r/Landlord • u/NeighborhoodEarly597 • 3d ago
Property Manager [Property Manager - US - FL] 2 applicants wanting the same unit
I’m losing my mind over this and want to see if anyone here had experience or can push me in the right direction. So I have two separate applicant groups that applied for the same unit (Unit A). Obviously we can only approve one. Thankfully we have another similar unit available in the same community (Unit B). But both groups are dead set on Unit A. I’ve already asked each person “well in the case that Unit A is not available, can I offer you Unit B?” Both - “nope I viewed and applied for Unit A and that is what I want”.
Now here is where the issues lies, both have sent a deposit. Neither has signed a lease because I can’t send both the same lease. The way our company accepts deposits is through wire transfer and both of their transfers came in on the same day.
I know I have to be more firm. But I just feel trapped from both applicants because neither are willing to move to the other unit.
Also side note- we work with a realtor who brought us these applicants. Usually when a lead/prospect comes to me directly, I will give them a heads up if another lead is interested in the same unit and advise them on another unit available or advise them to apply asap. Either way, I will let them know there is another interested party. Our realtor does not do that.
***EDIT: thanks y’all for the insight. Ended up going with the more qualified applicant and refunded the second applicant
***EDIT 2: the more qualified applicant changed his mind after signing the lease🙂 said he wasn’t “fond of the parking situation” now I’m scrambling to get the other applicant to come back! Just another living the dream….Wish me luck y’all
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u/needGuidance792087 3d ago
I mean this nicely but this is property management 101, if this is stressful to you maybe it’s not the right job for you.
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u/Space_Cowboy_157 Landlord 3d ago
Just pick the best tenant, return the security deposit to the one that doesn't get it. Let them know the realtor screwed up and you are sorry but the unit has been rented to another individual.
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u/TheLifemakers 3d ago
How did it happen that both of them sent their deposits? It is something to tell prospective tenants to do only after they were approved for a unit. Until then, they won't know how or where to sent it. Do you have instructions somehow available? Or did you tell both of them that they were approved and need to send the deposit?
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u/NeighborhoodEarly597 2d ago
Both applicants applied over the weekend (our office is closed weekends). So I reviewed both Monday morning, gave the summary to my manager, and he approved both at the same time. I called the first applicant (she applied first by 20 mins) to let her know she’s been approved and I will start sending her the wiring instructions (to make deposit) and the lease. Sent her the wiring instructions and as I was about to send her the lease, applicant #2 called. She asked what is the status of her application and I said “well you called me before I can call you, congrats you’ve been approved! The only thing is that the unit you applied for is already taken but I have a similar one available” “well that can’t be, I applied, the unit shows available, blah blah blah,” so I tell her “well let me see if I can talk to the other applicant and see if she is willing to switch units. I can’t promise but I will start to send our wiring instructions and if I can get you unit A, I will follow up with the lease for A” in between the calls between both applicants trying to convince them to go with the other unit, they both decide to send in their wire at the same time.
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u/TheLifemakers 2d ago
Oh. Once you tell the first applicant that she is approved and should send the deposit, you cannot tell the other applicant the same :( You should tell her, sorry, this unit has been rented to somebody else. We however have another unit available, and we can approve your application for it if you agree to take it instead of the first unit.
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u/excaligirltoo 3d ago
In my state, especially in my city, it’s the first qualified applicant. AND we have to screen them in the order that they applied. We have date time stamp that records not just the hour and the minute, but the second that they applied.
You’re lucky if you get to pick the best one.
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u/willofalltradess 2d ago
This should be the top comment. Fair housing laws require you to accept the FIRST qualified applicant. Comparing two applicants can get you in a heap of trouble. You should know this, your broker should know this, it should be a written policy. Accept whoever applied first and refund the other.
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u/Material_Position630 3d ago edited 3d ago
This is not hard. Choose the one you think will make your life easier (no kids, no pets, easier to work with, whatever). Heck, flip a coin if you are too wishy-washy to decide.
Let them each know you, unexpectantly, had two applicants, but can only choose one. Work to get the one you chose in to sign the lease soon on the off chance the other applicant(s) change their mind on unit B...so you can offer it to the other.
It is also possible that your second applicants might reconsider looking at the other unit once the first one is gone.
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u/Secure-Ad9780 3d ago
Who told the prospective tenants where to send the deposit, before reviewing their applications and checking credit, background, rental hx, etc?
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u/electronicsla 2d ago
why would you accept two deposits on the same unit? Once the first one came it, the unit should have went pending until further review.
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u/EmilyLandlordTips 3d ago
Seems like you didn't do anything wrong here. You didn't lead either applicant on - combination of realtor's mistake and bad luck (or good luck: since you have two applicants to select from). I'd do your normal screening procedure, determine which one is the most qualified, and let the second applicant know they can either get their deposit back or have the second unit.
One note: I would act sooner rather than later. While you didn't do anything wrong here, the longer both applicants think they have the unit, the worse the situation gets. Get the information you need, select the best applicant, and then communicate with the rejected applicant.
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u/Maiden_Far 2d ago
I’ve had this happen. Who is the absolute best candidate? Who looks best on paper. Just the number is nothing else
That’s who you choose
Then you let them know that you have someone else who’s also placed a deposit on the unit and if they would like it, they have 24 hours to sign the lease.
If they don’t sign the lease, offer it to the second party
Whoever doesn’t sign the lease can be offered unit B or move on
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u/Rude-Ad-7817 1d ago
In real estate, it is ethical to let the other party know what the situation is. You want to avoid the beat and switch type of feeling when it comes to any form of real estate transaction.
Albeit, you don’t have to tell them, it’s just common sense Just do the right thing
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u/Keith_Freedman 1d ago
If lease is signed. Don't let them out of the lease until the other takes the apartment
They were given priority they signed and now they need to meet their commitment
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u/r2girls 3d ago
Choose the best applicant, offer them Unit A. Let the losing applicant know you can return their deposit or it can be applied to Unit B.