How to write a rental application letter (with templates)
Introduce your household, explain the practical fit and ask for the next step. Start with one of these four editable application letters for rentals in the Netherlands.
A useful first message names the property, introduces the people who would live there, gives your intended move-in date and asks for a viewing. Add a brief, truthful work or study introduction and any information the listing specifically requests.
Agents and listing sites may call this a rental application letter, cover letter or motivation letter. In most cases it is a short message sent through the listing's form or by email, not a formal letter.
Choose the template that fits your situation below. Replace every bracketed detail and delete sentences that do not apply. The subject line is useful for email; leave it out when replying inside a listing portal.
What to write in a rental application letter
Make these details easy for the agent to find:
- The property: its address or listing reference, especially when contacting a general agency inbox.
- Your household: how many people would live there and whether you are applying together.
- Your situation: one relevant sentence about your work or study, with requested income information if applicable.
- Your timing: the intended move-in date and a couple of realistic viewing slots.
- The next step: a direct question about arranging a viewing or completing the required registration.
Keep the introduction to a few short paragraphs. One specific reason the home fits, such as the commute or layout, is more useful than a long personal history. You do not need to invent hobbies, praise the landlord or describe yourself as the “perfect tenant”.
A viewing request and a full application are separate steps
Read the listing before choosing how to respond. An email does not replace a required registration form. Vesteda's home-seeker instructions, for example, direct applicants through online registration and the property's criteria. AmsterdamWonen's FAQ describes requesting a viewing first, then sending an introduction and requested documents after viewing if you want to proceed.
Follow the process for the actual property. If the listing asks for a motivation letter now, include the relevant introduction at that stage. If it only offers a viewing-request form, start there.
Template: first message to a landlord
Use this when you have found a property and want to request a viewing. If the listing already answers a question, remove it from the message. Add any required details in the form's dedicated fields rather than repeating everything in the free-text box.
Subject: Viewing request — [property address or reference]
Hello [agent's name],
I am interested in [property address]. I would be moving with [number of other residents, or “no other residents”], ideally from [move-in date].
I [work as / study] [role or course] at [employer or institution]. The home appeals to me because [one practical reason specific to this property].
I am available for a viewing on [day and time] or [alternative]. Could you let me know whether a viewing is possible and what information you need at this stage?
Kind regards, [name]
A useful property-specific sentence might be “The location would give me a direct commute to my office in Zuid.” Only include it if it is true. Avoid implying you meet an income or household requirement you have not checked.
Template: applying as a couple
Introduce both applicants and make the intended household clear. Describe each person's situation accurately; do not present a combined income as automatically eligible. If the listing already explains how it counts two incomes or requires separate profiles, follow those instructions and delete the question below.
Subject: Viewing request — [property address or reference]
Hello [agent's name],
My partner [name] and I are interested in [property address] as a home for the two of us. Our preferred move-in date is [date].
I [work as / study] [role or course] at [organisation], and [partner's name] [brief description of their work or study situation]. [One sentence about why the property suits your household.]
Could you confirm how you assess two applicants and whether we should each register separately?
We are available for a viewing [two possible times]. Please let us know the next step.
Kind regards, [both names]
For friends or other co-applicants, replace “my partner” with the correct relationship. Check whether the listing accepts your intended household before preparing a joint application. Get the other applicant's agreement before including their personal details.
Template: moving to the Netherlands before your first payslip
Be clear about when you will arrive, when your job starts and the evidence you actually have. The example below is for someone starting a job; rewrite that paragraph if you are studying, self-employed or moving for another reason. A job offer is not the same as a signed employment contract.
Subject: Viewing request — [property address or reference]
Hello [agent's name],
I am relocating to [city] on [date] and am interested in [property address] for [number] resident(s). My preferred tenancy start date is [date].
I will start work as [role] at [employer] on [start date]. I have [the employment evidence you actually have], but do not yet have payslips from this role. Could you confirm what evidence you accept in this situation?
I can attend a viewing [dates you will be available locally]. [If relevant: Would a live video viewing be possible while I am abroad?]
Thank you for letting me know the application process.
Kind regards, [name]
If you will not be in the country, replace the local-viewing sentence with your actual availability for a video call, including the time zone. Ask about the agency's viewing arrangements rather than claiming someone can attend for you without checking with them first.
A signed contract or employer's letter may be useful evidence to offer, but the agent needs to confirm whether it meets the property's assessment. Our rental document guide covers questions to ask when starting a job or earning a variable income.
Template: following up after a viewing
Use this to express interest and ask how to apply. If the agent has already sent a document list, upload link or deadline, act on those instructions and replace the final question with the specific point you still need answered.
Subject: Interest after viewing — [property address or reference]
Hello [agent's name],
Thank you for showing me [property address] on [date]. I would like to proceed with an application for [number] resident(s), with a preferred move-in date of [date].
[One useful update or outstanding question about the property or tenancy. Delete this sentence if there is none.]
Could you confirm the next step, the application deadline and where to submit the requested documents?
Kind regards, [name]
Keep unresolved questions visible. For example, ask whether the advertised amount includes service costs or whether the proposed start date is possible. Read any offer or agreement carefully before accepting it; this template is an enquiry about the application process.
What if nobody replies to the first message?
Check your portal account, spam folder and any stated response window first. If the listing remains open and the agency permits follow-ups, keep yours short: “I sent a viewing request for [address] on [date]. Is the property still available, and is there anything else you need from me?”
Use the agency's stated contact channel. Repeated copies of the same introduction across several inboxes add little useful information. Keep a simple record of the property, date contacted and next action so you can continue your search without losing track.
How much income information should you include?
Use the measure the listing asks for. Label the amount as gross or net, monthly or annual, and individual or combined. If income is requested but the measure is unclear, ask before presenting yourself as meeting a threshold. Vesteda's FAQ uses gross monthly income and distinguishes between one and two applicants; that is a specific landlord's process, not a universal formula. Our income requirements guide compares published rules and explains gross vs net.
An optional sentence is: “My [gross/net] [monthly/annual] income is [amount and currency], from [salary or other accurate source].” For two people, label each income or explicitly identify a combined total, following the requested format. Do not describe business turnover as your personal salary.
Keep the introduction relevant and the documents separate
The Dutch government's guidance on rental selection identifies household composition and income information as relevant, and says landlords must not ask about matters such as ethnicity, religion, sexual orientation or physical and mental health. Those details do not belong in your motivation letter.
Do not attach a full ID copy, bank statements or a complete application folder just to introduce yourself. Confirm what is needed at this stage and the submission method. Use the document checklist and ID-sharing guidance when the agent requests evidence.
Your final check before sending
- The address and agent's name match this listing.
- Every bracketed placeholder is replaced or removed.
- The household, employment and income details are accurate.
- The move-in date and viewing times work for you.
- You have followed the property's form, channel and information requirements.
- The message asks one clear next-step question and leaves out unnecessary personal information.
Save a base version, then adapt it for each home. If you use Hesra's optional automatic applications, keep your application profile and documents current too.
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