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How Long Is Too Long? Ethics and Expectations Around Landlords Holding Rental Applications
Applying for a rental property is often a stressful and time-sensitive process. For many renters, securing a home means making significant life arrangements—like giving notice at a current place, planning a move, or even relocating for work or family. Given these stakes, it can be deeply frustrating when a landlord or property manager holds onto a rental application without making a decision, simply to “wait and see” if a more appealing applicant comes along.
But is this legal? More importantly, is it ethical? And how long is too long for a landlord to keep a tenant in limbo?
The Legal Landscape
Legally, landlords have broad discretion in how they process applications—as long as their practices comply with fair housing laws. This means they can technically take as long as they want to decide, unless bound by local regulations or internal policies that say otherwise. However, some jurisdictions do require landlords to respond to applications within a certain timeframe, especially if application fees are collected.
Even where there are no explicit laws, there are implied obligations once a fee is paid. If a landlord collects a non-refundable application fee, there’s an ethical and potentially legal expectation that the application will be processed in a timely and good-faith manner.
The Ethical Consideration: More Than Just a Number Game
While landlords may be trying to make the most financially sound decision, applicants aren't just data points—they're people with lives in motion. Holding applications for an extended time, hoping for a “better” tenant, can cross an ethical line if:
The applicant is not kept informed. Silence breeds stress. If a landlord needs time, they should clearly communicate that upfront.
An application fee was collected. Charging someone to apply and then not acting promptly is unfair.
It causes the applicant to miss out on other housing opportunities. The longer a decision is delayed, the greater the risk that an applicant will lose out elsewhere.
What’s a Reasonable Timeframe?
While there’s no one-size-fits-all answer, most industry professionals agree:
48–72 hours is a standard window for a decision once all documentation has been received.
Up to one week might be acceptable if there are multiple applications and clear communication is maintained.
More than one week without an update begins to edge into unethical territory, particularly if the landlord is deliberately stalling.
Applicants deserve to know where they stand, and landlords should respect their time and energy.
Best Practices for Landlords
If you're a landlord or property manager, consider these ethical guidelines:
Set clear timelines. Tell applicants how long the decision process will take and stick to it.
Communicate delays. If something comes up or more time is needed, explain why and provide a new timeframe.
Avoid "shopping the market." Don’t hold strong candidates hostage while waiting for someone marginally better.
Be transparent about your process. Let applicants know upfront if you're collecting multiple applications before making any decisions.
Conclusion
The rental application process is a two-way relationship built on mutual respect. While landlords have the right to be selective, they also have a responsibility to treat applicants fairly and transparently. Holding onto an application indefinitely, just to see if something “better” comes along, may not be illegal—but it is certainly questionable from an ethical standpoint. A respectful approach benefits everyone—and helps build a housing market based on integrity and fairness.
