application letter apartment

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

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.

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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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• How To Rent

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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The most commonly asked questions about apartment applications.

Applying for an apartment can be a tedious process, filled with paperwork, background checks, and uncertainties. To ease your journey, we’ve compiled a comprehensive list of the most commonly asked questions about apartment applications, along with detailed answers to each question.

Q: What documents do I need for an apartment application?

Answer: While requirements may vary, you typically need government-issued ID, proof of income (pay stubs, tax returns), and bank statements. Landlords often request references, so have those ready, too. Here’s a brief rundown of documents you may need when submitting an application for an apartment:

• Government-issued photo ID (e.g., driver’s license or passport)
• Proof of income ( pay stubs , bank statements, or tax returns)
• Rental history and references (contact information for previous landlords)
• A completed application form provided by the landlord

Q. How do I prepare my credit for an apartment application?

Answer: A key factor in the apartment application process is your credit history . To improve your chances of approval, start by checking your credit report for accuracy and disputing any errors you find. Pay off or settle any outstanding debts or collections, as this will reflect positively on your credit report. If you have a poor credit history or no credit history at all , consider offering a co-signer who can vouch for your financial responsibility. You can also write a letter of explanation to the landlord, addressing any past credit issues and explaining how you’ve taken steps to improve your financial situation.

Q. Can I apply for an apartment before seeing it in person?

Answer: Yes, it is possible to apply for an apartment without physically seeing it. In the digital age, many listings provide comprehensive photos, 3D virtual tours , and detailed descriptions. However, while online resources can give you a good sense of the property, it’s highly advisable to visit the apartment in person before signing a lease. This allows you to ensure that it meets your expectations and that there are no hidden issues, such as maintenance problems or neighborhood concerns.

Q. What are the fees associated with an apartment application?

Answer: Common fees include application fees, security deposits, and sometimes pet fees. Application fees cover background checks, and security deposits are refundable (typically after move-out).

Q: How do background checks affect my application?

Answer: Landlords use background checks to assess your rental history and criminal record. A clean record enhances your chances. If you have concerns, discuss them with the landlord in advance.

Q: What is the typical wait time for application approval?

Answer: The time it takes for an apartment application to be approved can vary. Typically, you can expect the process to take a few days to a week . However, it may be expedited if the landlord is in a hurry to fill the unit or if you have a pressing need to move in quickly. Some landlords use a professional screening service, which can speed up the process, while others may conduct more thorough checks that take longer.

Q: What can I do if my application is denied?

Answer: If your application is denied , don’t lose hope. First, ask the landlord or property manager for the specific reason behind the denial. Knowing the cause can help you address it or find a suitable solution. If the issue is minor or financial in nature, consider offering a larger security deposit or having a co-signer, who can vouch for your financial responsibility. Alternatively, you can write a letter of explanation to clarify any concerns raised during the application process. Remember that different landlords have varying criteria, and you may have better luck with another rental opportunity.

Q: Is renters’ insurance required for an apartment application?

Answer: Renters’ insurance is often strongly recommended by landlords, although it’s not typically required during the application process. It’s a wise investment, as renters’ insurance provides coverage for your personal belongings and liability within the apartment, offering peace of mind in case of unexpected events like theft, fire, or water damage. While it might not be mandatory, it’s a cost-effective way to protect your assets and potentially reduce financial risk in the event of unforeseen circumstances.

Q: Can I negotiate the lease terms in the application?

Answer: Yes, you can negotiate certain lease terms as part of the application process. Feel free to discuss elements like the lease duration, renewal options, or pet policies with the landlord. Negotiation can be an effective way to tailor the lease to better suit your preferences and needs. For example, if the standard lease term is one year but you prefer an 18-month lease, discuss this with the landlord. Similarly, if you have a pet and the property has a no-pet policy, you can try negotiating a pet policy that suits both parties.

Q: How does the application process differ for co-signers?

Answer: Co-signers, also known as guarantors , play a crucial role in the application process, as they act as a financial backup if the primary tenant defaults on their rent or lease obligations. Co-signers must go through a similar application process as primary tenants. This typically involves providing their financial information, such as proof of income, to demonstrate their ability to cover the rent. Co-signers also need to undergo a credit check, as their creditworthiness can influence the application’s success. Their role is to provide financial security and ensure that the landlord will receive rent payments even if the primary tenant cannot make them.

Q: What should I do after my application is approved?

Answer: After receiving approval for your apartment application, your next steps are crucial to secure the rental unit. First, review the lease agreement carefully, ensuring you fully understand all its terms and conditions. Pay attention to details such as the lease duration, rent amount, security deposit, and any specific clauses. Next, pay any remaining fees, which often include the first month’s rent and the security deposit. Coordinate y our move-in date with the landlord or property manager and arrange for key exchange and a property walkthrough to confirm that the apartment is in good condition before you officially move in.

Q: How do I protect myself from rental scams during the application process?

Answer: Protecting yourself from rental scams is crucial, especially when searching for apartments online. To avoid scams , follow these safety precautions:

• Verify the property’s existence and ownership by conducting a quick online search or contacting local authorities.
• Always meet the landlord or agent in person at the rental property to confirm their legitimacy.
• Never wire money or provide personal information to unknown individuals or organizations without first verifying their authenticity. Be cautious if asked to send funds or personal details through unconventional methods like gift cards or Bitcoin.

Q: What can I do to improve my apartment application’s success?

Answer: To enhance your apartment application’s chances of success, consider the following strategies:

• Maintain a good credit score by paying bills on time and keeping your credit utilization low.
• Provide accurate and complete information during the application process, and be honest with the landlord .
• Demonstrate financial responsibility by having a stable source of income and savings.
• Present strong references from previous landlords or roommates, if possible, to vouch for your reliability as a tenant.

Q: What questions should I ask the landlord during the application process?

Answer: When applying for an apartment, it’s important to ask questions to ensure that the property and lease align with your needs and expectations. Consider asking about:

• Lease terms, including the duration and any specific clauses.
• Move-in and move-out procedures, such as the timing of key handover and property inspections.
• Information about the neighborhood, including local amenities and safety.
• Maintenance requests and how the landlord handles repairs.
• Any specific policies, such as those related to pets, parking, or noise restrictions.

Q: How can I keep track of multiple apartment applications?

Answer: Keeping track of multiple apartment applications is essential for staying organized and making informed decisions. Create a spreadsheet or use an application tracking tool to record details for each property you apply to. Note application deadlines, contact information for landlords or property managers, key application details, and any other relevant information. This will help you maintain an organized and systematic approach to your apartment search and ensure you don’t miss important deadlines or information.

Final thoughts

Navigating the apartment application process can be complex, but with these FAQs and answers, you’re well-equipped to make informed decisions and secure the ideal living space for your needs. Remember that open communication with landlords and a thorough understanding of the process can help simplify the journey.

Zumper's team of rental experts provides you with the latest rental tips, trends, and local laws to help you find great apartments and homes across the country.

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How to write a great cover letter for a rental application

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

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

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

What should a cover letter include?

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

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

Data about the applicant

Some information about their hobbies and lifestyle

Working background and other personal information

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

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

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

Why is this property right for you?

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

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

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

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

Example of a cover letter for a rental

Here's an example of a good cover letter.

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

(Applicant current address)

(City, postcode)

(Phone number)

(Agent name)

(Agent address)

Subject; Application cover letter for (address of property)

Dear (name of property manager or landlord)

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

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

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

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

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

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

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

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

(Applicant signature)

(Applicant name, typed)

(Applicant phone number)

(Applicant email address)

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Rental Application Form

Last Updated: November 27, 2023 by Roberto Valenzuela

A rental application form helps a landlord choose a prospective tenant who is well suited to rent a particular property. The form requests personal and employment information plus consent for a credit check (sometimes called a consumer report). Applications often collect a non-refundable fee, commonly equal to the cost of getting the relevant screening reports.

Rental Application Forms by State

Click the state for a FREE rental application form.

Quick Guide To Screen a Tenant

While every rental application and situation are different, the following steps describe a process that will cover most elements of a responsible tenant screening:

1. Pre-Screen

Provide the tenant with pre-screening questions, such as the following:

• What is the target move-in date?
• How many people will be living on the rental property?
• What pets will be living on the property, if any?
• How long was residence at the previous address?
• Are there any issues with signing a lease of one year or more?
• What prompted the move?

2. Showings

Show the rental unit and meet potential tenants.

3. Distribute and Collect Applications

Provide interested tenants with a rental application. When completed, collect rental applications ( must include signed consent and acknowledgement!), plus fees.

4. Screening: Third-Party Services

Perform a credit check and/or criminal background check using a tenant screening service such as TenantAlert , MyRental , or LeaseRunner (typical cost of $25-$75 depending on service and features)

5. Screening: Application References

Conduct reference checks with the past landlords or employers of applicants, asking questions such as the following:

• Would you rent to this tenant again?
• How many rent payments has the tenant missed, if any?
• What was the tenant paying for monthly rent?
• How well did the tenant maintain clean and undamaged conditions on the property?
• Did the tenant ever violate the lease or receive notice about potentially doing so?

6. Approve or Deny Applications

Review and make a decision, ideally accepting multiple applications on a first-come, first-serve basis approved off the following criteria:

• Rental History – landlords often require a co-signer for the lease if there’s less than a year of good rental history available
• Rent to Income Ratio – rent above 30% of a potential tenant’s gross income increases risk of rent default
• Credit Score – many landlords set a minimum credit score in the 600-670 range
• Fact Check on Rental Application  – false information on an application is grounds for immediate rejection, while landlords may favor applicants who disclose in an honest and proactive way

7. Explain Outcomes

Respond to all applicants in writing, explaining the grounds for denial. This is not a legal requirement in most places, but significantly reduces the risk of legal complaint and documents the landlord’s non-discriminatory reasons for rejecting any particular application.

Rental Application Laws

Some state laws specify disclosure or retention requirements for rental applications, including the following:

• Colorado – landlords must provide an itemized list of actual and anticipated costs for screening a rental application. If the fee amount is based on an average, this must include the method for calculating the fee. [1]
• Delaware – landlords must keep applications on file for six months. This includes denied applications.
• Texas – landlords must describe their tenant selection criteria to tenants. This must include grounds the landlord uses for denying an application. [2]
• Type of information that will be used for the screening (credit reports, background checks, etc.)
• Contact information for the consumer reporting agency used by the landlord
• Notice of whether the landlord accepts recent screening reports provided by the tenant
• Criteria the landlord uses for rejecting applications
• Copy of the D.C. Tenant Bill of Rights
• Amount of periodic rent
• Amount of application fee and security deposit
• Rent control status (or exemption status)
• Disclosure of existing housing code violations on the property, if any
• Disclosure of any pending conversion to condominiums or co-op
• Property’s ownership and business license information
• 3-year history of “mold contamination” or proof of remediation

Prohibitions on Rental Application Questions

Federal law restricts the information a landlord can request on a rental application. In general, it’s illegal under the Federal Fair Housing Act to screen tenants by asking for information about the following, or using these as a basis for approving or denying an application:

• National origin (nationality)
• Sex (including sexual orientation and gender identity )
• Familial status (i.e., having or not having children)
• Disability (whether physical or mental)

There are narrow exemptions from the Fair Housing Act for things like senior housing or certain very-small scale landlords, but local regulations may still apply. Local laws also cover categories not protected by federal law, such as immigration or citizenship status. Always consult an attorney before attempting to ignore local or federal requirements.

Legally Denying Applicants

Landlords can legally decline an application for the following reasons:

• Incomplete or falsified application
• Insufficient credit score (must be the same standard for all applicants)
• Insufficient income
• Problematic rental history or references
• Criminal record (if the landlord doesn’t use a “blanket policy”)
• Sex offender registry status
• Property incompatibility (e.g., an application for seven people to move into a single-occupancy unit)

Additional State Requirements

Individual states may also have laws which add requirements regarding rental application approval or denial, such as:

• Colorado  – application denials must be explained in writing to unsuccessful applicants within 20 days of the decision to deny
• Florida  – landlords must inform active-duty members of the military and Florida National Guard within seven days of application whether their rental application is accepted
• Minnesota  – application denials must be explained to unsuccessful applicants within 14 days of the decision to deny
• New York  – landlords cannot deny an application on the basis of an applicant’s involvement as a party in a landlord/tenant lawsuit or dispute action
• Texas  – applications must receive notice of acceptance within seven days (or the date the landlord accepts the application deposit), or else automatically are rejected
• Washington  – application denials and “approved with conditions” acceptance must be explained to applicants
• Wisconsin  – landlords must accept or deny applications within three days of receiving an application fee, unless a longer time (up to 21 days) is in writing

Denying a rental application is an important and necessary part of the rental application process, best done with a tenant rejection letter .

False or Misleading Information on a Rental Application

Landlords have a legal right to expect that tenants will answer rental applications in a truthful and honest way. False or misleading information on a rental application is usually grounds for immediate denial of that application. Some states also provide legal consequences for deceptive applicants, including the following:

• Alabama  – landlords can evict tenants who put false or misleading information on their rental application
• Number of occupants
• Tenant Social Security number
• Employment status
• Kansas – tenants face fines or even jail for falsifying information on a rental application
• Minnesota  – landlords can charge a $500 fine for tenants who falsify or omit information on the rental application

Landlords in most situations can provide tenants with a notice to quit for providing false or misleading information on rental application.

Application Fee Regulations

Some states regulate the maximum fee for a rental application. This table describes state-specific guidelines for what a landlord can charge:

State laws only represent one possible source of regulation for a rental application fee. Cities and counties frequently impose their own standards and guidelines. Always check local laws.

Frequently Asked Questions

Related landlord templates.

Residential Lease Agreement

Landlord Reference Letter

Tenant Welcome Letter

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Legal Templates

Home Real Estate Rental Application Approval Letter

Rental Application Approval Letter

Once you find the right tenant for your property, send the new tenant an approval letter.

Updated July 23, 2023 Reviewed by Susan Chai, Esq.

“When you’ve identified the ideal tenant for your property after reviewing their Rental Application and conducting tenant screening, send them a rental application approval letter.”

Not only does this letter inform the renter of your decision, but it also provides essential details about the lease terms. It sets the tone for future interactions and shows the tenants they are in capable hands. Using this form makes the process easier.

What Is a Rental Application Approval Letter?

When do you need a rental application approval letter, why use a rental application approval letter, how to write a lease application approval letter, rental application approval letter sample, frequently asked questions.

A rental application approval letter is a document a landlord provides to a prospective tenant to confirm the rental application is approved .

You may also hear this document called a landlord or application approval letter.

The letter will be addressed to the tenant, providing critical information regarding the lease.

For instance, it might include the following:

• Property address
• Lease start date
• Length of the lease term
• Monthly rent payment amount
• Rent due date
• Security deposit amount
• Move-in date

The approval letter should also outline the next steps and provide your contact information.

Sending a rental application approval letter is one of the last steps in securing a new tenant. After completing your screening process and selecting a tenant, you only need this document.

Below is a brief guide to how to lease a residential property .

Finding Prospective Tenants

The first step is advertising your property so potential tenants know about it. Depending on your budget, you can find renters using one or more of these advertising methods:

• Online listings
• Social media
• Word of mouth
• For-rent signs

You might consider hiring a property manager or rental agent if you have multiple properties.

An experienced professional will know the best way to find renters in your area, and they can advise you on other parts of the process.

Showing the Property

Next, you must show the property to interested people at an open house or by scheduling individual showings.

Have a rental application available for prospective tenants to fill out, and be ready to answer questions about the property, lease terms, and application process.

Some prospects may lose interest if you seem disorganized or unprepared.

Screening Applicants

There are several tools available to screen applicants and identify red flags .

For instance:

• Reference check. The applicant’s employer and past landlord are crucial references, as they can verify the prospective tenant’s employment/income and rental history.
• Background check.  Criminal records and certain convictions may indicate a higher risk to your property and other tenants.
• Credit check.  You can run a credit check on a tenant to get a fuller picture of their financial history and stability.

Under the Fair Housing Act , you cannot base your decision on the applicant’s race, skin color, religion, national origin, sex (including gender identity and sexual orientation), familial status, or disability.

Additionally, the U.S. Department of Housing and Urban Development has issued guidance on the Fair Housing Act, indicating landlords cannot deny an applicant based solely on a criminal record. 

Some cities and states, such as New Jersey , have passed “Ban the Box” laws limiting when and how landlords can use criminal background checks in their screening process.

Before running a background check, research the laws in your area. 

Notifying Applicants

Once you have chosen the best applicant, notify them via a mailed or emailed approval letter.

If you are unsure what to include, check out our sample rental application approval letter .

You should also send rejection letters to the applicants you have not selected.

If you based your rejection on information obtained from a consumer report, you must disclose that fact in an adverse action notice under the Fair Credit Reporting Act .

Signing a Lease Agreement

The final step is to prepare and sign a lease agreement.

Since local laws and requirements vary, using state-specific lease agreement templates created by attorneys is wise .

A well-written rental application approval letter can serve several important purposes :

• Providing a record of your decision
• Helping renters feel welcome
• Creating an excellent first impression
• Verifying the lease terms
• Outlining any next steps the tenant needs to take
• Ensuring all parties are on the same page

Step 1 – Enter Sender’s Information

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

Step 2 – Fill Out the Date 

Write the date of the application approval letter.

Step 3 – Enter the Recipient’s Information

Provide the recipient’s full name and current address, which is the applicant and prospective tenant.

Step 4 – Enter the Property Address

Provide the complete street address of the rental property.

Step 5 – Enter Lease Information

Write the lease term dates, amount of monthly rent, rent due date, amount of security deposit, and the proposed move-in date.

Step 6 – Enter Landlord’s Contact Information.

Provide the landlord’s phone number and email address.

Step 7 – Signature

The landlord will sign the approval letter. 

Below is an example of what a rental application approval letter looks like.

What is an offer letter for leasing?

In leasing, an offer letter could refer to various documents: a lease offer letter or an Employment Offer Letter the applicant’s new employer provides to verify income.

A lease offer letter could also be called an apartment rental offer letter if the property is an apartment.

A lease offer letter is not the same as a lease agreement, a legally binding document outlining the lease terms between a landlord and tenant, nor is it the same as an application approval letter. 

Prospective tenants sometimes write offer letters and submit them to a landlord as a starting point for negotiations, while the landlord writes application approval letters.

How do I authorize a tenant?

Many landlord-tenant issues fall under non-negotiable, legally protected tenants’ rights .

However, some matters are left to the landlord’s discretion.

For instance, a tenant might want to change the property permanently or sublet a room. The landlord can set the terms or deny the request in these cases.

If the tenant asks permission to do something prohibited or not covered by their lease, you should document your responses in writing in an Lease Amendment or supplement form to the lease agreement.

Be as specific as possible to prevent misunderstandings and protect yourself in the event of a disagreement.

What is the difference between an offer to lease and a lease?

A lease is legally binding, but an offer to lease is not. The final lease agreement will typically be more detailed than the initial lease offer.

You could think of a lease offer as a rough draft or proposal. Even if both parties agree to the initial request with no changes, a formal lease is needed to make the arrangement official.

Lease offers are more common in commercial settings than for residential properties. Businesses use them to express interest in leasing a property and provide a starting point for negotiations.

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The document above is a sample. Please note that the language you see here may change depending on your answers to the document questionnaire.

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• COMMUNITY & EVENTS

Applications for Hotel Fresno apartments still available

FRESNO, Calif. (KFSN) -- You can still submit applications to live in a historic Downtown Fresno building.

Community members can apply for two and three-bedroom apartments.

In total, there are 81 units available.

This will be mixed affordable housing, so rents will range from $500 to market rate, depending on the size.

Those interested in submitting an application should contact Jordan Management Company.

To apply, email [email protected].

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• FRESNO DOWNTOWN

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