cover letter for landlord sample

Rental Cover Letter: Sample Letter to Rent an Apartment

In 2020, there were 43 million renters . With a high demand for apartments and houses and limited supply, it is difficult to secure the exact place you want to rent. In a highly competitive rental market , how do you stand out from other renters and snag the perfect place? Write a rental cover letter.

Yes, you read that right! We suggest including a rental cover letter with your rental application to help your application shine compared to other potential tenants. We’ll explain why you should write a rental cover letter and we’ll even include a sample letter that you can use.

Why write a rental cover letter

Typically, you’d include a cover letter with a job application to summarize your past experiences, highlight your best qualities and advocate for why you deserve the job. Well, the same is true for the housing market. Including a rental cover letter can help you stand out from other applicants and leave a lasting impression with the landlord, especially in cities or neighborhoods where there are fewer rental vacancies.

While it’s not required to include a rental cover letter with your rental application, it’s an extra step you can take to show the landlord that you’re serious about wanting to rent from them and provide additional context about who you are and why you’d be a stellar tenant.

Criteria landlords look for

When landlords are sifting through rental applications, there are a few things they look for to help them decide who they should pick. Landlords look at:

• Credit history
• Employment history
• Rental history
• Background check

Remember — landlords want to rent apartments or houses to someone who will pay the rent on time, keep the property in tip-top condition and be a polite neighbor. All of these things usually go into the rental application itself, but a rental cover letter is an extra opportunity for you to showcase that you’ll be an ideal tenant.

It’s especially important when renting because you’ll likely have your own yard to maintain and be living next to other renters or homeowners that you’ll want to impress.

Things to include in your rental cover letter

So, what exactly should you include in your rental cover letter? Here are a few things to consider including and how they may help you out in your hunt for the perfect place to rent.

Highlight your employment history

Because landlords want to rent to people who have a steady income and will pay the rent on time each month, providing more information about your employment history can help you out. For example, you could share how many years you’ve worked at the same place which will show that you’re a reliable, steadily-employed person.

Share your hobbies

To show a bit of your personality and humanize your application, you could include your hobbies and share what you like to do on the weekends and in your free time in your rental cover letter. This is appealing to landlords who rent houses and apartments because they’ll care about how you’ll interact with the other people in the neighborhood.

Discuss your philosophy on what makes a good neighbor

Everyone wants to live next to good neighbors. In your sample letter, you could include a story about how you’ve connected with neighbors in the past to showcase that you’re the ideal neighbor.

Explain why you want to live in this home and neighborhood

If this is the perfect home for you, share that in the rental cover letter. Share specific examples of why you chose this apartment or house and neighborhood. Those details will show that you truly care.

All of this is optional, but sharing these details will highlight who you are and help personalize your application. It’s also important to remember that under the Fair Housing Act , landlords cannot discriminate based on race, color, national origin, religion, sex, familial status or disability. You do not need to include any of this information in your rental cover letter.

Sample letter to rent a house or apartment

This sample letter is an easy-to-use template that you can use when drafting your own rental cover letter. Simply fill in the blanks and customize as needed.

Download a PDF of the cover letter template Download a Word Doc of the cover letter template

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

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

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

Dear (Landlord name),

My name is (Your name) and I’m writing to you because I’m very interested in renting the home that’s available at (Address or property name). I was particularly interested in this place because (Reasons you want to rent there).

I currently am a renter at (Current address) but am eager to move because (Reason for wanting to move).

I’m sure you receive several rental applications each day, so I wanted to take some time to help you get to know me a little better and show you why I’m the best applicant for this vacancy.

• (Highlight of employment history)
• (Rental history highlight)
• (Something about your hobbies, passions or interests)
• (Note about how you’re a good neighbor and tenant)
• (Quote from a reference about your character)

Based on these facts listed above, I think you’ll find that I’m a reliable, good neighbor and tenant who will pay my rent on time, keep the apartment in mint condition and communicate easily with you about any and all needs.

Please feel free to reach out to my references or to me personally with any questions or concerns you may have. I’m eager to rent from you and look forward to your decision.

Thanks for your consideration,

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

Stand out from the competition

Finding and securing a place to rent is difficult, so you want all the tips and tricks you can get. By writing a rental cover letter, you’ll be one step ahead of other potential renters and will be one step closer to moving into your new home.

Sage Singleton is a freelance writer with a passion for literature and words. She enjoys writing articles that will inspire, educate and influence readers. She loves that words have the power to create change and make a positive impact in the world. Some of her work has been featured on LendingTree, Venture Beat, Architectural Digest, Porch.com and Homes.com. In her free time, she loves traveling, reading and learning French.

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Landlord Cover Letter Example

Writing a cover letter for a landlord position can feel like a challenge, but with a few tips and an example letter, you can craft a successful and professional letter. A well-written cover letter can be crucial for standing out from the competition and significantly increasing your chances of securing the job. This guide will provide all the knowledge and resources you need to create an effective and comprehensive letter that will get you noticed and considered for the position.

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Landlord Cover Letter Sample

Dear [Landlord],

I am writing to express my interest in renting [Apartment Address]. I understand that you recently made it available and it has all the features and amenities I am looking for in a home.

I have been living in [Current Address] for the past [length of time] and have been a renter in good standing since then. I am employed full- time as a [Job Title] and make an annual salary of [annual salary]. I believe my financials demonstrate that I am a responsible tenant who is able to make rent payments on time.

In addition to my financials, I am an excellent tenant who values cleanliness, respect for the space, and staying within the confines of the rules and regulations set by the landlord. I am also a keen communicator and would be more than happy to address any concerns you may have.

I am confident that I would be a great addition to your tenant pool and look forward to hearing from you to discuss the rental agreement.

Thank you for your time and consideration.

[Your Name]

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What should a Landlord cover letter include?

A landlord cover letter should include several key elements in order to be effective and stand out to potential tenants.

• A professional greeting – Start your letter by introducing yourself, the property you are representing, and your position as the landlord.
• A brief introduction – Summarize your rental property, such as the size, location, and amenities.
• Reason for writing – Explain why you are sending the cover letter, such as providing details about your rental property and why you believe it would be a great fit for a potential tenant.
• Your qualifications – Include any professional certifications or landlord experience that you have that would make you a good landlord.
• Desired outcome – Clearly state what you want from the prospective tenant, such as the type of lease agreement you would like to enter into or any requirements for the tenancy.
• Contact information – Provide your contact information so the tenant can reach you with any questions.
• Closing thoughts – Thank the recipient for their time and consideration, and encourage them to reach out to you if they have any questions.

Landlord Cover Letter Writing Tips

Writing a cover letter is a great way to show potential landlords that you are serious about renting their property. A well- crafted cover letter can make a landlord more likely to consider your rental application. Here are some tips to help you write an effective cover letter when applying for a rental property:

• Provide an introduction that explains who you are and why you are interested in renting their property.
• Describe your rental history in detail. Explain how long you have been renting, any issues you may have had as a tenant, and any rental references you may have.
• Explain why you would make an ideal tenant. Focus on your positive qualities and why you are a reliable tenant.
• Provide evidence of your ability to pay rent. Include a copy of your bank statements or other financial documents that show you have the means to pay rent.
• Show that you understand the landlord’s policies. Read their rental agreement and explain how you will abide by their rules.
• Reference any documents that you have attached.
• Include a polite closing. Thank the landlord for considering your rental application.

By following these tips, you can write an effective cover letter to help you stand out from other applicants. Make sure to double- check your letter for any errors before sending it to the landlord. Good luck!

Common mistakes to avoid when writing Landlord Cover letter

Writing a landlord cover letter can be tricky as there are many factors to consider when crafting a good one. To ensure you create an effective and professional letter, here are some common mistakes to avoid:

• Not customizing the letter: A general, generic cover letter won’t cut it when writing a landlord cover letter. Your cover letter should be tailored to the specific property and the landlord’s needs. Include information about why you are the perfect fit for the property and the type of tenant they’re looking for.
• Not including enough detail: Your cover letter should include enough detail to give the landlord a clear picture of who you are. Include information about your employment and financial status, current residence, and other relevant background information.
• Not making a personal connection: Whenever possible, make a personal connection with the landlord. Mention any mutual connections you may have, or any experiences you’ve had in the past that might be of interest to the landlord.
• Not proofreading: As with any written document, it’s important to proofread your cover letter for typos and grammar mistakes. Spelling errors and incorrect punctuation can give the landlord a bad impression, so make sure your cover letter is error- free.
• Not following instructions: Make sure you follow all the instructions given by the landlord. If there’s a specific format for the letter or additional information that needs to be included, make sure you follow the instructions to the letter.

By avoiding these common mistakes, you can ensure that your landlord cover letter is effective and professional. With a well- written letter, you’ll have a better chance of getting the property you want.

Key takeaways

Writing an impressive landlord cover letter can be a daunting task, but following these key takeaways will help you to craft the perfect letter and make sure that your application stands out from the competition.

• Demonstrate your passion for the field: Show your enthusiasm for being a landlord by talking about why you’re interested in the position and what unique skills you can offer.
• Highlight your relevant experience and achievements: A cover letter is a great opportunity to show off your career accomplishments. Talk about any relevant experience you have in property management, customer service, or conflict resolution.
• Emphasize your communication skills: Landlords must be able to communicate effectively with tenants and other stakeholders, so make sure to showcase your strong communication and interpersonal skills.
• Explain why you’re the perfect fit: Use your cover letter to explain why you’re an ideal candidate for the position. Talk about your experience, knowledge, and commitment to providing quality customer service.
• Keep it concise and to the point: Landlord cover letters should be kept to a maximum of one page. Avoid adding unnecessary details and stick to the facts.

Frequently Asked Questions

1.how do i write a cover letter for an landlord job with no experience.

Writing a cover letter for an landlord job, even with no experience, can seem daunting. But don’t worry! The key is to focus on your transferable skills and any relevant academic experience that can make you a great fit for the role. Start by introducing yourself and your interest in the position. Explain why the job is a good match for your skills and experience, and emphasize the qualities that make you a great candidate. Include references to any relevant certifications or awards you have received, and mention any volunteer or organizational activities where you have held a leadership role. Finally, express your enthusiasm for the opportunity and your commitment to being an effective landlord.

2.How do I write a cover letter for an Landlord job experience?

When writing a cover letter for an landlord job with experience, focus on your knowledge and expertise in the field. Give concrete examples of how you have used your skills to help landlords succeed. Include specific details about projects or accomplishments you have achieved, and explain how your experience can be beneficial for the landlord in their job. Be sure to emphasize how your skills and abilities can help them achieve their goals and objectives. Make sure to conclude your letter with a call to action, encouraging the reader to contact you for an interview.

3.How can I highlight my accomplishments in Landlord cover letter?

When highlighting your accomplishments in a landlord cover letter, be sure to clearly explain the impact that your achievements had. Have examples to back up your claims and be sure to focus on results. Detail the steps you took to accomplish a task and explain the outcomes. Share any awards or commendations you have received related to your work, and provide evidence of your leadership abilities. Showing the reader that you have tangible successes in the field will demonstrate your value as a landlord.

4.What is a good cover letter for an Landlord job?

A good cover letter for an landlord job should emphasize your qualifications and experience in the field. Begin by introducing yourself and explaining why this job is a good fit for your skills. Focus on your unique qualifications and emphasize the qualities that make you a great candidate. Include concrete examples of successes you have achieved in previous roles, and provide evidence of your leadership abilities. Demonstrate your knowledge of the landlord’s needs and express your enthusiasm for the opportunity. Finally, end your cover letter with a call to action, asking the reader to contact you for an interview.

In addition to this, be sure to check out our cover letter templates , cover letter formats ,  cover letter examples ,  job description , and  career advice  pages for more helpful tips and advice.

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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.

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Rental application cover letter Tips to standout

• 12 Jun 2023
• By James Price

Rental application, Cover letter, tips

A cover letter is a crucial aspect of your rental application process, as it gives you the opportunity to make a positive first impression on the property manager or landlord, also known as the lessor. It showcases your personality, work history, and lifestyle.

A cover letter can greatly impact the decision on whether you are given the tenancy. In this article, we will provide you with valuable tips on how to write an outstanding rental cover letter that will help you stay a step ahead of the crowd.

What is a cover letter for a rental property?

A cover letter for a property available to rent, also known as a renter cover letter, is a document that accompanies your application for the property, explaining why you would make a great tenant.

This letter serves as an introduction to the lessor and gives you the chance to showcase your personality, work history, and lifestyle. A well-written renter cover letter can help you get a step ahead of the competition and increase your chances of being approved for the property you desire.

Why do I need a renter cover letter?

A renter cover letter is an excellent way to make a positive first impression and demonstrate your professionalism to the lessor. It's the perfect way to introduce yourself and your suitability for the rental.

Advantages of a cover letter

By including a cover letter, you are showing that you are taking your application for the rental home or apartment seriously and are willing to go the extra mile to secure your desired property. This can set you apart from other renters and increase your chances of being approved. There can be a lot of prospective tenants, especially in a competitive market, making it crucial to stay a step ahead in any way you can.

Who reads a rental cover letter?

Home rental applications are typically read by a property manager or lessor who is responsible for screening potential tenants and making decisions on who to rent to. This person will evaluate your renter cover letter and ultimately decide if you are fit for the property.

Is there a criteria lessors look for?

Yes, there are certain criteria that property managers and landlords look for when evaluating applications from potential renters. Some of these include:

· Stable employment status and history

· No history of eviction

· No criminal record

· Ability to pay rent on time each month

· Positive rental references

By including this information in your application, you can demonstrate to the lessor that you meet their criteria and would make a responsible and reliable tenant.

Things to include in your rental cover letter

1. Introduction: Start your cover letter by introducing yourself and your reason for applying for the rental property.

2. Lifestyle: Provide a brief description of your lifestyle and why you are looking to move. If you are planning on sharing the house with family or housemates, introduce them as well.

3. Employment History: Summarise your past occupations, including your current job and how long you have been in your current position. This will demonstrate your stability and ability to pay rent on time.

4. Hobbies: Share your hobbies and interests. This can help the lessor get to know you on a personal level and can set you apart from other applicants.

5. Thoughts on Good Neighbors: Discuss your thoughts on what makes a good neighbor and how you plan to be an active member of the community.

6. Rental References: Provide the names and contact information for at least two previous lessors who can provide a positive reference for you as a tenant.

How to format a rental cover letter?

Like most application forms, following a clear and concise format can help leave a lasting impression. When writing a rental cover letter for a rental application, it is important to present yourself in a professional and organised manner. Start by including your contact information, followed by the date and the lessors information. Be sure to use a clear and legible font, such as Arial or Times New Roman, in a font size of 12 points.

In the first paragraph, introduce yourself and state the reason for your letter. Mention the specific property you are interested in and what about the property appeals to you.

In the second paragraph, highlight your job history, including your current position and how long you have been employed there. If you have any relevant work experience, such as property management or customer service, be sure to mention it.

In the third paragraph, discuss your hobbies and interests and how they fit in with the community you are applying to live in. For example, if you enjoy outdoor activities and the property you are applying for has a pool, mention that you look forward to spending time by the pool with your family.

In the fourth paragraph, discuss what you believe makes a good neighbor. Explain that you value a peaceful and respectful community and that you take pride in maintaining your living space.

In the final paragraph, include any rental references you have, including previous lessors and you have any personal references, such as friends or coworkers, who can speak to your character. Feel free to include them as well.

When concluding your cover letter, thank the property manager or landlord for considering your application and express your eagerness to hear back from them. Be sure to sign your name in ink, and include a copy of your application for the property.

Tips for writing a winning rental cover letter

1. Customise your rental cover letter: Each application is unique, so it is important to tailor your letter to each property you are interested in. This will show that you have taken the time to research the property and that you are genuinely interested in becoming a tenant.

2. Use a Professional Tone: Make sure to use a professional tone when writing your cover letter. Avoid using slang or overly casual language. Address the lessor by their proper title, such as Mr. or Mrs., and use proper punctuation and grammar throughout the letter.

3. Showcase your personality: While it is important to be professional, don't be afraid to showcase your personality and let your character shine through. This can help the lessor get to know you on a personal level and can set you apart from other applicants.

4. Be concise: Keep your cover letter short and to the point, focusing on the most important information. Aim for around 200-300 words, and avoid repeating information that is already included in your application.

5. Showcase your Responsible Nature: Landlords and property managers want to rent to tenants who are responsible, trustworthy and reliable. Highlight your responsible nature by discussing your previous rental experience, any positive feedback from previous lessors, and your ability to pay rent on time.

6. Explain Your Personal and Professional Goals: Lessos wants to rent to tenants who have a stable and long-term plan. Explain your personal and professional goals in your cover letter, and how renting the property fits into your long-term plans. This can give the lessor confidence that you will take care of their property and stay for a longer period.

7. Offer to Provide Additional Documentation: Offer to provide additional documentation such as employment contracts, pay stubs, and bank statements to support your application. This shows that you are proactive and willing to go the extra mile to secure the rental.

8. Close the Letter on a Positive Note: End your cover letter on a positive note by expressing your gratitude for the opportunity to apply for the rental and your excitement about the potential of living in the property.

9. Proofread and Edit Your Cover Letter: Before submitting your letter, make sure to proofread and edit it for grammar, spelling and formatting errors. A well-written and professional letter can help you stand out from other applicants and increase your chances of securing the rental.

Additional tips for securing the rental property

1. Follow Up with a Phone Call

After submitting your rental application and cover letter, follow up with a phone call to the lessor to inquire about the status of your application. This shows that you are interested in the property and that you are proactive in your search for a new home.

2. Be Prepared for an Interview

If your cover letter and application are well received, you may be asked to come in for an interview. Be prepared to discuss your employment history, lifestyle and other relevant information in detail.

3. Ask Questions During the Interview

During the interview, be sure to ask the landlord or property manager any questions you may have about the property or their expectations for tenants. This shows that you are engaged and interested in the rental process.

4. Follow-Up After the Interview

After the interview, follow up with a thank you note or email to the landlord or property manager. This will help keep your application at the forefront of their mind and show that you are still interested in the property.

5. Know Your Rights as a Tenant

It is important to familiarise yourself with your rights as a tenant, including your right to privacy, the right to a safe and habitable living environment, and the right to access certain amenities, such as a swimming pool or laundry facilities.

6. Be Patient

The rental process can take time, so be patient and keep your options open. If you are not selected for the property you applied for, don’t be discouraged. Keep searching for other properties and continue to improve your application materials to increase your chances of success.

First impressions count and a well-written cover letter can be the key to securing the perfect apartment or house. By showcasing your personality, providing a detailed employment history, and highlighting your interests and values, you can set yourself apart from other applicants and increase your chances of landing the rental. Remember to be professional, thorough, and patient, and you will be well on your way to finding your dream rental.

Are you planning on moving into a property with pets? Read about the laws regarding pets in rental properties here . Have another question relating to property managers? Search your query through our extensive library here .

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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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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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What is a Renter Cover Letter?

Help boost your potential to access competitive rental housing markets..

Lauren Maier

October 25, 2019

A renter cover letter is a letter written by wannabe renters for potential future landlords or property management companies. Rental cover letters are meant to showcase a renter's character and best attributes to boost their reputation and odds of getting the desired lease.

What to include in a renter cover letter

Rental cover letters should help convince a potential landlord or property management company that you are the best person to fill their unit. Provide examples that showcase your reliability, professionalism, lifestyle preferences that are similar to those of other renters and people in the community, or examples of how you have contributed to communities in the past.

It's also a good idea to include this like employment history, credit history and several references in your letter. Landlords aim to ensure their tenants are responsible and will take care of the property, follow the rules and pay rent and fees on time.

Credit and employment history will convince landlords that you're able to pay your rent and are reliable when it comes to paying your bills on time.

Make sure you add these details to your renter cover letter

• Information about yourself that showcases your professionalism and responsibility
• Positive histories like employment and credit
• A list of references who will attest to your character

When to write a renter cover letter

Rental cover letters are not always required, but writing one — especially when you're vying for a rental property in an especially competitive market — couldn't hurt your chances. Do some market research to determine how competitive the housing market is in your area. If it is, try to bolster your appeal to landlords with a letter.

Letters are worth the effort

Even if a rental cover letter is not required, writing a letter for your potential landlord can give your application an edge and help you secure your ideal living space in a competitive market.

With the guidelines outlined here, you'll have a great cover letter in no time — and the new apartment you've been trying to get into.

Additional resources

• Sample Letter: Renter Cover Letter
• Sample Letter: Renter Resume
• The Rental Application Process: What to Expect When Applying for an Apartment
• Who to Pick as a Referral for Your Apartment Application
• Apartment Application: Items You'll Need

About The Author

Lauren Maier entered the world of freelancing shortly after graduating from Florida State University with a degree in Editing, Writing, & Media in May 2018. Originally hailing from Fort Lauderdale, Lauren recently moved to Atlanta where she works in content creation and enjoys all the city has to offer in her spare time.

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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Tenant Screening Tip: The Rental Application Cover Letter

by TVS | Feb 12, 2018 | Rental Forms

The rental application is a fundamental tool for landlords when it comes to finding the right tenants. But an application is only as good as the information contained in it. One way to obtain the best information — and weed out bad tenants — is for the landlord to attach a cover letter that explains the significance of the rental application.

Here are some tips for drafting the rental application cover letter:

Many property managers use a form letter or instruction sheet as a transmittal for the rental application. While this format looks official and sets a firm tone, using one of these forms is not always the most effective strategy.

Instruction sheets often are generic, with multiple check-off boxes. Not only is this confusing for the applicant, but it’s impersonal, which can discourage complete answers. Also, these forms can be intimidating. For instance, if the first line of the form is a list of all the personal documents the tenant must hand over, along with a demand for money, the applicant may become defensive. That resistance only encourages omissions and sketchy answers on the application, and turns off the best rental applicants. A letter format allows for a more personal, welcoming introduction, like:

“Thank you for your interest in the rental property located at 123 Main St. This is our rental application. Before you get started, let me explain how our process works.”

That makes the landlord’s subsequent demands more palatable — and less like a slap in the face.

The most important point to make in the cover letter is that the application is a legal document, and failure to provide complete and honest answers will be considered fraud. That can lead to the application being rejected, and may be a crime. Explain that the tenant will be asked to verify with a signature that the information is true and complete, and that each item will be verified. Warn the applicant that even if the application is approved, if it is based on false or misleading information, the tenancy may be terminated. This information should be one of the first things the applicant reads in the cover letter, and the applicant should read it before beginning to complete the application.

Explain that each adult occupant must complete a separate application based solely on that individual’s information.

Let applicants know they will be asked to consent to a tenant background check which will include a credit check, eviction and criminal histories, and confirmation of references. If the landlord cannot get in touch with the references, applicants must facilitate the reference process or the application may be denied. This will discourage applicants who were planning to bluff their way into the property by listing references who they know are unavailable.

Provide contact information and encourage the applicant to get in touch with any questions regarding the leasing process. Be approachable. Open communication will encourage truthful answers and sets the stage for a successful landlord-tenant relationship.

This post is provided by Tenant Verification Service, Inc. , helping landlords reduce the risks of renting with fraud prevention tools that include Tenant Screening , Tenant Background Checks , (U.S. and Canada), as well as Criminal Background Checks , and Eviction Reports (U.S. only).

Click Here to Receive Landlord Credit Reports .

Disclaimer: The information provided in this post is not intended to be construed as legal advice, nor should it be considered a substitute for obtaining individual legal counsel or consulting your local, state, federal or provincial tenancy laws.

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Rental Application Cover Letter

Rating: 5 - 2 votes

This Rental Application Cover Letter can be used by one or more tenants that are applying to rent a residential property such as a house or apartment .

In today's competitive rental market, landlords are often overwhelmed with rental applications. Tenants need to make an effort to stand out from the pack, and landlords are on the lookout for tenants that are well organised and professional . A cover letter is the first thing the landlord will see , so it is important that tenants take the time to prepare a high quality cover letter. This document will help tenants to do that.

The letter allows the tenants to present themselves in a professional and appealing manner. It gives them the chance to summarise their situation such as in relation to employment and previous rental properties, and it also lets them list the various documents that they may be providing to the landlord (such as a Rental Application Form , references, copies of payslips, and credit checks).

How to use this document

In this letter, tenants can enter their crucial information such as their personal contact details and information about their employment or other sources of income . They can summarise their rental history and list all of the documents that they are providing to the landlord.

If they have rented properties in the past, then many tenants get their previous landlords to provide a reference using our Rental Reference document. These references can then be attached to this letter.

In addition, many landlords require tenants to prepare a rental application form using our Rental Application Form for Residential Property . This application form can also be attached to the letter. Even if the landlord has not asked for it, many tenants choose to prepare a rental application form anyway , as it helps their application to stand out and impress the landlord .

Tenants may also attach copies of some recent payslips , to show the landlord that they earn enough to cover rent.

Many tenants also obtain a credit report from a reporting agency such as Equifax , and attach a copy of this credit report with the letter.

Once the letter and other attachments have been prepared, the tenant can provide them to the landlord, either by email, post or in person. If the landlord uses a property manager, then they can be delivered to the property manager on the landlord's behalf.

If the landlord or property manager has specified a particular procedure that tenants should use to apply for the property, then tenants should follow this procedure. For example, some landlords have specific forms that they want tenants to fill out, or other specific information that they want tenants to provide.

Applicable law

Each state and territory also has its own legislation regarding residential tenancies.

Further information or legal assistance, particularly in relation to residential properties is available from consumer affairs offices, tenant unions or tenant advice services in each state and territory. Community legal centres may also provide assistance.

In some cases, real estate agents may be covered by the Privacy Act 1988 (Commonwealth) . For example, if they have an annual turnover of more than $3 million then they may be covered. Or if they opt-in to the Privacy Act 1988 (Commonwealth) then they will be covered. If the Privacy Act 1988 (Commonwealth) applies, then there will be restrictions in relation to what sort of information can be collected and how it should be handled. The Office of the Australian Information Commissioner provides further information.

How to modify the template

You fill out a form. The document is created before your eyes as you respond to the questions.

At the end, you receive it in Word and PDF formats. You can modify it and reuse it.

A guide to help you: How to Send a Letter

Other names for the document:

Cover Letter for Rental Application, Letter to Apply for Rental, Letter to Apply for Tenancy, Letter to Apply for Property Tenancy, Cover Letter for Tenancy Application

Country: Australia

Housing and Property - Other downloadable templates of legal documents

• Request for a Rent Payment Extension or Discount for Residential Lease
• Rent Increase Notice
• Letter to Neighbour About Nuisance
• Letter to Request Return of Residential Tenancy Deposit
• Tenant's Letter Giving Notice to End Tenancy
• Rent Receipt
• Late Rent Notice
• Licence Agreement - Holiday Rental
• Roommate Agreement
• Rental Reference
• Rental Application Form for Residential Property
• Letter Offering Lease Renewal
• Rent Reduction Notice
• Letter Confirming Receipt of Deposit
• Letter Refusing to Return the Deposit at the End of Tenancy
• Tenant Maintenance Request Letter
• Letter Reporting Hidden Defects in a Rented Property
• Other downloadable templates of legal documents

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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The Renter Cover Letter Toolkit

April 7, 2022

The affordable rental housing crisis in Ontario has forced many people to compete for the few places they can afford. Renters shouldn’t be forced into such situations, but many wonder how to make their rental application stand out. One way to do this is by including a renter cover letter with your application.

Before writing your renter cover letter, it’s important to understand how some information that you provide could be used to discriminate against you, potentially leading to a rejection of your rental application.

To help avoid discriminatory outcomes, the Canadian Centre for Housing Rights (CCHR) has developed this toolkit, including two cover letter templates, to help you put your best foot forward, while avoiding some of the pitfalls that can impact your rental application.

• What a renter cover letter is and why it can help.
• Types of information landlords are allowed to request from prospective tenants .
• Types of information that could lead to a discriminatory outcome.
• What to do if you are asked discriminatory questions.
• Types of information that you may want to include or exclude from your letter.
• Two renter cover letter templates

1. What a renter cover letter is and why it can help

A renter cover letter is a way to introduce yourself to a landlord, and to tell them what makes you the tenant they should consider.

Our sample letters outline the types of information that landlords often request from prospective tenants, as well as some helpful information that you may want to provide to help your application stand out:

Contact information

• Your rental objective
• Information about yourself

Rental history and references

Credit history

Proof of income

Unfortunately, there are very few affordable rental homes in Ontario for those living on lower incomes. Many renters are forced to compete with one another for the few places they can afford. Renters should not be forced into such situations, and the long-term solution is for our governments to solve the housing crisis and provide more deeply affordable housing options.

In addition to a lack of affordable housing, discrimination in housing is also unfortunately still present in Ontario. Sometimes, landlords’ or property managers’ prejudices can lead them to deny an apartment to a household inappropriately.

It is important to note that a cover letter will not change discriminatory behaviours or systemic discrimination. Ending discrimination on a systemic level requires cultural shifts in attitudes and better legal protections.

In the meantime, as we work to bring about systemic change, CCHR has designed this renter cover letter toolkit to help you put your best foot forward, while potentially avoiding some of the pitfalls that can impact your application to rent. You should consider our templates as rough guides which should be personalized with the information you are comfortable providing.

2. Types of information that landlords are allowed to request from prospective tenants

The Human Rights Code prohibits discrimination on many grounds, and it also provides rules on what a landlord is allowed to ask a renter about, with the aim of reducing discrimination.

The Code makes it illegal for landlords and property managers to discriminate against renters on the grounds of race, ancestry, place of origin, colour, ethnic origin, citizenship, creed, sex, sexual orientation, gender identity, gender expression, age, marital status, family status, disability and the receipt of public assistance. It is unlawful to discriminate against people in these groups even when they are applying for a place to rent.

In CCHR’s 2009 report, Sorry, it’s Rented , we found that discrimination in housing was widespread, affecting 14% to 34% of renters looking for a home to rent. Our study also found that where renters are members of more than one minority group, they face greater discrimination.

At the same time, the Code protects tenants by stating that, according to law, landlords are only allowed to ask potential renters for :

• credit references
• rental history information
• credit checks

A credit reference is often a credit check but could also be a letter from a lender or acquaintance who can speak to a tenant’s credibility. Landlords are also allowed to ask about income information – but only after asking about the first three pieces of information. Income information can include information about the amount, source and steadiness of a potential tenant’s income .

3. Types of information that could lead to a discriminatory outcome

Sometimes, even the information that landlords are explicitly allowed to request can be used in a discriminatory way. For example:

• Credit checks can have a discriminatory effect on recent immigrants or young people, who won’t have a significant Canadian credit history.
• The income source can reveal that someone receives public assistance.
• The income amount can lead to landlords applying rent to income ratios; however, rent to income ratios have been found to be discriminatory against large numbers of disadvantaged people, in part because these ratios do not take into account all the various resources that renters may have at their disposal.

So, while landlords may use this information in deciding who to rent to, they must take care to not apply the information in a way that tends to systematically exclude particular groups. This can be especially true in places with a shortage of housing options, where landlords can choose who to rent to within a large pool of applicants.

4. What to do if you are asked discriminatory questions

A landlord is not permitted to use information about a protected characteristic (like gender, disability, sexuality, race or whether an applicant receives public assistance) to deny someone a place to rent. They also should not ask questions that give them information about those traits. If a landlord does ask a question that suggests they may illegally discriminate, you can use several potential responses.

• Point out the discriminatory conduct and decline to answer . If you are asked a question dealing with any of the grounds of discrimination you can highlight to the landlord that the question seems irrelevant or discriminatory and that you would prefer not to answer that question.
• Answer the question . It is an option to simply answer the question.
• Evade and deflect – change the topic . If you are asked whether you receive social assistance, you might say something like, “My income is very steady, I am great at budgeting and have never missed a rent payment. What are the available methods to pay rent?”

Since landlords should not ask discriminatory questions, some advocates say those landlords are not owed a truthful answer. The decision of whether to be deceitful during the tenancy application process is a matter of individual conscience; however, there are risks to lying during a tenancy application and CERA does not condone being deceitful. Tenants thinking about being dishonest during a tenancy application should get legal advice about the risks of doing so.

In any of the above situations, it is prudent to take notes about the questions that you are asked so that you have evidence if you later want to complain about discriminatory conduct.

5. Types of information you may want to include or exclude from your letter

Since it is difficult to find an affordable place to live, renters should consider what type of housing search will work best for them. A renter who provides only the basic information that landlords are allowed to request under the Human Rights Code may be protected against discrimination, but they may have a harder time convincing non-discriminatory landlords to rent to them. In these instances, you may want to opt to provide more information, but this may lead to rejection of your application for discriminatory reasons, which is often hard to prove. Deciding what information to share is a very personal decision.

To account for this, we have produced two cover letter templates that can be adapted for many situations.

The following are key types of information that we have included in our templates.

Make sure to include your own email address and phone number, and any other contact information you are comfortable sharing.

Rental objective

This should be a brief 2-3 sentence statement about your goals in looking for a new rental. Talk about what you’re looking for, what your long-term goals are and why you are a good fit to live in this rental unit.

This section is where you can introduce yourself. You can talk about your background and why you are moving, and if you have any pets or roommates. Try to include flattering information that makes you stand out, like being someone who is quiet, tidy and responsible. You may also include any accessibility accommodations you may need; however, this information could be used in a discriminatory way, and so you may choose to leave out this information.

Include details about your rental history, including address, relevant dates, rent, and reasons for moving. Make sure you include your current / previous landlord’s contact information unless you do not want your new landlord contacting them. Include the names and contact information of 2-3 positive references. Former landlord references are best, but if those are not available, consider asking trusted employers, teachers or co-workers. You may also consider attaching a separate sheet with your rental history. Such a sheet may look like this:

My rental history:

Landlords are allowed to ask for credit references and credit checks. You can order your credit report and score for free from one of Canada’s two credit reporting agencies. Credit references can include letters from business partners, or others who have made loans to you, or any other information that shows the landlord that you will pay your rent and other costs regularly. If you get a credit report, you can include it with your resume.

Once landlords have asked for rental and credit references, they are also allowed to ask for income information. The Human Rights Tribunal has held that landlords can ask for information like the amount, source and steadiness of a potential tenant’s income . Including this information in your renter’s cover letter allows you to frame that information in a way that works best for you. At a minimum, you should provide the current income your household receives, anything beyond that is your choice to disclose. You can also provide proof of income or make it available upon request. Proof of income could include pay slips/stubs, or an employment letter; but it can also include three months of bank statements. Sensitive information like the account number or your expenses can be blacked out by for instance photocopying a version that you have crossed out with a permanent marker.

In your conclusion you can summarize your objective again: that you are a tenant looking for a good apartment and are best suited to live in this home.

6. Two Renter Cover Letter Templates

We have produced two cover letter templates that can be adapted for many situations. Check out our two templates and pick the one that is right for you:

Detailed template

This template includes lots of information that a landlord may request or be concerned with.

Basic template

This template includes the minimum information that landlords are allowed to request under the Human Rights Code.

Get the latest updates about the right to housing in Canada

Cover letter for rental application

Cover letters are not required in rental applications. However, it can be helpful to write a letter to the landlord introducing yourself and anyone else who will be living at the property. Note what you like about the property and why you would be a good choice as a tenant. See also Factsheet 2: Starting a tenancy .

[Your Name] 

[Current Address] 

[Landlord/Real Estate Agent’s Name] 

Dear [Landlord/Real Estate Agent’s Name], 

I am interested in renting your property at [Address]. 

I am currently living at [state where you are currently living] and I am looking for [type of house or apartment you need and are looking for]. 

I would really like to rent this property because [Indicate why you are interested in the property and why you want to live there, e.g. It is in a great location with a friendly local community].

I am a responsible renter. [State who you are as a tenant or renter, focussing on qualities that would make you someone they would like to rent to, e.g. I am responsible, mature, considerate, clean, respectful]. 

If you would like to discuss my application further please do not hesitate to call me at [your phone number] or send me an email at [your email address]

Thank you so much for considering my rental application. I am looking forward to hearing from you. 

Sincerely, 

[Signature] 

[Your Name]

[Your phone number]

[Your email address]

RELATED RESOURCES

• Factsheet 01: Residential Tenancies Act
• Factsheet 02: Starting a tenancy
• Factsheet 03: Bond
• Factsheet 18: Transfer and sub-letting
• Koori Tenants Factsheet 1: When you start renting

Sample letters

• Repairs before tenancy
• Rental history letter
• Character reference

Other resources

• Complaints to Fair Trading
• Easy Read factsheets
• Emergency accommodation info
• Financial assistance for renters
• International students resources
• New Renters Kit
• Rent Converter
• Renting with pets in NSW
• Share Housing Survival Guide
• Tips: Negotiating with the landlord
• Tips: Take photos when moving in or out
• Useful links – housing organisations, legal services, government
• Starting a tenancy

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3.6 RESOURCE: Cover Letter Template

Consider including a cover letter as part of your rental application, even though most landlords will not expect one. This template will help you write a cover letter that will hopefully increase your chances of being chosen as the successful applicant.

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How to Write A Letter or Email to Your Landlord – With 8 Samples

• Janine DeVault
• Apartment Living
• February 7, 2022

Whether you need to request repairs, complain about your neighbors, or make a simple request, writing a letter or email to your landlord can be beneficial in all kinds of different situations. 

In this article, we’ll walk you through some tips for writing your landlord and offer a series of sample templates you can use as guidelines for your own correspondence. 

Basic tips for crafting a successful letter or email

Any time you write a letter or email to your landlord, keep your language clear and concise to eliminate any potential for confusion. Include relevant details such as the date of writing, the dates of any instances referenced within the letter, and your contact information and unit number.

Depending on your reason for writing a letter, you may wish to cite the details of your lease or the tenant laws in your state. If your landlord is flaky, reminding him that you know your rights may be enough to spur him into taking action. 

To write or to email?  

Both posted letters and emails can be effective ways to communicate with your landlord, and in many ways they’re interchangeable. Email is faster, and allows you to keep a clear record of your communications. And it’s easy to keep multiple parties in the loop on one email conversation.

Mailing a letter can be a great way to reinforce your request or message, especially if your landlord has been unresponsive. Make sure to include your return address so your landlord has no excuse not to write you back.

Whichever communication method you choose, the sample letters below are designed to serve just as well as for email or a mailed letter.

Did you know? Rent doesn’t have to be paid in full on the first. With Flex , you can split your rent in two instead of paying your rent all at once. Click here to check it out .

Sample Templates

The following templates cover various common scenarios in which a letter to your landlord may be helpful or even required. Don’t be afraid to adjust your letter’s tone to best suit your relationship with your landlord.

Paying the rent late

A well-crafted letter explaining why your rent is late and offering solutions can be a powerful tool for staying on your landlord’s good side and lessening the penalties that typically accompany late payment. Use the following sample to craft a letter to your landlord regarding late rent payment.

For additional tips on managing this situation, check out our article on how to tell your landlord the rent will be late .

[Date] Dear [Landlord’s Name], I’m writing to inform you that my rent payment will be late this month. I was recently laid off from my job and won’t be able to make the payment on time. I have applied for unemployment benefits, but it may take up to 2 weeks before I receive my first payment. I can pay $500 on the due date, and I will pay the remainder of the rent as soon as I receive my first unemployment check. I’ve also picked up some freelancing gigs and am actively interviewing for new jobs to avoid this problem next month. Please let me know if this payment plan will work for you. I understand that my late payment may have negative repercussions on your financial situation, and I’m very sorry for the inconvenience. I’m working diligently to ensure this never happens again. Best Regards, [Your Name]

Intention to vacate

When you decide to move out of your apartment, you must give notice to your landlord. Check your lease agreement to see how many days of advance notice you are obligated to provide. If you have a good relationship with your landlord, you may wish to give early notice so he has plenty of time to find new renters.

In the letter, you should state the date you plan to vacate and remind the landlord that you wish to have your security deposit returned. You can offer to do a walk-through to assess the condition of the unit. Don’t forget to share your forwarding address so your landlord can get in touch with you in the future, if necessary. 

You can use the template below to craft your letter.

[Date] Dear [Landlord’s Name] I am writing to inform you that I will be vacating my rental at [rental address] on [date you will move out]. I’m confident that you’ll find the unit in excellent condition. As such, please send my refundable security deposit in the amount of $________  to the following address: [Your forwarding address] If you wish to discuss this or schedule a walk-through of the unit, you can reach me at XXX-XXX-XXXX. Best Regards, [Your Name]

Request for Security Deposit

In some states, your landlord isn’t required to return your security deposit unless you request it. Each state has different rules stipulating how long your landlord has to return your deposit. 

The following was written in the context of California law. Make sure to adjust the following template to conform to the laws in your state.

[Date] Dear [Landlord’s Name] I wish to request that you return my security deposit in the amount of $________, which I paid for the rental at [rental address].  I expect to receive my deposit within 21 days, as stipulated by California state law. I vacated my rental on MM/DD/YYYY and thus expect to have my deposit returned no later than MM/DD/YYYY. Please send payment to the following address: [Your forwarding address] If you have any questions or concerns, you can reach me at XXX-XXX-XXXX. Best Regards, [Your Name]

Contesting deductions from your security deposit

As long as you leave your rental unit in the same condition in which you found it (minus normal wear and tear ),  you are entitled to have your full security deposit returned. If your landlord determines that you’ve caused property damage that warrants repair, they may deduct from your deposit to cover those expenses. Unfortunately, some landlords may try to pull one over on you by making deductions that are excessive or unfair.

If you disagree with your landlord’s deductions from your security deposit you can dispute them. Do so in writing so there’s a clear paper trail.

Use the following template to craft your letter.

[Date] Dear [Landlord’s Name] I am writing to formally contest the deductions you made from my security deposit for the rental at [rental address]. Your deduction of $ _____ based on the claim that I left my rental “excessively dirty” is unjustifiable. I hired a professional cleaning service to clean the unit before I vacated and oversaw the work myself. I am confident the unit was left in impeccable condition. You will find the receipt for the cleaning attached to this letter.  Please send the remainder of my deposit, totaling $_______ to the following address within 7 days. [Your forwarding address] If I do not receive the payment by MM/DD/YYYY I will pursue legal action. If you have any questions or concerns, you can reach me at XXX-XXX-XXXX. Best Regards, [Your Name]

Request for Repairs

When it comes to repairs on your rental, it’s wise to create a paper trail of your requests in case there are ever issues regarding maintenance in the future.

In your letter, state the date the issue began, describe the problem in detail, and outline a timeline for arranging repairs.

If you have already requested maintenance and the issue is ongoing or has yet to be repaired, writing a letter is a great way to follow up and remind your landlord that you are still expecting a resolution. Don’t be afraid to pressure your landlord by referencing state laws or the terms of your lease regarding maintenance.

The following is a template you can use for a standard maintenance request. 

[Date]  Dear [Landlord’s Name] I am writing to inform you that the bathroom sink in my rental unit located at [rental address] has been leaking into the vanity cabinet since [date the issue started]. I have been unable to fix the problem on my own and request that it be evaluated by a professional. I appreciate your arranging to have this repaired as soon as possible. I can make myself available to let a technician into the rental any day this week after 2 PM. Please let me know when the technician will be arriving. If you wish to discuss this issue further, you can reach me at XXX-XXX-XXXX.  Best Regards, [Your Name]

Following up on request for repairs

In some instances, you may contact your landlord over the phone to request repairs rather than writing a letter, especially if the issue is urgent. In this case, it’s wise to write a follow-up letter confirming what you discussed to ensure that there is a record of the problem.

Use the following template to craft your own follow-up letter.

[Date] Dear [Landlord’s Name], I am writing to follow-up on the repairs we discussed over the phone on [MM/DD/YYY] As you know, on [MM/DD/YYY], the faucet in the kitchen sink of my unit, #_______, began leaking.  I contacted a plumber and had the faucet replaced. The cost of the repair came to $123.75.  As we agreed, I would appreciate it if you could send a check reimbursing me for that amount within 10 days. Thanks for your assistance with this issue.  Best Regards, [Your Name]

Vacating your rental due to uninhabitable conditions

When your landlord fails to keep your rental in inhabitable condition, they are violating the terms of your lease. If you find yourself in this situation, you can break your lease agreement and move out early without penalty. 

In your letter, detail the issues that render the unit unfit. Collect as much evidence as you can to support your claims in case your landlord disputes the issue. If you can provide photos and documentation as well as a record of communication with your landlord regarding the problems, it will all be helpful if the issue is ever escalated. 

Here’s a sample letter you can send to your landlord in this situation. Adjust the tone of the letter to suit your relationship with your landlord. 

[Date] Dear [Landlord’s Name], I am writing to inform you that I will be vacating my rental at [rental address] on [move out date]. As you are aware, my lease doesn’t expire until [MM/DD/YYYY] but I will be moving out early due to ongoing maintenance issues that render the unit uninhabitable.  I have reported the presence of black mold in the bathroom multiple times, first on [MM/DD/YYYY] and again on [MM/DD/YYYY] and the issue has yet to be addressed.  As you know, pursuant to California Civil Code Section 1942 , I am entitled to break my lease and vacate the rental free of penalty because the mold is a health concern. As such, I expect that you will forward my damage deposit in the amount of $_____ to the following address by [MM/DD/YYYY]. [Your forwarding address] If you wish to discuss this you can reach me by phone at XXX-XXX-XXXX. Best Regards, [Your name]

Complaint about neighbors sample letter

If noisy neighbors are causing you to lose sleep at night, it may be worthwhile to have your landlord intervene. 

Ideally, a civil conversation will be all it takes to come to a resolution, but in extreme cases, having noise complaint letters on file might assist your landlord in building a case for eviction.

Before you draft the letter, review your lease agreement to see what it says about noise issues . It may be helpful to quote the language on your lease in your letter to your landlord.

Below is a noise complaint template letter to help you get started.

[Date]  Dear [Landlord’s Name] I am writing to make a formal complaint about noise from the tenants in unit #_______.  My lease states that building quiet hours are between 10 PM and 6 AM. However, these neighbors are consistently playing loud music well past midnight. The noise is impeding my ability to sleep and thus my ability to do my job.  I have spoken with these individuals three times this month on [MM/DD/YYYY], [MM/DD/YYYY], and [MM/DD/YYYY], but the issue is still ongoing. I would really appreciate it if you could speak with them regarding the noise. If we cannot resolve this situation I will be forced to begin looking for a new apartment. Thank you in advance for attending to this matter. Best Regards, [Your Name]

A Final Word

There are countless scenarios in which a letter to your landlord can come in handy. Whether you’re making a complaint, seeking assistance, or following-up on a telephone conversation, a clearly written letter can help you resolve issues and advocate for yourself as a tenant.

Remember, letters create a paper trail for both you, your landlord, and others to refer back to time and again. In the off-chance that you ever end up in a formal dispute, you’ll be glad to have this record of correspondence to reference.

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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

Sample Lease Renewal Email To Landlord: Free & Effective

In this article, I’ll guide you through the process of writing a lease renewal email to your landlord, complete with customizable templates and personal tips gleaned from my experiences.

Key Takeaways: Understand the importance of lease renewal and its impact on your living situation. Learn step-by-step how to craft a professional and effective lease renewal email. Free Template: Utilize a customizable email template to communicate with your landlord. Gain insights into negotiating terms and conditions for lease renewal.

Step 1: Start with Research and Preparation

Before drafting your email, it’s important to do some homework:

• Review your current lease: Understand the terms, notice period, and any clauses relevant to renewal.
• Check market rates: Know the current rental trends in your area to negotiate effectively.

Step 2: Drafting the Email

Here’s a structure to follow:

• Subject Line: Be clear and direct, e.g., “Lease Renewal Request – [Your Name].”
• Greeting: Address your landlord or the property manager politely.
• Introduction: Briefly state your intent to renew the lease.
• Body: Discuss your terms, any requests or changes you’d like to propose.
• Closing: Express your willingness to discuss further and provide your contact details.

Sample Lease Renewal Email To Landlord

Subject: Lease Renewal Request – [Your Name]

Dear [Landlord’s Name],

I hope this message finds you well. I am writing to express my interest in renewing my lease for [Property Address], which is set to expire on [Lease Expiry Date].

Having enjoyed living in the property and appreciating its amenities and location, I am keen to continue my tenancy. I would like to propose a renewal for [Specify Duration] starting from [Proposed Start Date].

[Include any negotiation points or changes you wish to propose, such as rent amount, maintenance issues, etc.]

I am open to discussing the terms further and am reachable at [Your Contact Information]. Thank you for considering my request, and I look forward to your positive response.

Sincerely, [Your Name]

Step 3: Review and Send

• Proofread: Check for grammar and clarity.
• Timing: Send the email well before the lease expiry date, adhering to the notice period.

Negotiation Tips:

• Be Reasonable: Understand the landlord’s perspective and market conditions.
• Highlight Your Strengths as a Tenant: Mention timely rent payments and property care.
• Be Flexible: Show willingness to compromise and find a middle ground.

Conclusion and Comment Request

Renewing a lease can be a straightforward process with the right approach. This guide and template aim to help you communicate effectively with your landlord, fostering a positive landlord-tenant relationship.

I’d love to hear about your experiences or any additional tips you might have on lease renewals. Please share your thoughts in the comments below!

Frequently Asked Questions (FAQs)

Q: How Do I Politely Request a Lease Renewal from My Landlord?

Answer: In my experience, the key is to be courteous and direct. I usually start by expressing my satisfaction with the property and my desire to continue living there. 

Then, I politely inquire about the possibility of renewing the lease. For instance, I might write, “Dear [Landlord’s Name], I’ve genuinely enjoyed living at [property address] this past year and would like to discuss renewing my lease. Could we arrange a time to talk about this?”

Q: What Should I Include in a Lease Renewal Email?

Answer: Based on what has worked for me, I suggest being concise and clear. Include your name, the address of the rental property, and the dates of your current lease. 

I also mention any terms or conditions I’d like to discuss, such as rent adjustments or maintenance concerns. For example, “I am interested in renewing my lease for another year, effective [date], and would like to discuss the terms.”

Q: How Can I Negotiate Terms in My Lease Renewal Email?

Answer: Negotiating terms requires a balance of assertiveness and diplomacy. In my emails, I clearly state any new terms I’m seeking, like a rent reduction or permission for a pet. 

I make sure to explain my reasons and show understanding of the landlord’s perspective. For example, “Considering the current market rates and my timely rent payments over the last year, I would like to propose a slight reduction in monthly rent.”

Q: Should I Mention Repairs or Improvements in My Lease Renewal Email?

Answer: Absolutely, this is a good opportunity to address such issues. In my emails, I politely mention any necessary repairs or improvements that could enhance my continued tenancy. 

I usually phrase it like, “I’ve noticed the kitchen faucet has been leaking. Addressing this and a few other minor repairs would make renewing my lease even more appealing.”

Q: How Do I Handle a Rent Increase in the Lease Renewal Email?

Answer: Dealing with rent increases can be tricky. I usually acknowledge the proposed increase and express my concerns or negotiate a compromise. 

For instance, “I understand the need for a rent increase, but a 10% hike is quite steep for me. Could we perhaps meet halfway at 5%?”

Q: What’s the Best Way to End a Lease Renewal Email?

Answer: A positive and open-ended conclusion works best. I typically express my eagerness to continue the landlord-tenant relationship and invite further discussion. 

For example, “I’m looking forward to potentially another year at [address] and am open to discussing this further at your earliest convenience.”

Create your Europass Cover Letter

Europass helps you to develop a structured, consistent and professional cover letter guiding you through each step. You can create new cover letters or edit existing ones using the Europass tool to create and edit cover letters.

How does Europass help?

Europass will guide you step by step through the process to help you create a good cover letter with all the essential information. You can create, store and share cover letters in 31 languages , choose from different templates to customise your application and share them easily from your Europass Library . 

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How to write a good cover letter

A cover letter should highlight your motivation to apply for a specific job or opportunity, and demonstrate why you consider yourself to be the best candidate. Your cover letter should refer to particular examples in your CV and describe why these are relevant for the job vacancy you are applying for.

Read carefully

Read the vacancy notice carefully and highlight the skills that relate to the requirements of the position in your cover letter.

Use keywords

Use the keywords when you list your soft skills as mentioned on the vacancy notice (punctual, organised, team-player and so on).

Have short and clear paragraphs that show different aspects clearly.

Get to know the employer

Take time to research the employer to gain valuable insights into the culture of their organisation and make references in your cover letter to one or two key points.

Keep it short

You cover letter should not be longer than one page.

• First paragraph - why you are motivated to apply for the position,
• Second paragraph - how you are the most suitable candidate for the position, and
• Third Paragraph - why the company is a good match for you.

Use formal tone

Use a formal, polite tone and make sure there are no spelling mistakes.

Use simple fonts

Use simple non-decorative font styles, normal font-sizes (11-12) and optimal spacing (1 or 1.5).

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