How are applications being processed for a rental property?
The first thing that comes to every applicant’s mind is how their application is being assessed and processed.
Keep in mind that the property manager is bound by the code of conduct, to provide to the Owners not more and not less than what was provided by the applicant via their formal application.
Under the Equal Opportunity Act, it is illegal to discriminate against any applicant for example:
- processing a rental application less favourably than others
- changing the terms on which a lease is offered (e.g. asking higher bond or rent)
- limiting access to a benefit available to other tenants
What can cause delays with their rental application being processed:
- Not supplying contact information, including a phone number and email address for rental references and employment history.
- Not using the agency’s preferred application process. e.g., ‘2Apply App’
- Not providing details of all the applicant’s references.
- Not encouraging your references to respond to us quickly.
- Not providing missing information ASAP
Your Application – What Happens Next?
Why rental applications take time to process.
A rental application can take between 48 – 72 hours for a decision, if there is a rather large volume of applications it can take even longer.
Application Receipt
If someone has submitted an application, they will receive a confirmation email or text message when we begin processing the application and as it progresses. They will also receive an Application ID number, please keep this for reference.
Please note we cannot start processing your application fully until you provide the missing items.
- Waiting to hear back from your current or past employer.
- Hearing back from your current or past property manager or any Living references.
Processing
When processing an application, we confirm the following details:
- Double-checking that they have fully completed the tenant application form–scanning all the attachments and documents that are required for the process.
- Rental History/Living Arrangements. Verifying previous arrangements with respect to living –even when you are/were living with family.
- Employment References, assessing whether or not you can afford the property based on the rent amount and your annual income.
- Going through default databases of the relevant tenancy, such that there is awareness about any discrepancy related to property damage in the past or delayed rental payments.
- Confirming how many people would be living at the property and who would be on the Lease agreement.
- Confirming if there are any pets and considering if the type of pets are accepted at the property.
Once your application has completed processing you will receive a confirmation email and text message that your application is now with the Property Manager or Owner. All attempts are made to contact the applicant’s relevant references that have not responded yet, but they are not always available.
Presenting an application
The agent is responsible for submitting relevant & shortlisted applications to the owner along with suggestions on finding the best tenant for the given property. The final decision with respect to who is the right fit for the property depends on the landlord of the property. You will receive a confirmation text message and email that your application has been forwarded to the owner and is awaiting an answer.
The owner then makes the final decision, taking into consideration the references regarding which application to choose. It may take some time to get a decision from the owner. The owner does not necessarily select the applicant that has offered a higher amount, they just would like a good tenant and preferably long term. Please note the owner is not required to give reasons for their decision.
What happens once the rental application is accepted?
When the application for the rental property is accepted by the owner, you will receive an email or a phone call from the agent stating your application has been approved.
The agent will ask you if you wish to proceed with the application and confirm the preferred move in date. You will then receive the required documents related to the tenancy lease agreement and an email explaining the next step.
If you wish to withdraw your application, please contact either the Property Manager or the Processing Team and quote your Application ID Number or confirm via the phone conversation. We will send you a confirmation email and Text Message to confirm.
What happens if the rental application is not accepted?
Unfortunately, there isn’t any legal reason for the agent to contact everyone personally and give a reason for them not getting the property. There could be a few reasons why they may have missed out on the property, some of which could be:
- The income did not meet the affordability criteria.
- Another applicant was successful because their circumstances seemed more stable/ideal or presented strong, trustworthy, and reliable references.
- The terms you offered were not suitable for the lessor/landlord.
So, while we can approve a tenant application as fast as 48 hours, that rarely happens because we are usually waiting to consider other applications. They may not have been chosen, but we are not able to notify them of this yet until the approved applicants have accepted the property.
The key is to be prepared and notify those that you need the information from, that you have entered them as a reference for a quick response.
