CANCELED AND DENIED APPLICATIONS

Purpose

It’s important that Bellaire Multifamily processes canceled and denied applications professionally and consistently to ensure fairness and maintain operational integrity.

Standard

Canceled Applicants

• If the guest cancels before 48 hours (after submitting an application), return the administrative or move-in fee and deposit.

• If the guest cancels more than 48 hours after submitting the application, the property may retain either the deposit or administrative fee (depending on region) to cover processing costs.

Denied Applicants

• If the guest is denied, the deposit and any administrative or move-in fees will be refunded, provided no false information was submitted during the application process. If false information was provided, the move-in fee is non-refundable. Application fees are non-refundable.

Task Breakdown

1. Keep all canceled and denied paperwork in a file on-site.

2. If the guest cancels before the application is submitted to screening, refund the full application fee.

3. Write off uncollected application fees only when they are truly owed.

• Example: If the application is processed but canceled with a stop payment or refund, use the correct RealPage write-off codes.

• If the application was never processed, reverse the fees to the original application fee code.

Bellaire Multifamily Management LLC - For Internal Use Only

Last Updated: January 2, 2026