A decline has two parts: the message and the documents
Most agencies think about the wording. The part that carries legal weight is what happens to the dossier afterwards.
The steps
- Wait until the lease is signed. Until then your second choice may still be needed.
- Tell everyone. A short message is fairer than silence and stops the follow-up calls.
- Keep the wording neutral. Thank the person, say the flat has gone to someone else, wish them well.
- Destroy the documents. Forms and all attachments, on paper and in every inbox and folder.
- Keep a dossier only with consent. For example for a waiting list the applicant has agreed to.
What the sources say
| Source | What it says |
|---|---|
| Art. 6 Abs. 4 DSG | Personal data are destroyed or anonymised as soon as they are no longer needed for the purpose of the processing |
| FDPIC leaflet on rental application forms (updated 15 July 2025) | After the lease is signed, the landlord must destroy the application forms and all attachments of the other applicants, unless there is a special justification, for example a waiting list with the applicant's consent |
| Same leaflet | Copies of the debt collection extract of all applicants not chosen are to be destroyed with their application documents after the letting process |
| Same leaflet | Passing applicant data to other property managers, or using it for other flats, is only allowed with the person's consent |
Neutral wording you can use
"Thank you for your application for the flat at [address]. We received many applications and have let the flat to another applicant. We will delete your documents. We wish you every success in your search."
What to leave out
Give no reason that touches personal characteristics. The FDPIC leaflet states that questions about marital status, religion or nationality are in principle not admissible on an application form, and Art. 5 lit. c DSG counts data on religion, health and ethnic origin among the sensitive personal data. A decline should mention none of them. Do not compare the applicant with the person you chose.
How this runs on aptari
- You choose, then the messages go out. aptari never decides and never declines automatically. A person at your agency makes the choice.
- Deletion is built in. Declined applications are deleted 30 days after the decision, so no old dossiers pile up in mailboxes.
- One sorted list per listing keeps every application in one place, which makes it clear what has to be deleted.
This is general information, not legal advice.