how to write a rental application letter

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How to write a cover letter for a rental application

Erin Delahunty, Property Journalist

13 Feb 2023, 5:21pm

In many of parts of Australia, there’s stiff competition for great rental properties. The cover letter that goes with the application is a way for prospective tenants to explain why they should get the rental above other applicants.

Essentially, a cover letter is a summary of all the key information and data provided in the application, showing why someone would be a good tenant – similar to the cover letter that accompanies an application for a job.

If an online portal like Ignite is used, there may not be a specific spot for a cover letter, but the advice for writing a good one applies equally to how tenants answer the all-important question: “Why is this property right for you?”.

What should a cover letter include?

Sofia Ligeros , leasing consultant with ACT-based Independent Property Group, said a cover letter should be addressed to the person who is handling the tenancy and include:

• Information about the applicant
• A bit about their hobbies
• Working background and other personal information
• Tenants should also explain why they’re moving and why they like the property, making sure to include the actual address of the property.

A cover letter for a home is similar to a cover letter for a job. Picture: realestate.com.au/rent

“You also need to show you have an understanding of your obligations as a tenant and why you believe you would make a great fit for their home,’ she said.

Ms Ligeros said photographs can be a great personal touch, too, helping the property manager put a face to a name.

Michelle Wilde , the principal of Queensland-based Stella Property, uses Ignite to handle applications, so doesn’t require cover letters. However, she said applications need to make it clear the would-be tenant can pay on time, are responsible and will look after the property. The biggest red flag for Ms Wilde is if a tenant has had an issue or dispute with a previous property manager.

Why is this property right for you?

Many application forms ask tenants to answer a simple question: Why is this property right for you? Whether it’s answered directly in a field online, as it is with Ignite , or through a cover letter, the vital response is vital.

Trish Mewett , a Jim’s Real Estate franchisor, said it’s a way for applicants to speak openly and honestly about why they want the property.

A photo of the applicant can be a great personal touch. Picture: realestate.com.au/rent

She said prospective tenants should explain how the property suits their life and speak with passion. “Home is where the heart is, so speak from the heart, but don’t overdo it so that it sounds unbelievable, as this may put managing agents off your application.”

It’s also smart to add some additional background details, such as your work, education and hobbies, to help flesh out the full picture of who an applicant is.

Example of a cover letter for a rental

Here’s an example of a good cover letter.

(Applicant current address)

(City, postcode)

(Phone number)

  (Agent name)

(Agent address)

Subject; Application cover letter for (address of property)  

Dear (name of property manager or landlord)

My name is (applicant name) and along with (applicant name), we would like to formally apply for the rental property at (address) as advertised at (URL).

We previously lived at (address) for (amount of time) and paid (amount of weekly) rent. Prior to that, from (start date) to (end date), we lived at (address). Both were rental properties and we have included our previous property managers (or landlords) as references in our attached application.

We both work (full-time/part-time) and earn a combined (amount) weekly, so we feel we are more than able to cover the (amount) weekly rent and bond. We have both been employed for (time period) and consider our employment status as secure.

We are particularly interested in this property because of the nearby amenities, proximity to public transport and easy commute to both of our workplaces.

We are quiet and respectful of others’ privacy and have always had good relationships with our previous landlords and they’re happy to speak to that.

Although we enjoy socialising, we like our home to be a peaceful place.

Along with my cover letter, we have included the rental application and all relevant identification documents.

We’re looking for a stable tenancy and hope you will consider our application favourably. If you have any questions or concerns, please do not hesitate to contact us.

(Applicant signature)

(Applicant name, typed)

(Applicant phone number)

(Applicant email address)

This article was originally published on 15 Jul 2021 at 11:48am but has been regularly updated to keep the information current.

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Letter Draft

Rental Application Letter to Landlord

In the competitive world of rental applications, crafting an impressive letter to the landlord can make all the difference. This crucial document serves as your introduction and sets the tone for your application. A well-written rental application letter can showcase your professionalism, reliability, and enthusiasm for the property.

To help you navigate this process successfully, I will share some effective strategies for writing a compelling rental application letter to a landlord. I will guide you through the essential elements, including how to highlight your strengths, address any potential concerns, and make a positive impression.

With over a decade of experience as a writer, I have witnessed firsthand the power of a well-crafted rental application letter. I have seen how it can transform an ordinary application into an exceptional one, increasing your chances of securing the desired rental property. Join me as we delve into the art of writing a rental application letter that will leave a lasting impact on landlords.

Sample of a Rental Application Letter to Landlord

Dear [Landlord’s Name],

I am writing to express my interest in renting the property located at [Address]. I have been searching for a new rental for some time and believe that this property would be a perfect fit for my needs.

I am a responsible and reliable tenant with a strong rental history. I have never been late on rent and have always maintained my previous rentals in good condition. I am also respectful of my neighbors and am not a smoker.

I am employed full-time as a [Your Occupation] and earn a monthly income of [Your Income]. I have been with my current employer for [Number] years and have a stable job history. I am also financially responsible and have a good credit score.

I am a clean and organized person and am looking for a rental that is well-maintained and in good condition. I am also willing to pay a security deposit and first month’s rent upfront.

I am available to move in on [Move-In Date]. I would be happy to provide you with any additional information that you may need.

Thank you for your time and consideration.

[Your Name]

How to Write a Rental Application Letter to Landlord

Writing a rental application letter to a landlord is an important step in securing your dream home. Here’s a comprehensive guide to help you craft a compelling letter that will make a positive impression:

1. Start with a Formal Introduction

Begin your letter with a formal salutation, addressing the landlord by their full name or title. Clearly state your intention to apply for the rental property and provide the address of the property you’re interested in.

2. Highlight Your Qualifications

Provide a concise summary of your qualifications that demonstrate your suitability as a tenant. Mention your employment status, income, credit history, and any previous rental experience that showcases your responsible behavior.

3. Express Your Interest and Motivation

Explain why you’re interested in renting the property and what drew you to it. Express your enthusiasm and highlight any unique qualities or amenities that particularly appeal to you.

4. Provide Personal and Professional References

Include a list of personal and professional references who can attest to your character, reliability, and financial stability. These references should be individuals who have known you for an extended period and can provide a positive assessment of your conduct.

5. End with a Call to Action

Conclude your letter by reiterating your interest in the property and expressing your eagerness to schedule a viewing or provide additional information. Thank the landlord for their time and consideration, and sign the letter with your full name.

Tips and tricks about Rental Application Letter to Landlord

When you’re looking for a new place to live, one of the most important steps is writing a rental application letter to the landlord. This letter is your chance to introduce yourself, explain why you’re interested in the property, and convince the landlord that you’re a responsible tenant.

Here are seven tips for writing a rental application letter that will get you noticed:

• Start with a strong opening paragraph. Your opening paragraph should grab the landlord’s attention and make them want to read more. Introduce yourself, state your interest in the property, and briefly explain why you’re a good fit for the rental.
• Be specific about your qualifications. In the body of your letter, be sure to highlight your qualifications as a tenant. This includes your rental history, income, and employment status. You should also mention any other relevant information, such as your pet ownership or smoking habits.
• Be professional and courteous. Your rental application letter should be written in a professional and courteous tone. Avoid using slang or informal language, and be sure to proofread your letter carefully before submitting it.
• Keep it concise. Landlords are busy people, so they don’t have time to read long, rambling letters. Keep your letter to one page, and make sure it’s easy to read and understand.
• Include a cover letter. In addition to your rental application letter, you should also include a cover letter. Your cover letter should be a brief overview of your qualifications and why you’re interested in the property. It’s also a good place to include any additional information that you didn’t have room for in your letter, such as your references.
• Follow up. After you’ve submitted your rental application letter, be sure to follow up with the landlord. This shows that you’re interested in the property and that you’re serious about renting it.
• Be patient. It may take some time for the landlord to process your application and make a decision. Be patient and don’t give up if you don’t hear back right away.

By following these tips, you can write a rental application letter that will help you get noticed and land the property you want.

FAQs about Rental Application Letter to Landlord

What should i include in a rental application letter to a landlord.

A rental application letter to a landlord should include your personal information, such as your name, contact information, and employment history. It should also include information about your rental history, such as your previous addresses and the names and contact information of your previous landlords. Additionally, you may want to include a personal statement explaining why you are interested in renting the property and why you would be a good tenant.

How can I make my rental application letter stand out?

There are a few things you can do to make your rental application letter stand out from the crowd. First, take the time to write a well-written and error-free letter. Second, be sure to tailor your letter to the specific property you are applying for. Third, include a strong personal statement that explains why you are interested in the property and why you would be a good tenant.

What are some common mistakes to avoid in a rental application letter?

There are a few common mistakes to avoid in a rental application letter. First, avoid making any false or misleading statements. Second, avoid being negative or complaining about your previous landlords. Third, avoid including irrelevant information. Finally, be sure to proofread your letter carefully before submitting it.

What is the best way to follow up on a rental application letter?

The best way to follow up on a rental application letter is to call the landlord a few days after you submit it. This will show the landlord that you are interested in the property and that you are serious about renting it. If you do not hear back from the landlord after a few days, you can try sending a follow-up email.

What should I do if my rental application is denied?

If your rental application is denied, there are a few things you can do. First, try to find out why your application was denied. Once you know the reason, you can take steps to address it. For example, if your application was denied because of your credit score, you can work on improving your credit score. You can also try contacting the landlord and explaining your situation. In some cases, the landlord may be willing to reconsider your application.

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Rental Cover Letter: Sample Letter to Rent a House

Do you really need a cover letter to rent a house? It might not be technically required, but writing a rental cover letter can be an excellent way to set yourself apart in a highly competitive market.

Consider this: they likely receive many applications when a landlord or property management team accepts new tenants. Millions of people apply to rent a house every year, which means that you could be up against dozens (if not more) of other applicants. But with a rental cover letter, you can make a positive first impression and potentially get a step ahead of other renters.

This guide will cover how to write a cover letter for a rental application and even provide you with a rent letter example to help you get started.

Why Write a Rental Cover Letter

Usually, cover letters are reserved for job applications. You might include a cover letter with your resume to summarize your strengths, past professional experiences, and your best qualities. A cover letter aims to show why you deserve the job and what makes you unique in a pool of applicants.

Essentially, cover letters for rental applications serve the same purpose. However, instead of applying for a job, you’re applying for your future dream home.

Rental application cover letters are not required, but they can be an effective “extra step” that demonstrates that you’re serious about renting the property in question. Also, writing a letter to a landlord to rent the property can highlight exactly why you would be an ideal tenant.

Criteria Landlords Look For

When landlords and property management teams review home rental applications , they are looking for a few key criteria:

• Credit history
• Employment/employment history
• Rental history
• Background check

These criteria help landlords decide whom to pick to rent the property because they paint a picture of who a tenant is, whether they’re likely to pay rent on time and if they’ll be a considerate tenant and neighbor. With a rental cover letter, you can go one step further and share this information in your own words.

What to Include in a Rental Cover Letter

So, what goes in a rental application cover letter? There are no hard and fast rules, but here are some good guidelines.

Summarize Your Employment History

A landlord is far more likely to rent to someone with steady employment – they need the tenant to be able to pay rent every month.

So, sharing more information about your current employment and past positions can give you a boost. For example, highlighting that you’ve been in your current position for many years shows that you tend to be reliable and responsible.

Share Your Hobbies

It might be surprising to see this one on our list, but your hobbies can turn your application from a piece of paper into a story about an actual person – which is a big plus. It’s always a good thing when the landlord can feel like they’re getting to know you.

Talk about how you’ll plan to spend your off time in the community; for example, maybe you’ll be taking your family to swim at the private neighborhood pool.

Discuss Your Thoughts on What Makes a Good Neighbor

Your potential new neighbors are hoping you’ll be a friendly, conscientious neighbor, but so is your landlord. Landlords don’t want to deal with conflict caused by a troublesome tenant. Instead, they’re aiming for a smooth, drama-free situation.

You can briefly cover what you think it means to be a good neighbor and how you’ll bring those qualities to your new home.

Explain Why You Want To Live in This House

A tenant who truly cares about the property and community is bound to be a good tenant, especially compared to one who may be indifferent about the home.

Try to share specific examples of why this house and neighborhood is your ideal home. For example, you might discuss the local preschool where your child will be enrolled, a nearby park you envision spending time at, or any personal reasons.

Sample Letter to Rent a House

Here’s a handy cover letter template for a rental application to make the writing process as easy as possible.

(Your name) (Address) (City, State ZIP Code)

(Landlord or property manager name) (Address) (City, State ZIP Code)

Re: (Your name) Rental Application Cover Letter for (Address or property name)

Dear (Landlord name),

My name is (Your name), and I’m writing to you to express my interest in the home at (address or property name). I would love to live in this place because (reasons you want to rent the property).

I currently am a tenant at (current address) but am ready to move because (reason for moving).

My hope in writing this letter was that it would help you get to know me a little better and show you why I’m an ideal tenant for this rental home.

• (Highlight of employment history)
• (Highlight of rental history)
• (Something about your hobbies or interests)
• (Note about how you’ll be a good neighbor/tenant)
• (Quote from a reference)

I’m committed to being a respectful, reliable tenant and a good neighbor, who will pay my rent on time, care for the property and communicate with you whenever needed.

Please feel free to contact my references or me personally with any questions or concerns.

Thank you for your time and consideration,

(Signature) (Printed name) (Email address) (Phone number)

Look into Build-to-Rent Homes by Wan Bridge

Before you write a letter to rent a house, you need to find your dream property first. With build-to-rent communities designed to fit the tenant’s needs, Wan Bridge has created new homes for rent in Dallas , Austin , and Houston .

Contact our team today for more information about our communities and how to apply to become a resident.

Image Credit: sommart sombutwanitkul / Shutterstock

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How to write a rental application cover letter – sample template included, why a cover letter.

Whether you’re eyeing a cozy apartment in a bustling city or a charming house in a quiet suburb, your rental application cover letter could be the golden ticket to securing your dream place.

Let’s dive into how you can craft a cover letter that not only showcases your best self but also puts you at the top of the landlord’s list.

Think of your rental application cover letter as your personal pitch. In markets where the demand for homes far outstrips supply, this letter is your chance to show why you’re not just another applicant, but the perfect tenant. It’s all about making a memorable first impression that convinces the landlord you’re the right fit for their property.

What to Include in Your Cover Letter

Your cover letter should be a blend of personal insights and key information. Here’s what to highlight:

• Personal Introduction : Start with a brief introduction of who you are and why you’re moving. This helps the landlord get to know you right off the bat.
• Employment and Financial Stability : Mention your job and hint at your financial capability to pay rent on time. Landlords love stability!
• Lifestyle and Habits : Share a glimpse of your lifestyle and hobbies. If you’re a quiet bookworm or a weekend gardener, let them know. It paints a picture of you as a tenant.
• Why This Property? : Dive into the reasons you’ve fallen for the property. Is it the leafy neighbourhood, the pet-friendly policy, or proximity to work? This shows you’re genuinely interested.
• Your Qualities as a Tenant : Highlight your qualities, like being clean, quiet, and respectful. If you’ve got a green thumb or are handy around the house, mention that too.

The Power of Personalisation

Don’t just copy and paste a generic template. Tailor your cover letter to each property you apply for. Landlords can spot a generic letter a mile away, and personalisation will show you’ve put thought and effort into your application.

Stand Out with Specifics

• Tell a Story : Share a brief, engaging story about why the property caught your eye or how it fits into your future plans.
• Add a Personal Touch : If allowed, including a photo or a small personal detail can help the landlord remember you among a sea of applicants.
• Be Professional but Friendly : Strike a balance between professionalism and showing your personality. You want to come across as reliable yet relatable.

Rental Application Cover Letter Template

Dear [Landlord/Property Manager’s Name],

I am writing to express my interest in the [Property Address] listed [where you found the listing]. As a [Your Job Title] at [Your Employer] with [Number of Years/Months] years of stable employment, I am excited about the possibility of making this property my new home.

The property stands out to me because of [mention one or two specific features or location attributes]. My lifestyle is [brief description, e.g., “quiet and active, with interests in cooking and outdoor activities”], aligning perfectly with what this home offers.

I have a consistent record of timely rent payments and maintaining properties in excellent condition, as my references will attest. I am looking for a long-term lease and see [Property Address] as the ideal fit.

Thank you for considering my application. I am eager to discuss how I can be a great tenant for your property. Please feel free to contact me at [Your Phone Number] or [Your Email Address].

Best regards,

Final Touches

• Proofread : Double-check for typos or grammatical errors. A well-written letter reflects your attention to detail.
• Follow Up : Don’t be shy to follow up after submitting your application. A polite email or call can reinforce your interest.

Crafting a compelling rental application cover letter is your chance to shine in the competitive rental market. By blending personal insights with key information and adding a dash of charm, you’ll increase your chances of making a lasting impression.

Remember, this is more than just a formality; it’s an opportunity to stand out and secure your future home.

Rod Callaghan

I have 30+ years of industry experience working as a real estate agent, and I’ve been teaching and assessing real estate for 12+ years now. My goal is to find out what I can do to advance the business of all my clients.

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How to write a great cover letter for a rental application

Renting a great apartment in Australia can be challenging. And this makes the competition for available spaces a lot tighter. An essential part of the application process undertaken by prospective tenants is writing a great cover letter.

A cover letter for tenants is just like cover letters for job applications. Yes! That's why it sounds so familiar. The goal of a cover letter is to present the tenant in the best light to the landlord. The cover letter summarises all of the crucial facts and details in the application, demonstrating why someone would be a good tenant.

When writing a cover letter, there are several factors, but the best one might be sufficiently answering the all-important question house owners ask, ""Why is this property right for you?"". Essentially, they want to see good reasons why the tenant thinks the property is a right fit for them. After all, it's a lot more than a casual decision.

What should a cover letter include?

There are a variety of metrics or boxes required to tick when writing a winning cover letter.

A cover letter should be addressed to the person in charge of the tenancy and include the following information:

Data about the applicant

Some information about their hobbies and lifestyle

Working background and other personal information

Tenants should also describe why they're moving and think they'd enjoy the property. Make sure to include the property's exact address.

You also need to show you understand your obligations as a tenant and why you believe you would make an excellent fit for the landlord's home - adding photographs can build a personal connection between the property manager and the intending tenant. Putting a face to the profile helps make the information real.

Michelle Wilde, the principal of Stella Property in Queensland, an experienced professional in the business, states that applicants must demonstrate that the prospective tenant can pay on time, be responsible, and care for the property. ""If a renter has had a problem or disagreement with a former property manager, it is the biggest red flag"".

Why is this property right for you?

On many application forms, tenants are asked to respond to a basic question: ""Why is this property appropriate for you?""

The key is to get personal about your answer. An answer genuinely enveloping how you feel about the property would resonate better with the property manager than an answer that sounds robotic and cliche. Also, remember not to get carried away; the letter should remain as formal as possible.

Furthermore, this question is a method for candidates to talk frankly and honestly about why they desire the property. It is a one-shot chance to pitch to the property manager, so it's important to convey your feelings as accurately and convincingly as possible.

Trish Mewett, a Jim's Real Estate franchisee, advised potential renters to talk passionately about how the home fits into their lives. ""Speak from the heart, but don't go overboard to the point where it seems implausible, since this may put managing agents off your application.""

Example of a cover letter for a rental

Here's an example of a good cover letter.

—------------------------------------------------------------------------------------------------------

(Applicant current address)

(City, postcode)

(Phone number)

(Agent name)

(Agent address)

Subject; Application cover letter for (address of property)

Dear (name of property manager or landlord)

My name is (applicant name), and I would like to formally apply for the rental property at (address) as advertised at (URL).

I previously lived at (address) for (amount of time) and paid (amount of weekly) rent. Before that, from (start date) to (end date), I lived at (address). Both properties were rented, and I have included my previous landlords as references in my attached application.

I work (full-time/part-time) and earn (amount) weekly, so I am more than able to cover the (amount) weekly rent. I have been employed for (time period) and consider my employment status as secure, and myself to be financially buoyant.

I crave the opportunity to bring more ease into my life, so I'm particularly interested in this property because of the nearby amenities, proximity to public transport and easy commute to my workplace.

I am quiet, reserved and respectful of others' privacy and have always had good relationships with my previous landlords, who are very happy and readily available to speak to that.

My reserved demeanour doesn't stand in my way of being a great neighbour, and although I enjoy socialising every now and then, I like my home to be a peaceful place.

I have included the rental application and all relevant identification documents along with my cover letter.

I'm looking for a stable tenancy and hope you will consider my application favourably. If you have any concerns or questions, please do not hesitate to contact me.

(Applicant signature)

(Applicant name, typed)

(Applicant phone number)

(Applicant email address)

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Tips for a successful rental application

Learn what to write on a rental application and how to present yourself so you can stand apart from the crowd..

In this guide

7 tips to improve your rental application chances

1. be on time, 2. make a good first impression, 3. have rental references, 4. write a great cover letter for rental applications, 5. complete the rental application, 6. be honest, 7. follow up.

Applying for a rental property in a competitive market can be tough. Landlords and property managers will take a close look at prospective tenants and ask for a lot of personal information. You can boost your chances of success by making a strong rental application and making a good impression.

If you’re looking for a rental property in a popular suburb, odds are there will be a queue before the real estate agent even arrives. It can’t hurt to be near the front of that queue.

Most importantly, though, don’t arrive late. The real estate agent conducting the inspection is likely to have back-to-back inspections booked throughout the day. Don't be the latecomer that throws off their entire day’s schedule.

The real estate agent or landlord wants to find a tenant they can trust. And first impressions matter.

Introduce yourself to the real estate agent. Dozens of people will likely be filing through the property through the course of the inspection, and you don’t want to melt into the crowd.

Dressing the part can also help. You don't need to wear a suit and tie but dressing respectably can't hurt.

Finally, ask a question about the property. Be courteous and polite, of course, but engage the real estate agent with a question or two to stand apart from the masses and to show your interest in the property. This signals you're a serious applicant.

The importance of good references from prior landlords can’t be overstated. Real estate agents, property managers and landlords want to know you’ll be a reliable tenant, that you’ll pay your rent on time and that you’ll treat the property as if it were your own. Potential tenants who can’t prove this with a strong track record of rental history are at a significant disadvantage.

It should be noted that references from real estate agents or property managers carry far more weight than references from landlords. A landlord is not seen as a qualified professional, and could be a friend or family member.

Though not essential, it also can’t hurt to have references from co-workers, employers or former neighbours. Some agents will ask for this, especially if it's your first rental property.

What should you write on a rental application letter? It's quite simple: Write a few short paragraphs about who you are, what you do for a living and perhaps the reason for your move. If you’re applying as a group for a property you intend to share, briefly introduce each housemate. Be professional, but not so overly formal that your personality doesn’t shine through.

Give a brief rundown of your rental history, and make sure to mention any special circumstances such as pets. Even if you’re applying for a number of properties, it’s a good idea to specifically tailor each cover letter to mention features of the property that appealed to you.

Rental application cover letter samples

Having trouble coming up with a cover letter? Try using this sample letter as a template:

Dear Graeme,

It should go without saying, but filling in all the details on the rental application is essential. The more details you can provide, the better. This includes copies of all your identification documents, proof of income, pay history and proof of employment. Rental reference letters and contact information for your employer are a good idea too.

Most property managers will have standardised application forms on their websites, or they may require you to use 1Form, a free online rental application platform. 1Form is handy if you’re applying for a lot of properties, as it will pre-fill your details on subsequent applications. The 1Form application is very lengthy and detailed, but you only need to complete it once.

Rent.com.au also has a "renter resume" which is similar to 1Form. It allows you to create a personalised profile to use for rental applications.

Another way to make sure you’re prepared is to have money for the bond and a holding fee on-hand on the day of the inspection. A real estate agent is highly unlikely to accept your application on the spot, but knowing that you can pay the bond immediately upon acceptance is a big tick in your favour.

Don’t hide anything on your application or in your discussions with the real estate agent. Start off on the front foot by raising any issues that could be potential stumbling blocks.

Do you have pets? Put it in your cover letter, put it in your application and discuss it with the agent at the inspection (it’s also helpful to get references for your pets from previous property managers). Do you have a rough patch in your credit history? Be upfront about it and explain it to the agent.

If there will be a number of people living in the property, make sure they’re all at the inspection. Any details about your tenancy you try to hide are sure to come out eventually, and can lead to some pretty severe consequences if you’ve signed a lease under false pretences.

After you’ve attended the inspection and submitted your rental application, follow up with the real estate agent with a brief thank you email. Be pleasant and avoid coming across as impatient or pushy, but make it clear that you’re interested in the property. A courteous thank you note along with reiterating your interest in the property can help keep you top of mind as they consider applications.

Richard Whitten

Richard Whitten is a money editor at Finder, and has been covering home loans, property and personal finance for 6+ years. He has written for Yahoo Finance, Money Magazine and Homely; and has appeared on various radio shows nationwide. He holds a Certificate IV in mortgage broking and finance (RG 206), a Tier 1 Generic Knowledge certification and a Tier 2 General Advice Deposit Products (RG 146) certification.

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How to get a rental when coming out of a long term domestic violence situation

You can contact Consumer Affairs Victoria on 1300 55 81 81 (Monday to Friday, 9am to 5pm). They can help and provide information for renters and rental providers. You can also visit this guide about renters’ rights and responsibilities in a family violence situation .

I hope this helps you.

Kind regards, Richard

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How to Write a Cover Letter For a Rental Application

Key takeaways: Highlight the responsibilities you have that show you are a dependable adult. Give specific reasons why you like the apartment eg. workplace accessibility, close to family etc. Attach all the necessary documentation in an orderly format. The less work you give the landlord, the higher your chances.

Securing a rental property is never easy, let alone in a rent crisis like the one we’re experiencing in Australia. With other tenants bidding higher rent, competition can be fierce. So, if you’re on the hunt for a house or an apartment for rent, a winning cover letter for a rental application is a must. 

Merely submitting a rental application form will not be enough. Along with a verified identification (like your passport document number ), bank statements , and your personal references, you have to write a convincing rental application cover letter. 

There are many templates for a rental cover letter that seek to stand out amongst other prospective tenants. But other rental applicants will also be using those templates for sure.

A different mindset in writing your cover letter for a rental application just might give you the edge. At the outset, don’t rely on templates but write your original rental cover letter thinking as if it’s a job application.

Whether it’s the first time you’re applying for a rental property or the 20th, read on for some rent application tips and renter hacks that will help you win over your landlord.

Related articles:

• Rental Prices Are Soaring – Here’s What You Need to Know
• How Much Can a Landlord Increase Rent?
• Renters’ Rights: What You Should Know

What to include in a cover letter

When crafting a cover letter for a rental application, it’s best to direct it to the person in charge the lease. This letter should include:

• A brief introduction of the prospective tenant.
• Insights into their interests and pastimes including hobbies, club affiliations
• An overview of their professional history and additional personal details.
• It’s also beneficial for applicants to shed light on their r easons for relocating and their admiration for the specific property, ensuring the exact property address is mentioned.
• Housemates and their ages, an important input if you have children
• Pets (if any) and their description

Rental cover letter examples

Example #1: budget-conscious apartment in inner-city melbourne:.

Dear [Landlord name],

My name is [Your name] and I am writing to express my strong interest in renting the [Apartment number] apartment at [Building name and address]. I was immediately drawn to its [Mention specific features that appeal to you, e.g., modern kitchen, balcony with city views, etc.].

I am a [Your profession] with [Number] years of experience and currently work for [Your company name]. My annual income is [Your annual income]. I am a responsible and respectful individual with a clean rental history. I have lived in my current apartment for [Number] years and my previous landlord can be reached at [Previous landlord’s contact information] for a reference.

I am looking for a quiet and well-maintained apartment in a vibrant location like [Neighborhood name]. I am a tidy and considerate tenant who maintains a clean and respectful living environment. I am a non-smoker and have no pets.

I am available for a viewing at your earliest convenience and am flexible with the move-in date. Thank you for your time and consideration.

[Your name]

Example #2: Family home in a suburban area:

My name is [Your name] and I am writing on behalf of myself and my family to express our interest in renting the house at [Address]. We are a family of [Number] people, including [Number] adults and [Number] children aged [Ages of children].

We are currently living in [Current address] and have been there for [Number] years. We are seeking a larger home in a safe and family-friendly neighborhood like [Neighborhood name]. We were particularly impressed with the [Mention specific features that appeal to you, e.g., spacious backyard, proximity to schools and parks, etc.] of your property.

I am a [Your profession] and my partner is a [Partner’s profession]. We have a combined annual income of [Combined annual income]. We are responsible tenants with a clean rental history and excellent references. Our previous landlord can be reached at [Previous landlord’s contact information].

We are quiet and respectful neighbors who will take good care of the property. We are also mindful of noise levels and would adhere to any community regulations.

We are available for a viewing at your earliest convenience and are flexible with the move-in date. Thank you for your time and consideration.

Remember to personalize these examples further by:

• Adding specific details about your lifestyle and interests.
• Highlighting your strengths as a tenant, such as reliability, cleanliness, and respectfulness.
• Proofreading carefully before submitting your application.

Create a good first impression on the application form

As in applying for a job, first impressions count . Put your best foot forward even when filling up an online rental application such as a 1form. This you can do when answering a “ why is this property right for you ” example question. 

Whether it’s your first time renting or 20th, shine a light on your honest attributes . Always highlight that you’re a perfect match with the rental property also in the other vital information that has to be included a cover letter for the rental application. 

You can emphasise this in your work background . For example, you can cite the proximity of the rental to your place of employment or its commuting advantage.

Personalise your rental application cover letter

In other words, it would be to your advantage over other rental applicants if you go beyond the standard details in your rental application cover letter. The cover letter should be part of the must-have documents you need to rent an apartment or house.

Including your photo in your cover letter for rental application, for instance, will enable the landlord or property manager to put a face on your wish to live in the property.

Adding group pictures of the other members of your household may also help in this regard.

Add links to your online profiles

Just like in a job application cover letter, it may be useful to add web links to your rental cover letter application. You will have to limit those links to not more than two or three.

The links that you may add should be those that will help the landlord or property manager decide that you’re a good fit for the property.

Consider, for instance, adding the web link of the company you’re working for. Providing access to your LinkedIn profile can also project how stable your current employment or career is. 

Be extra helpful to the landlord or rental agency

Besides injecting personality to your rental cover application letter, you can go the extra mile too in being helpful to the landlord by indicating how long you expect to stay in the property.

In your rental cover letter application, make sure to indicate if your stay is short-term or long-term, and if possible, cite a specific time frame .

Providing this information in your rental cover letter might give you an edge over the other rent applicants. The specific time frame you provide will enable a landlord to better plan or manage tenancy in the property .

Harmonise the letter with the application form 

In writing the rental cover letter, be sure that its contents match those in the rental application form you filed with the landlord or rental agency. You have to be very careful as well in filling up the application form at the outset.

Accomplish a winning rental application form just as you would in writing a cover rental application letter.

Be careful with your spelling, as misspelled words could lead to confusion in your cover letter rental application.

Consistency is the key here, especially if you have manually filled up a hard-copy rental form. Make sure your handwriting is readable.

Filling up the rental form quickly and submitting it promptly can also be an advantage over other prospective tenants. Submit the rental application form at once even if you are considering other rental properties or unsure of the rental property approval.

What’s important is you’ve thrown your hat into the ring and let the rental agency or landlord know you’re interested.

Documents you need in a rental application

In the rental cover letter, you can likewise reiterate your compliance with the submission of documents required in the rental application . Inform the landlord of a document that you may be lacking. Assure that its paperwork is in process and give the date when you expect to submit it.

Generally, these required rental application documents would include the following:

• Identification . This typically requires submitting a copy of government-issued IDs, such as a driver’s license or passport. The rental application form’s instructions will specify which ID or IDs are required. 

• Rental history. This can be a copy of a previous rental agreement or proof of rental payments you’ve made previously.

• Previous bills. Copies of your past utility bills paid.

• Payslips or bank statements. These documents are needed as your proof of income. 

• References . Usually, these are professional references, and the stronger ones you should get are the real estate agents or property managers whom you’ve worked with in your previous rentals.

Be honest and upfront in your cover letter

Speak from the heart and be forthright in your rental cover letter application. Indicate that you are willing to discuss and resolve any potential stumbling block that the landlord or property manager may cite.

Ensure that you’re laying your cards on the table and not hiding anything.

Express your willingness, for example, to bring along your housemates during the rental property inspection. If you have initially made contact with the property manager or landlord, thank them for accepting your rental application and follow it up without sounding pushy or impatient .

Just reiterate your interest and emphasise why this property is right for you. Additionally, you can also look up our examples of how to answer the ”please share a few details about your history as a renter’ question if it comes up in the application.

If you do this all successfully, it’ll up your chances and then you can move onto learning what happens after your rental application is approved .

Can I rent a house without a job?

Yes, you can rent a house without a job , but you want to make extra sure to show that you’re a responsible tenant from the first impression. These are the kinds of things you want to tell the landlord about yourself because you can’t show your financial stability through pay slips.

What are good reasons for moving from my last rental?

Your landlord may ask your reasons for moving on from your last rental, in which case you should present a clear and fair explanation.

Reasons like you’re moving closer to the office or to family are understandable. On the contrary, reasons like disputes with your former landlord may raise red flags.

Need help finding a home?

If you haven’t found a rental home yet, let’s help you with that. Browse our search page to check out some amazing listings available right now. Go even further, and download our app to get the full Soho experience.

Just remember to shortlist or swipe left on our listings so we can send you others that better match what you’re looking for.

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Rental reference letter template.

• A rental reference letter can convince a property manager you are the best person to rent an apartment from an individual or property management firm.
• Your references can use a rental reference letter template as a guide to creating a professional, persuasive reference letter.
• Choosing the right people to write rental reference letters can give your application a competitive edge.

Every property manager wants to know that applicants are who they claim to be. That’s why background checks and credit checks are almost always required. In addition, many property managers will ask for a rental reference letter to get another level of validation that you’re who you say you are. Now is a great time to get all your paperwork ready if you’re beginning your apartment search. Start with the rental reference letter and review a rental reference letter template before you create one.

What is a rental reference letter?

A rental reference letter is a written document that explains why you would make a good renter. Someone who knows you well and can vouch for your character writes a rental reference letter. Property managers typically ask people to  submit at least two rental reference letters with their rental applications.

Why are rental reference letters important?

When you’re applying for an apartment, whether you live in a competitive city for renters or a suburb with plenty of options, rental reference letters can help you get the apartment you want. Rental reference letters act as validation that you are who you say you are. They also provide proof of your character. At the end of the day, landlords and property managers want to choose the right person for their rental, and a rental reference letter can help them do just that.

Rental reference letter from employer

While landlords primarily rely on credit scores and background checks, a well-written letter from an employer can provide valuable insights into a prospective tenant’s character, reliability, and financial stability. A rental reference letter from an employer serves as a confirmation of the tenant’s employment status and income. Landlords want assurance that tenants have a stable source of income to meet their rent obligations. By including details about the employee’s position, length of employment, and income range, the letter provides evidence of financial stability.

A rental reference letter from an employer carries more weight than a letter from a personal acquaintance. Landlords often view letters from employers as more reliable and objective since they come from a professional setting. It demonstrates that the tenant has a professional reputation and is regarded positively by their employer. In a competitive rental market, a rental reference letter from an employer can give tenants an edge over other applicants. It showcases the tenant’s professionalism, accountability, and positive attributes, making them stand out among potential renters. Landlords are more likely to favor applicants who come recommended by their employers.

How to write a rental reference letter

Follow these steps when writing a rental reference letter, or provide this information to your rental reference to help them easily draft your reference letter.

Start your rental reference letter with your contact details on the top left of the page. Include a subject line stating the person the rental reference letter addresses, for example, “Re: Rental Reference Letter for Joanne Smith.”

A salutation is a friendly and professional way to start your rental reference letter. You may address the property manager directly if you know the individual’s name. It’s best to use the full name or the title and surname, such as “Ms. Franks,” to sound professional. If you don’t know the property manager’s name, you may use a generic salutation such as “To whom it may concern.”

The first part of the letter should explain your relationship with the person you recommend. Detail how you’re acquainted with the individual and how long you’ve known the person. For example, you may write that you are the rental applicant’s employer, and the renter has worked for you for the last five years.

Note some qualities that would make the person you recommend a good renter. Only include relevant information that could help the person you’re referring secure an apartment. Use a professional tone and share your honest impression of the rental applicant. 

Conclude your letter by inviting the property manager to contact you for further questions. You can include a closing statement, your name, and the date of writing. You may also provide your signature if printing a hard copy reference letter.

Getting started 

Below we’ve provided a sample template for you to use. You can adjust the language based on who is writing your rental reference. Once you’ve chosen who you’d like to be your rental reference—whether it’s your employer, co-worker, personal acquaintance, or someone else who can vouch for your character—send the template over to them and have them fill it out. 

Remember to double-check everything once they send it back to you. Are there any typos? Incorrect information? Make sure there’s nothing that might contradict what you’ve put in your rental application. The last thing you want is for your rental reference to backfire and create more confusion about who you are. Request any edits from your reference and you’re ready to send the rental reference letter off to your future landlord.

Rental reference letter template

Company Name

Phone Number

Your Address

City, State, ZIP Code

Subject: Rental reference letter for [Name]

Dear [Landlord’s name] or To whom it may concern,

I hope you’re well! I’m writing to you in regard to [Name] and their credibility as a potential tenant at your rental property. I work as a [title] at [company name] where [Name] is currently employed.

[Name] has been employed with [company name] since [month/year employment began] and I have known them for [time frame]. Additionally, I can validate [Name’s] income as [yearly salary].

It’s without any hesitation that I write this rental reference letter for [Name]. They continuously demonstrate responsibility and accountability and perform required tasks on time. They are trustworthy and honest. Additionally, [Name] is always respectful to colleagues and consistently shows up on time, ready to work. 

I believe that the above-mentioned qualities will make [Name] a good, responsible tenant.

If you have any questions, feel free to contact me at [phone number] or [email].

[Your Name]

Frequently asked questions

A rental reference letter is a document written by a person or organization that can provide valuable information about a tenant’s character, reliability, financial stability, and overall suitability as a renter. It is often requested by landlords or property managers during the rental application process.

You can select any person you feel knows you well for your reference for a rental application. A past property manager is an excellent choice, as the individual can share firsthand experience dealing with you as a renter. Professional contacts, such as current co-workers and past employers, are also good options as they can confirm your employment history and reliability. Mentors and family friends can also make good references. It’s a good idea to have several people in mind if someone cannot write the letter you requested in time.

You should submit your rental reference letter when you submit your rental application. Submitting this letter at this time helps the property manager keep your complete application together. The property manager can easily find all relevant documents when assessing your application and comparing it to others.

It’s a good idea to secure rental reference letters as soon as you decide you’re ready to start your apartment search . Getting letters back from references can take time, so asking for rental reference letters in advance can minimize delays when you’re applying for apartments. Some property managers close applications once they find a suitable renter. Having your rental reference letters ready before you find an apartment you love can increase your chances of securing it.

Rental reference letters can be provided by various individuals or entities, including previous landlords, employers, supervisors, colleagues, professional mentors, or even personal acquaintances who can vouch for the tenant’s character and suitability as a renter.

Landlords request rental reference letters to gain additional insights into a prospective tenant’s background and qualities. These letters help landlords assess the tenant’s ability to meet financial obligations, reliability, trustworthiness, and compatibility with the rental property.

A rental reference letter should typically include the writer’s name, position, and contact information. It should also mention the tenant’s name, length of their relationship, and any relevant details about their character, reliability, financial stability, and suitability as a tenant. Specific examples or anecdotes that illustrate the tenant’s positive attributes can be beneficial.

When requesting a rental reference letter, be polite and provide context about the purpose of the letter. Clearly communicate what kind of information you are seeking and why their recommendation is important to you. It is also helpful to provide any relevant details about the property or landlord who is requesting the letter.

The requirement for rental reference letters may vary depending on the landlord or property management company. In some cases, reference letters may be optional, while in others, they are mandatory. It is advisable to check the application requirements or ask the landlord directly to determine if a rental reference letter is necessary.

While a rental reference letter can significantly enhance your rental application, it does not guarantee automatic approval. Landlords consider various factors when reviewing applications, including credit history, background checks, income verification, and overall suitability. A strong rental reference letter can positively influence their decision, but other factors may also be taken into account.

Ready to start your apartment hunt? Search thousands of apartments for rent on Zumper and find the right one for you.

Julie is an avid sports enthusiast, beer drinker, city runner, and non-fiction reader. She's been a renter for 10 years, and has learned a thing or two in the process.

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• Rental Rejection Letter: 3 Sample Forms for Landlords
• Tenant Screening

by Stephen Michael White

January 19, 2018

As a landlord , you need to know how to deny an applicant based on the information found in their tenant screening report . A rental application denial letter (also referred to as an adverse action letter) will need to be issued to the denied renter. We will provide you with a rental rejection letter but first, we need to cover a few important pieces of information.

Regardless of the reason, whether it’s a judgment or an eviction, the action of denying the tenancy is considered an adverse action.

According to the FCRA, this action requires a process of communication that must be followed. As a landlord, it is your responsibility to know the appropriate procedure for sending a denied rental application letter. Today, we’ll teach you how to do just that with our in-depth samples.

A Table of Contents for Rental Rejection Letter

When is an adverse action notice required, a step-by-step guide to issuing a rental application denial letter, tenant rejection letter template: our 3 forms for landlords, are landlords required to give a copy of the background check to the tenant, helpful resources.

An adverse action notice is required when a landlord denies an applicant based on the tenant screening report . This includes the denial of tenancy, as well as the approval with additional terms such as an additional deposit or anything imposed outside of the landlord’s standard rental terms due to “higher risk”.

Step 1 – Determine if the type of adverse action will be:

• Approving tenancy with conditions such as an extra security deposit or additional lease terms
• Or denying the tenancy

Step 2 – Prepare the Proper Adverse Action Letter

Once you determine your choice, you need to prepare an adverse action notice.

You can search the internet for an adverse action template or you can use one of our generic forms below. If you’re a RentPrep client, you can download these forms with our information included in your member’s portal.

We’ve added mentions of “ tenant screening company ” or “CRA” (Consumer Reporting Agency, which is what RentPrep is) to the documents. You’ll need to enter your background check company’s information in those spots.

Adverse Action Notice (Consumer Report Denial)

Adverse action notice (specific denial), adverse action notice (screening agency involved).

In the section following this step-by-step guide, we will go over each of our forms, when to use them, and what important differences you should note between them. In the end, all three will be useful to you.

Step 3 – Mail the Adverse Action Notice to your Applicant

Be sure to mail the adverse action notice to your applicant, along with “A Summary of Your Rights Under the Fair Credit Reporting Act”.

When you send a polite letter to decline tenant applications, you have a bit of variation in what you can send. Not every situation will fit every letter type, so we have put together three different ones. Choose one sample rejection letter for rental application denials from our types below.

The first letter that we are sharing today is a general denial letter. The point of this letter, like the other adverse action notice samples, is to let an applicant know that their application will not be accepted.

Rather than specifically stating a reason, this form tells the tenant nothing more than the fact that their application is being denied due, in part, to information gathered through a consumer report agency.

Check out our sample to get an idea of what this form conveys to the applicant:

What’s In This Notice

There are a few main pieces of information that you must include when sending out this type of adverse action notice.

First, you must list your contact information followed by the applicant’s name and contact information. Then, you need to let the applicant know that their application is being denied.

Once you complete that opening, it is time to give them more specific information about why they are being denied. In this letter, the applicant is being denied due to the information gathered from a consumer reporting agency. As such, you should include the following:

• Which reporting agency provided a report
• The reporting agency’s address and contact information
• The release of liability from the reporting agency in regards to your decision

All of this information must be given to the applicant so that they can clearly understand what type of information was reported about them and where it came from. With the contact information that you provide, the tenant can follow up on any confusing reports on their own.

Finally, it is your duty as a landlord to let the applicant know that they can receive a copy of the same report that you received as long as they contact the reporting agency within 60 days.

It is important to tell the applicant this information so that they can see exactly what you saw in the report. Because the information is about them, they have a right to see the same report in order to ensure its accuracy.

The next type of adverse action notice that we will talk about today is a specific denial letter. Unlike the consumer agency reference letter that we explained above, this letter gives the tenant a specific denial reason(s) from a list of various possibilities.

Let’s take a closer look at this type of rejection letter:

Find out how to properly write a rejection letter to your rental applicants:

This notice gives the applicant specific information about why their application is not going to be accepted at this time. Let’s walk through what you should include.

First, you need to include the same basic information that all adverse action notices need to include:

• Landlord name and contact info
• Applicant name and contact info
• Statement of denial

After you give this basic introduction information, insert a checklist of potential reasons for denial. Depending on where your property is located, the checklist may include the following:

• Temporary or irregular employment
• Unable to verify employment
• Unable to verify income
• Length of residence
• No credit file
• Delinquent past or present credit obligations
• Delinquent past or present rental obligations
• Criminal record
• Eviction filing or judgment
• Garnish, foreclose, or other related judgment
• Other (must include reason)

You can check off one or more of these items to let the applicant know why they are being denied. Remember, however, that you should modify this list to apply to your specific location. In some areas, it may not be legal to deny an applicant for their criminal record, for example, so you want to be sure to check your local rules before sending out this notice.

Finally, you need to wrap up the information that you are sending to the tenant with some basic information about the agency which gave you the information about the private parts of their record. Include all of the following:

• Agency name and contact information
• Agency liability disclosure
• How long the applicant has to request a copy of any reports run on them

It is important to include this information as the applicant has a legal right to see, check, and dispute any information that an agency has reported about them. While this dispute would not involve you, you are legally obligated to inform the applicant about where you gathered information on them from.

The final type of adverse action notice that we are sharing today is a general denial notice that allows the applicant to know what type of screening agency was involved in reporting information about them.

If, for example, you deny an applicant after using our services, you would include our contact information in this letter so that the applicant can contact us for further information about the reports that we ran for you.

Let’s take a look at the form for this type of notice:

As you can see, this form is very similar to the previous two forms that we talked about. You must include all of the same basic information such as contact information for all involved parties and the statement of denial, but there is one difference.

Rather than including the contact information for a consumer reporting agency, the name and contact information of the screening company should be included. Since you did not run the credit report yourself, you do not need to give the consumer reporting agency’s information.

To conclude, it is still your responsibility to let the applicant know that they can receive a copy of any reports run about them as long as they reach out to the company within 60 days. In this case, you would advise them to reach out to the screening company in order to begin that procedure.

For more information on how to phrase a rental application denial letter and more, check out this video:

Landlords are not required to give the tenant a copy of the background check . That responsibility falls on the consumer reporting agency. Once the adverse action notice is given, the tenant or applicant can communicate directly with the tenant screening company as advised in the letter with the contact information provided. The tenant screening company can then provide a Consumer Copy once the tenant or applicant verifies their identity by sending a photocopy of their driver’s license or other form of ID.

You may not have run your tenant background report through RentPrep but we try to be as helpful as possible regardless.

If you’re in the denial stages of your screening process, we would recommend checking out our tutorial on how to properly set up a new tenant.

You want to make sure this step goes as smoothly as possible.

How to Ask for and Write a Landlord Reference Letter

A landlord reference letter is a letter of recommendation written on behalf of the tenant. Learn how to write a landlord reference letter using this template.

Landlord Reference Letter

Getty Images

Reference letters show the landlord that the tenant is responsible, paid rent on time and kept their apartment in good condition.

A landlord reference letter is a normal part of the rental application process, providing landlords with an additional way to screen prospective tenants while allowing renters to strengthen their applications. A good recommendation doesn’t take much time, but it should include important information about the renter’s tenancy, such as whether they paid rent on time and if it was an overall good experience.

Here’s how to ask for a landlord recommendation letter as well as how to write one to make the application process a little easier:

• What is a landlord reference letter?
• How to ask for a landlord recommendation letter.
• What to include in a landlord reference letter.
• Landlord recommendation letter sample.
• When would a landlord refuse to provide a letter of recommendation?

What Is a Landlord Reference Letter?

A landlord reference letter is a letter of recommendation written for a prospective tenant by a current or former landlord of the tenant, explains Sonja Gosine, spokesperson at Hauseit, a real estate service in New York and Florida. The reference letter is sometimes requested with the rental application to complete the background check, but not all landlords request a reference letter.

Reference letters show the landlord that the tenant is responsible, paid rent on time and kept their apartment in good condition. It can also strengthen an application to make up for any shortfalls, like a low credit score, or help make an application stand out when there’s competition for the rental property. “It’s an essential part of tenant selection because, as the saying goes among landlords, ‘If they’ve treated one landlord poorly before, they’ll probably treat you poorly as well,’” Gosine says.

How to Ask for a Landlord Recommendation Letter

Landlords are under no obligation to provide a letter of recommendation, so it may be a good idea to ask a landlord who had a good experience with you throughout your tenancy.

To get a landlord reference letter, you will need to ask your current or former landlord for a recommendation. Reach out using the contact information that was provided during your tenancy and politely request a letter written for the prospective landlord. If the prospective landlord requests the recommendation letter, be sure to provide your previous landlord's contact information.

What to Include in a Landlord Reference Letter

Landlord reference letters will vary in style, but they include many of the same components. The letter should be informative and honest, but there are some things that may need to be avoided. “In order to protect themselves, landlords should try to be as objective as possible in their landlord reference letter. Avoid including anything that might incur liability, or run afoul of fair housing laws,” Gosine explains.

Local laws may also dictate what you can discuss regarding your tenants. It may be helpful to research landlord-tenant laws in your city and have a lawyer review your landlord reference letter.

A landlord reference letter doesn’t have to be long, but it should include:

• The current or former landlord’s name, address and contact details.
• The prospective landlord’s name and address.
• The address of the rented property.
• The date of the lease terms .
• Details on the tenants' payment history, whether they kept the apartment in good condition , whether there were any issues or lease violations, how often they reached out to the landlord and their communication style and whether they were generally easy to deal with.
• A closing statement.
• The landlord’s signature.

Landlord Recommendation Letter Sample

For a better idea of what to include, here is a sample letter to use as a template:

[Landlord’s name]

[Landlord’s phone number]

[Landlord’s address]

To whom it may concern,

I am writing this letter of recommendation on behalf of [tenant’s name], a former tenant of [property name]. My name is [landlord’s name] and [tenant’s name] was a tenant of mine from [date of the lease terms].

[Tenant’s name] resided at [apartment address] and paid a monthly rent of [monthly rent amount]. [Tenant’s name] was a responsible tenant and always paid rent on time. They complied with all rules and regulations stated in the lease and kept the property clean and in good condition upon move-out. [Tenant’s name] was also quick to respond to any questions or concerns and made no complaints or unwarranted demands.

I believe [tenant’s name] would make a good tenant and neighbor and I would happily rent to them again. Please do not hesitate to contact me if you have any questions.

[Landlord’s signature]

When Would a Landlord Refuse to Provide a Letter of Recommendation?

No landlord is required to provide a reference letter, especially if the tenant and landlord ended things on bad terms. ”Even if a tenant technically paid rent on time, a landlord might not wish to write a reference letter because of a generally poor experience,” Gosine says.

For example, Gosine explains that the tenant might have been extremely difficult to deal with and frequently reached out after hours for special favors, requests or demands in an unfriendly manner. “Another example is that the tenant might never bother to respond to the landlord’s emails, and blatantly violated the lease such as subletting the property without permission or getting a pet when the lease said no pets,” Gosine adds.

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• iPropertyManagement

Landlord Reference Letter

Last Updated: July 28, 2022 by Robert Bailey

• Professional

A Landlord Reference Letter is a message written by a previous landlord to a future potential landlord to advocate for a tenant during the rental application process. It usually includes information about their history with the tenant, how well the tenant maintained the property and whether they consistently paid rent on time.

Why Write a Landlord Reference Letter?

It can provide important information for a potential landlord when  screening tenants . While it’s not a requirement, it is a common courtesy to both assist a quality tenant, as well as help fellow landlords.

Landlord Benefits

Benefits to the landlord may not seem obvious but there are some good reasons to write a landlord reference letter. Those include:

• Building Relationships.  This letter can help build good relationships between other landlords and your tenants. Building good relationships can help secure tenant referrals and reference letters when you need them.
• Timely Transitions.  It can help ensure the tenant will move out in a timely fashion. This is especially important if you have another tenant planning to move in on a specific date.
• Reputation.  Refusing to write a reference letter for a tenant because you are too busy is a bad sign for other landlords and potential tenants. Writing a reference letter can strengthen your reputation as a quality landlord.

Tenant Benefits

The benefits to the tenant, which are a little more obvious, include:

• Tenant History.  This letter can be used to highlight a tenant’s reliability to a potential landlord.
• Contrast Negative Information.  It can also explain why certain negative information is not a problem. For instance, a tenant’s on-time payment history can be contrasted against factors working against them such as a poor credit score.

How to Request a Landlord Reference Letter

Tenants may feel uncomfortable or unsure about how to request one from a current or former landlord. Tenants should take the following steps when requesting a landlord reference letter:

• Ask Early.  Tenants should make a request before they begin searching for a new home. This will provide the landlord enough time to prepare the letter. It will also demonstrate your responsibility to a potential landlord if you can provide them a reference letter before they request one.
• A written request can include positive reminders of how you were as a tenant (e.g., “I have made all my rent payments on time.”)
• A written request will help remind your landlord of your request. With a landlord’s many responsibilities, they may forget your request if you only told them in person or over the phone.
• A written request can inform the landlord of any specific information you need them to include.
• Follow up and Thank the Landlord.  After making your request, you should follow up in person or over the phone. During this discussion you can ask them if they have any concerns and the timeframe on when they can provide the requested letter. Also, make sure to personally thank your landlord for taking the time to write this letter for you.

You are not limited to requesting a landlord reference letter from only your last landlord. You can request one from other past landlords if you believe it will help increase your chances of securing a new rental unit.

What to Include in a Landlord Reference Letter

Depending on the tenant, this letter may contain a variety of information. When writing a landlord reference letter, think about those things that would be important to you if you were screening them as a potential tenant. 

General Structure and Purpose

The letter should be straightforward and to the point. Avoid writing a long letter with unnecessary information. The following three topics should be addressed in every landlord reference letter:

• Tenant’s payment history.
• Condition of the property after the tenant moved out.
• Complaints from other tenants or neighbors.

The general structure is as follows:

• Introduction.  This section should introduce yourself, the tenant, and provide basic information such as the terms of the lease.
• Body paragraphs.  This section should provide specific information about the tenant’s rental history. This can include their character, responsibility, and general trustworthiness.
• Conclusion.  This section should provide your recommendation and contact information for a landlord to contact you, if necessary.

Specific Items to Include in a Landlord Reference Letter

When writing a landlord reference letter you should include the following specific information:

• Landlord’s contact information (if writing to a specific Landlord).
• Address the letter generically unless writing to a specific landlord.
• Brief description of who you are.
• Your contact information.
• Tenant’s name, address, and dates of their tenancy.
• Details about the unit you rented to your tenant (e.g., number of bedrooms and bathrooms).
• Monthly rent payment.
• The tenant’s payment history including the number of late payments, if any.
• How the tenant treated the property. Discuss the condition of the property when the tenant ended their lease and whether there were damages that needed to be repaired.
• The tenant’s behavior and temperament.
• Professional relationship with the tenant.
• Whether your tenant followed all other terms of the lease.
• Invitation for the potential landlord to contact you.
• Landlord Signature.

Sample Landlord Reference Letter

To whom it may concern:

 My name is  Jim Smith and I am the landlord at 123 Main Street, Philadelphia, PA. John Doe was a tenant there from March 2021 to March 2022 with a monthly rent of $900.00.

The tenant was responsible, always paid their rent on time, and left the property in good condition.

I highly recommend them as a tenant. Please contact me if you have any questions.

Jim Smith  

For more examples of landlord reference letters see the attached templates at the top of this article.

What not to Include in a Landlord Reference Letter

There are certain things you cannot or should not discuss based on federal and your  state’s laws .  Avoid providing any of the below information :

• False or embellished information.
• Statements about the tenant’s race, ethnicity, gender, or disability. For more information on this topic you should review  The Fair Housing Act .
• Claims, justified or not, the tenant made about the habitability of their unit.

After writing the letter, you may still have questions about the legality of its contents. If so, have your attorney review it before sending it to the tenant or potential landlord.

Tips for Writing a Landlord Reference Letter

Besides the specific content above, here are some additional tips:

• Be professional.  A professional letter will give a potential landlord confidence that your letter is accurate and reliable. Avoid letting personal biases impact the tone and content of the letter.
• Be honest.  This includes both positive and negative information. Regardless of your relationship with the tenant, your letter needs to be neutral.
• Be positive.  If you do not have positive information to provide to the tenant you may want to consider declining the tenant’s request.
• Avoid typos.  Grammar and typing mistakes in your letter may impact both the letter’s credibility and your credibility as a landlord.
• Avoid unnecessary information.  Only include what is relevant to the potential landlord. This means including facts not opinions.

Should you Refuse to Write a Landlord Reference Letter?

A time will come when a tenant asks you for a reference letter and you will not in good conscience be able to write one. When this happens you have a few options:

• Decline.  Kindly decline and explain to the tenant why you cannot provide a reference letter.
• Warn your Tenant.  Explain to the tenant that the letter will be honest but it will contain some negative information. 
• Contact the Landlord.  If you know the potential landlord, you may want to reach out to them directly. This may be necessary to prevent the tenant from providing false information to the potential landlord.

Writing a landlord reference letter can have a long term impact on your credibility as a landlord. Be careful when accepting a tenant’s request to write one. It is bad practice to write a letter simply to get your tenant to move out of your unit and become someone else’s problem.

Other Rental Templates & Forms

Standard Residential Lease Agreement

Month-to-Month Rental Agreement

Rental Application Form

Residential Sublease Agreement

Room Rental Agreement

Lease Termination Letter

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Legal Templates

Home Real Estate Rental Application Rejection Letter

Rental Application Rejection Letter

Send an rejection letter if the applicant does not pass the screening.

Updated January 10, 2024 Written by Jana Freer | Reviewed by Susan Chai, Esq.

A Rental Application Rejection Letter is a professional and polite document to send to potential tenants to inform them that you decline their application to lease.

Landlords or property managers send this letter with the reason or reasons why they do not accept the applicant as a renter.

The most frequent cause of rejections is an unfavorable consumer report. The denied applicant can formally request a copy of the report by submitting a written request to Equifax, Experian, or TransUnion within 60 days.

What Is a Rental Application Rejection Letter?

• How to Reject a Tenant’s Rental Application
• What's in a Rejection Letter?

How to Write a Lease Application Rejection Letter

Rental application rejection letter sample.

A rental application rejection letter is a document that explains why you reject the applicant as a future renter.  This document protects the landlord or property manager against allegations of unfair denials. 

The letter should include all the details about why the prospective tenant is rejected.

Some of the most common reasons include the following:

• Inadequate gross income. A good rule is that the prospective tenant’s income should be three times the rent.
• Inaccurate or incomplete application. This may have been a mistake by the applicant, but if a landlord cannot resolve it with a follow-up or if the application is fraudulent, property owners can send a tenant rejection letter.
• Poor credit history. This is one of the most common reasons for a rejection letter . Under federal law , applicants have a right to receive copies of the credit report and to dispute the accuracy or completeness of information in the report.
• Miscellaneous reasons. The landlord may have other reasons to reject an applicant, such as a history of previous evictions or negative references. As long as they are not invalid, you may include them in your rejection letter as reasons for the denial.

How to Reject a Tenant’s Rental Application

The question of how to deny a renter’s application is always a touchy one for landlords.

Your rejection letter should be courteous and informative and contain the reasons for the rejection. It should also be apologetic but firm. It will include the date, the property address, the reasons for the rejection, any supporting documents (for instance, a copy of their credit report), and a polite apology.

You should send the letter promptly. The prospective tenant is on a schedule and wants your answer as soon as possible. They will appreciate a response, even if it is negative.

What’s in a Rejection Letter?

You may want to tailor the rejection to your specific case, but a standard letter contains the most common reasons for rejecting a tenant application.

For example, you can check two boxes if the applicant lacked sufficient income and had a negative credit report.

A rental application rejection letter should be part of every landlord’s rental inventory of legal real estate documents.

If a negative consumer report contributed to the rejection, the rejection letter should address the relevant details:

• Consumer Reporting Agency Identification: The name, address, and contact number of the Consumer Reporting Agency (CRA) responsible for supplying the report.
• Decision Attribution Clarification: A statement emphasizing that the CRA, which furnished the report, was not responsible for making the unfavorable decision.
• Dispute Rights Notification: Explicitly communicate the individual’s right to dispute the accuracy or completeness of any information supplied by the CRA, highlighting their right to request a free report from the CRA within a 60-day timeframe.

Some state laws also require landlords and property managers to provide rejected tenants with a copy of their credit reports or credit scores.

A good tenant denial letter links the applicant to the Federal Trade Commission (FTC) if they need further information on why the landlord rejected their application.

Step 1 – Enter Sender’s Information

Provide the sender’s full name, current address, landlord, or rental property management company.

Step 2 – Fill Out the Date

Write the date of the application rejection letter.

Step 3 – Enter the Recipient’s Information

Provide the full name and current address of the recipient, the applicant.

Step 4 – Enter the Property Address

Provide the complete street address of the rental property.

Step 5 – Provide a Reason

Select the reason(s) the landlord or manager denied the rental application or enter any other reasons not already provided. 

Step 6 – Enter the Landlord’s Contact Information.

Provide the landlord’s phone number and email address.

Step 7 – Sign the Letter

The landlord needs to sign the rejection letter. 

Related Documents

• Background Check Authorization : Get permission to obtain and review a potential tenant's background and credit check with our tenant background check authorization form.
• Rental Inspection Checklist : A rental inspection checklist documents the condition of your rental unit, and keeps the status of each room organized.
• Lease/Rental Agreement : A lease agreement is a written document that officially recognizes a legally binding relationship between two parties -- a landlord and a tenant.
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Home » Commercial Realty » How to write letter of intent to lease commercial property?

How to write letter of intent to lease commercial property?

Leasing a commercial property in India marks a crucial milestone for businesses, regardless of their scale. Whether you’re a well-established corporation or a budding startup, the journey kicks off with the creation of a Letter of Intent (LOI). Therefore, if you’re considering leasing commercial space for your enterprise, it’s vital to grasp the intricacies of drafting a letter of intent for commercial leasing. This article aims to navigate you through the essential elements and offer advice on crafting a compelling Letter of Intent for leasing commercial property in India.

Table of Contents

What is a letter of intent f or commercial leasing?

A commercial lease refers to a legal agreement between a landlord and a tenant, to rent a commercial property, such as a building or land, for industrial, retail or office use. Commercial property leases are prepared with a longer tenure, as compared to residential leases that usually have a tenure of 11 months. Before getting into a final and definitive contract, the parties usually sign a letter of intent, which is a document that contains a summary of the leasing terms and to inform each party about the details of the agreement.

All about relinquishment deed

Lease Letter of Intent vs rental Letter of Intent . 

When it comes to commercial leasing, a rental letter of intent and a lease letter of intent have distinct roles in the negotiation and drafting of a lease agreement.

A rental letter of intent is a preliminary document that a tenant submits to a landlord, outlining the basic terms and conditions that the tenant intends to include in a lease agreement. It serves as a starting point for negotiations between the parties and provides a framework for the eventual drafting and signing of a formal lease contract.

In contrast, a lease letter of intent is a more detailed document prepared by a landlord and submitted to a prospective tenant after initial negotiations have taken place. The lease letter of intent includes specific information about the proposed lease agreement, such as the size and location of the space, the proposed rental rate, the lease term, and any special provisions or conditions.

In summary, both rental letter of intent and lease letter of intent play important roles in the commercial leasing process. The former is typically submitted by the tenant as a starting point for negotiations, while the latter provides more detailed information about the proposed lease agreement and is prepared by the landlord.

Letter of intent for leasing commercial property: Sample

Dear Mr John Doe,

Building Administrator,

ABC Mall, Bangalore,

I am writing to express my firm intent to lease space within your shopping mall, ABC Mall, located in Bangalore. I have conducted a comprehensive assessment of your mall and believe it to be an ideal location to expand my business. I am the proud owner of XYZ, an ethnic wear startup that currently operates branches in both Mumbai and Delhi.

XYZ is an ethnic wear startup that began its journey in 2019. Our primary focus is to curate and offer a stunning collection of ethnic wear, encompassing traditional and contemporary designs, for men, women and children. We blend the rich heritage of Indian attire with modern trends, creating a unique and authentic shopping experience for our customers.

Our product range includes a variety of ethnic clothing, such as sarees, lehengas, kurtas, sherwanis and accessories, all meticulously designed and crafted. We offer a wide range of price points to cater to a diverse customer base. Our ethnic wear has been well-received in Mumbai and Delhi, and we have developed a loyal customer base in these cities. By expanding to Bangalore, we aim to tap into the vibrant market of fashion enthusiasts in the city and the surrounding regions.

We anticipate stationing approximately 10 employees in the space within your mall. We also have near-term plans to expand our team. The rented space will house essential equipment and machinery required for the daily operations of our business, including display racks, mannequins, billing systems and storage facilities. Our current business hours are 10 AM to 10PM every day of the week including Sundays, and we do not foresee any immediate changes. However, we are open to adapting our hours to suit the mall’s operational schedule if necessary.

Attached to this letter, please find pictures of our existing branches in Mumbai and Delhi to provide you with a visual representation of our business.

I am eager to explore the prospect of establishing our presence in ABC Mall, and I am excited about the opportunities this location presents. I kindly request the opportunity for a site visit to discuss the specifics and explore the available spaces. My contact details are provided below for your convenience:

Email: [email protected]

Phone: 111-111-1111

I am looking forward to your positive response and the possibility of further meetings to move forward with this exciting venture.

Thank you for your consideration.

Yours sincerely,

[Your Name]

[Enclosures: Pictures of Mumbai and Delhi branches]

See also: All about rectification deed

Letter of Intent for leasing a commercial space: Purpose

A Letter Of Intent to lease is a document that forms the basis of the final lease deed between the tenant and the landlord. In other words, the Letter Of Intent outlines the broad contours of the lease agreement that is eventually signed by the landlord and the tenant. If you are taking a space in a building on rent to start your business, the landlord may ask you for a Letter Of Intent from you which will give him an idea of your seriousness to rent the space and also what will be your exact requirements. Moreover, the letter of intent helps in addressing any commercial issues between the parties, while validating their commitment to the contract.

Companies usually prefer to inspect the property that is available for lease. If they are interested, a letter of intent to rent a commercial space will be drafted and sent to the owner so that the property is held till an agreement is prepared. If the owner receives a formal communication that the company is interested in the property, he is bound to give out the property on lease to the company.

Although you can ask your broker to prepare the Letter Of Intent for commercial lease, it is good to know what goes inside a Letter Of Intent to rent a space by looking at a sample.

A letter of intent to lease is useful when negotiating with landlords for office and retail spaces. One should also note that there two main types of Letters Of Intent – one applicable for lease and another for purchase.

Letter Of Intent to rent a commercial space: What does it contain?

• A statement from your side stating your intent to lease space inside the building.
• A brief description of your business including the business model, different business activities and a small history about the start date.
• A brief description about your products and services including the prices and packaging.
• A brief description of the markets where you sell your products or deliver your services.
• The number of employees that you will station in the building and any near-term hiring plan.
• The equipment and machinery that you will keep and use in the rented space.
• Your business hours and any plans to change it in the near future.
• If you have any branches, it will be good to include pictures of those in the Letter Of Intent.
• Your contact details and the best possible place for further meetings.

You can ask the landlord if he has a Letter Of Intent template and you can just fill out the details. You can also ask for a Letter Of Intent sample given by the other tenants to the landlord. You will get an idea as to how you should write a letter of intent to rent a commercial space.

Sample letter of intent for lease space : How to draft it ?

What to include in a Letter of Intent?

Some of the points that can be included at the time of writing a Letter of Intent for commercial leasing are:

1. Fixtures and Fitouts

2.Duration/Term of the lease

3. Ways and conditions for subletting

4. Common Area maintenance cost

5. Repair and Minor construction required

6.Salaries/Wages of Cleaning staff

Other points that can be included in the commercial lease letter of intent include property size, sublease rights, parking cost and early occupancy that mainly specifies if the tenant can move-in before the lease commencement date.

The above points are mere suggestions based on sample letter of intent to lease a commercial property and need not necessarily be part of every LOI. There may be an existing relationship between the tenant and the landlord and that will also have a bearing on what is to be included and excluded. However, it makes sense to include some or all of them in the commercial lease letter of intent document, depending on the exact requirements of the renting space and terms and conditions.

Letter of Intent: Tips to remember while drafting

1. Non-Binding:  Both parties, that is, the landlord and the party intending to take a space rent, must write a letter of Intent which is non-binding.  Although a Letter of Intent for renting a space is not enforceable in a court of law as it is only a preliminary document exchanged between the parties, there have been cases where LOI has been taken as the final agreement in certain legal cases. So to avoid this, they must write in the LOI that the conditions mentioned in the LOI or letter of intent to lease a space are non-binding.

2. Maintaining Flexibility:  A LOI must be written in a way that allows flexibility to change some of the requirements and conditions during the phase of negotiation that takes place before a final agreement is signed between the parties. Sometimes, a lot of changes can occur from the time of writing the LOI and the final agreement and there must be a way to change some of the requirements and conditions mentioned in the letter of intent to lease.

3. Taking Professional Help:  Although a letter of intent for a commercial lease is not a legally binding document in most cases, it is advisable to take help of a professional like a lawyer or experienced real estate consultant in writing a LOI. This becomes especially important if the space being taken on rent is a large one and involves huge monetary obligation on the parties.         

Benefits of a Letter of Intent

A letter of intent can serve as a valuable tool throughout the process of leasing a commercial property. Whether it is drafted early on after viewing the property or during the final stages of negotiation, this document offers several benefits for both parties involved:

• Documentation : The letter of intent provides a simple and efficient way to document the basic terms and conditions of a potential lease agreement. It ensures that the key aspects of the lease are clearly stated and agreed upon by both parties.
• Negotiation tool : By outlining the proposed terms, a letter of intent helps facilitate the negotiation process. It serves as a reference point for discussions, allowing the parties to refine and finalise the lease terms based on their mutual understanding.
• Builds trust : The letter of intent plays a crucial role in establishing a relationship of trust and credibility between the parties. It demonstrates the seriousness and commitment of the lease applicant, fostering a positive atmosphere for further negotiations.
• Helps avoid disputes : By clearly outlining the rights and obligations of each party, the letter of intent helps minimise the potential for misunderstandings and disputes in the future. It provides a framework that can reduce the likelihood of costly legal conflicts down the line.
• Demonstrates commitment : A well-drafted letter of intent signifies the tenant’s seriousness and genuine interest in leasing the property. It shows that the applicant should be taken seriously as a potential tenant, potentially giving them an advantage in the leasing process.

Can Letter of Intent be cancelled?

The purpose of a Letter of Intent to rent a commercial space, is to facilitate the start of a transaction. It is not legally binding. Thus, either the landlord or the tenant can cancel it at any time. The lease will come into effect, only after the commercial lease agreement is signed.

Housing.com POV

Crafting a letter of intent for leasing commercial property in India is a pivotal step in the process of securing a suitable space for your business. This document serves as a preliminary agreement between the landlord and tenant, outlining the basic terms and conditions of the lease. By understanding the key components and following the guidelines provided in this article, you can draft an effective letter of intent that sets the stage for successful negotiations and ultimately leads to the signing of a formal lease agreement. From detailing your business’s requirements to demonstrating your commitment, a well-written letter of intent can help streamline the leasing process and pave the way for a fruitful partnership between both parties involved.

What is a Letter Of Intent?

A Letter Of Intent outlines the intention of a party to enter into an agreement with another. Generally, a Letter Of Intent for renting a space is not legally enforceable.

What is included in a Letter Of Intent?

A Letter of Intent for a commercial lease may contain information about the landlord and tenant, description of the premises, such as the location of the property, its type, etc., terms of the lease, description of the business activity and other miscellaneous clauses pertaining to expiry of the LOI, exclusivity of the lease, etc.

Why is a Letter Of Intent needed?

A landlord may ask a prospective tenant for a Letter Of Intent for renting a space, to ascertain the tenant's seriousness in leasing the space and also to find out the tenant's exact requirements.

What is the difference between LOI and lease agreement?

A Letter of Intent (LOI) is a preliminary document used during the early stages of negotiations. It outlines essential lease terms to facilitate the negotiation of the final lease agreement.

Is LOI a legal document?

The legal binding nature of a Letter of Intent (LOI) depends on how it is drafted. Typically, in business-to-business transactions, LOIs include a non-binding provision, indicating that the letter itself does not impose legal obligations.

What are the disadvantages of LOI?

One drawback of an LOI is that, once signed, the seller may lose the ability to actively market their property to other potential buyers. If negotiations fall through, the seller loses both time and potential opportunities with other interested parties.

How long is an LOI valid for?

Typically, a buyer's Letter of Intent (LOI) is open for acceptance for a duration ranging from 72 to 96 hours, and in some cases, it may extend to one or two weeks.

Is LOI mandatory?

In legally binding agreements between two parties, an LOI is often required before finalising the contract. Although an LOI is not inherently binding, it serves as an indicator of the parties' serious commitment to reaching an agreement that will be legally enforceable.

(With inputs from Harini Balasubramanian)

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Dhwani is a content management expert with over five years of professional experience. She has authored articles spanning diverse domains, including real estate, finance, business, health, taxation, education and more. Holding a Bachelor’s degree in Journalism and Mass Communication, Dhwani’s interests encompass reading and travelling. She is dedicated to staying updated on the latest real estate advancements in India. Email: [email protected]

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