Decisions and adverse action notices
Approve, waitlist or decline based on your published criteria, send the required notice when a report informed a decline, and follow fair chance steps.
Making a decision
On the application, the Decide card offers Approve, Waitlist or Decline. The renter is told in plain, neutral words.
- A decline must name the published criteria it’s based on. There’s no free-text reason.
- You can add an internal note for your team. PropFit checks it for wording that raises fair-housing concerns.
- If you decline someone while earlier applicants who meet your criteria are still waiting, PropFit warns you.
You can also decline from the screening result with Decline based on this report. A finding that none of your published criteria covers can’t be the reason for a decline.
Adverse action notices
Under the federal Fair Credit Reporting Act, when information in a background or credit report contributes to a decision against a renter, the renter must get an adverse action notice.
If the report informed your decision, tick The screening report informed this decision. PropFit then sends the renter a notice in PropFit with the screening company’s contact details, a statement that the screening company didn’t make the decision, the credit score and key factors if a score was used, and the renter’s right to a free copy of the report and to dispute it. The Adverse-action notice card shows when it was sent.
After you approve
Approving one renter doesn’t decline the others. Use Notify other applicants when the home is spoken for, and Record lease once it’s signed. See Record a lease.
Fair chance rules
Some cities and states don’t allow owners to ask about or check criminal history until they’ve made a conditional offer. Where PropFit has those rules switched on for your market:
- The background check you order leaves out criminal history.
- When you’re ready, choose Make a conditional offer on the application.
- Then choose Check criminal history. It’s part of the same screening and doesn’t use another one.
To withdraw a conditional offer because of criminal history, you must assess the renter individually, send a written notice with the report, and give them the time the local rule requires to respond (often several business days). PropFit doesn’t yet guide you through the individual assessment.
Support staff
PropFit support can never decide, order screening or send an adverse action notice for you.