequate funds in case of emergency. In addition to my full time job that I have had for the last 13 months. I also work part time as an Uber driver and have been doing this in my spare time for last 6 months.
I honestly did not fully understand how a broken lease could impact my ability to lease another apartment. I will not break a lease again. Thanks for the consideration. If given the opportunity, I will prove to be an outstanding tenant at XYZ Community. Sincerely, [Your Signature]
Sample Letter (Bad Credit) Do not copy - your letter must be true to your situation.
To Whom It May Concern:
This letter is in reference to our rental application at XYZ Apartments. We understand that our credit ratings are low and the purpose of this letter to explain the reason for this, and how we have remedied our financial situation.
On DATE, the company I worked for laid off 200 employees including myself. During the exit interview, I was told it was because the company needed to reduce spending due to the economic downturn. I was in good standing with the company and was given a letter of recommendation from my supervisor. Because of the economic situation, I was unable to get another job until DATE. During the time I was out of work, my family lived on my wife’s salary. We were unable to make payments on our credit cards.
Since I got my new job, we have resumed payments on all of our debts and plan to pay them off. We have never had a late payment or issue associated with paying rent. We do understand that you might find us to be at risk because of our credit score. We are willing to pay a higher deposit or risk fee.
We hope you take this letter into account when considering our rental application. You will be glad you agreed to lease to us.
Sincerely,
(Your Signature)
Sample Letter (Criminal) Do not copy - your letter must be true to your situation.
To Whom It May Concern:
I have applied to rent an apartment at your community. I anticipate that you may have some concerns about my criminal history, so I wanted to provide you with some explanation.
I was convicted of a felony offense in 2010 for drug possession. (Don’t go into extensive detail, just state the facts) I regret this period of my life and I take full responsibility for my actions. At that time, I struggled with addiction. After my 2010 conviction, I entered a residential drug treatment program for 90 days. I successfully completed the program and have not used drugs for 7 years. (Speak to your specific situation)
I have also moved forward in other areas of my life. I obtained my a degree in XXXXXX from XYZ College. (What have you done to improve yourself?) I am also taking online classes to further my education. I have been gainfully employed at XYZ company for the last 5 years. I have been given numerous promotions and salary increases during this time.
Due to my criminal background I have been unable to lease an apartment. I have rented a room for the last 4 years and I have proof of making on time rental payments to my landlord on my bank statements. If given the opportunity I will make on time rental payments to your community.
Thank you for considering this information. If you have any questions, please feel free to contact me at XXX-XXX-XXXX .
Sincerely,
(Your Signature)
Keep in mind you never want to falsify an application or letter of explanation. Honesty is truly the best policy. Apartments are very thorough at processing applications. At Texas Apartment Locating, we are non-judgmental and feel everyone deserves a second chance. We want you to be approved, however, it is up to the apartment staff to approve or deny your application.
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