Pet Refusal Letter Template NZ: How to Write a Lawful Refusal

Why the Letter Matters

Under Section 42E of the Residential Tenancies Act 1986, your response to a pet request must be in writing, delivered within 21 calendar days. If you are refusing, the letter must state specific reasonable grounds under Section 42F. A refusal that lacks those grounds is an unlawful act — exemplary damages of up to $1,500.

The letter is not a formality. It is the evidence that protects you if the tenant disputes the decision at the Tenancy Tribunal.

What Your Refusal Letter Must Include

1. The tenant's name and property address. Match the names on the tenancy agreement — if it is a joint tenancy, address all named tenants.

2. Reference to the pet request. State the date you received the request and the specific animal: species, breed, and number. This confirms you assessed the right animal and locks in the timeline.

3. Your decision. State clearly that you are declining the request.

4. The specific statutory ground. This is the part most landlords get wrong. Do not write "request declined due to property concerns." Cite the actual ground — Section 42F(a) for property unsuitability, 42F(b) for legal restrictions, and so on — and provide the evidence behind it.

For example: "The property at [address] has no secure boundary fencing on the northern and eastern perimeters. A medium-sized dog requires secure containment, and the unfenced sections make the property unsuitable for the requested animal under Section 42F(a)."

5. Date and delivery method. Date the letter and note how you are delivering it (email to the tenant's address for service, letterbox, post). This establishes deemed service for the 21-day clock.

Common Mistakes

Too vague. "We have concerns about the animal" does not cite a statutory ground. The Tribunal will treat it as a refusal without grounds.

Too broad. "Our policy is no pets" is not a reasonable ground for refusing a request. A blanket ban clause in an agreement made on or after 1 December 2025 is a separate unlawful act under Section 42D(3), carrying up to $1,500 in exemplary damages.

Late delivery. A perfectly worded refusal that arrives on day 22 still triggers the missed-deadline penalty. Calculate service buffers carefully (2 working days for letterbox, 4 for post) and send early.

No evidence. Stating "the property is unsuitable" without explaining why leaves you exposed. Attach supporting material: photos of the unfenced boundary, a copy of the body corporate rule, the council bylaw reference.

Consent Letters Work the Same Way

If you are granting consent, the letter should confirm the approved animal, list any conditions under Section 42G (pet bond amount, professional cleaning on exit, containment requirements), and specify that a new pet not covered by the consent requires a fresh application.

Keep Everything

Retain the original pet request, your written response, proof of delivery, and any supporting documents for the duration of the tenancy plus at least 12 months after it ends. That archive is your defence against both unlawful-act claims and damage disputes.

Our Pets in Rentals NZ guide includes ready-to-use consent and refusal letter templates with the statutory references pre-filled, plus a response tracker to manage the 21-day deadline.

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