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Rental Application Guide 2025

25 October 2024

Crafting the perfect rental application introduction letter is the bare minimum requirement to stand a chance in finding an apartment. It's a straightforward step that shouldn’t take more than an hour, but it’s crucial to get it right. Don’t rush or cut corners!

The Goal of a Rental Application Introduction Letter

Your letter should accomplish three main goals. To convince a landlord or housing agent that:

  • You can pay the rent (most important) 
    Convince the housing agent or landlord that you can pay the rent throughout the leasing period without issue.

  • You’re a Low-Maintenance Tenant
    Demonstrate that you’ll be a reliable, responsible, and low-effort tenant who won’t cause problems, damage the property, or demand excessive attention.

  • Present No Red Flags
    Highlight that you don’t have habits or characteristics that could negatively impact the property (e.g., smoking, pets, or noisy behavior).

Documents to Attach Next to the Letter

The best way to convince someone is to show them proof. In this context, these are documents that back up your claims and prove the solid proof about your claims about yourself. Include any evidence that validates the three main points outlined earlier. Organizing the information in a straightforward manner to help the reader.

Step-by-step Application Writing Guide

  1. Introduction
    What to Include:     Your name, reason for contacting (interest in property).
    Tips: Keep it short and professional.
    Example: "Dear [Landlord's Name], my name is [Your Name], and I’m very interested in renting the apartment at [Address]."

  2. About Yourself

    What to Include: Brief details about you (job, age, status, reason for renting).
    Tips: Focus on stability.
    Example: "I am a [software developer/student/etc.], and I’m relocating to [city] for [reason]."

  3. Financial Stability
    What to Include:     Provide basic information about your income, savings, or guarantor.
    Tips: Go into too much detail, especially if you don’t have a stable income. Mention that documents can be provided on request. I suggest making a list.
    Example: "Here is the list of documents I attached that back up our claims:

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  • My bank account statement with XY EUR

  • My family’s business proof of gross income with an annual gross income of YZ EUR.

​4. Why You’d Be a Good Tenant
     What to Include: Mention your responsible behavior and respect for property.
      Tips: Be specific but concise.
      Example: "I’m a non-smoker, don’t have pets, and I take great pride in keeping my living space clean and        orderly."

5. Flexibility and Willingness 
     What to Include: Offer flexibility on move-in dates and willingness to cooperate. Tips: Landlords                          appreciate flexibility.

     Example: "I am ready to move in on [date] and can adjust to your preferences."

6. Conclusion and Contact 

     What to Include: Thank them for considering your application and invite further questions.

     Tips: Keep it polite and open. 

      Example: "Thank you for considering my application. I would be happy to provide further                                       documentation or answer any questions."

7. Closing​

     What to Include: Sign off with your name and contact information.

     Tips: Keep it professional.

     Example: "Best regards, [Your Name]. Email: [Your Email], Phone: [Your Phone Number]."

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