application letter for house rental

Rental Cover Letter: Sample Letter to Rent a House

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

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

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

Why Write a Rental Cover Letter

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

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

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

Criteria Landlords Look For

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

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

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

What to Include in a Rental Cover Letter

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

Summarize Your Employment History

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

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

Share Your Hobbies

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

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

Discuss Your Thoughts on What Makes a Good Neighbor

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

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

Explain Why You Want To Live in This House

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

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

Sample Letter to Rent a House

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

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

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

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

Dear (Landlord name),

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

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

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

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

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

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

Thank you for your time and consideration,

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

Look into Build-to-Rent Homes by Wan Bridge

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

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

Image Credit: sommart sombutwanitkul / Shutterstock

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Sample Letter Hub

Rental Application Letter To Landlord

By Sikandar Ali

May 27, 2024

Are you planning to rent a new apartment or house? Then you might need to write a rental application letter to your landlord. This letter is a formal document that outlines your personal and financial information, as well as your rental history.

The purpose of this letter is to convince your landlord that you are a responsible and trustworthy tenant who will pay rent on time and take good care of the property.

In this blog article, we will provide you with templates, examples, and samples of rental application letters to landlords. These resources will help you to write a professional and effective letter that will increase your chances of getting approved for the rental property you want.

Whether you are a first-time renter or an experienced tenant, our samples will guide you through the process of writing a compelling letter that showcases your strengths and qualifications.

Our goal is to make it easy for you to write a rental application letter that stands out from the crowd. We understand that writing a formal letter can be intimidating, especially if you are not familiar with the format and content.

That’s why we have created a variety of templates and examples that you can customize to your specific needs. With our help, you can write a letter that reflects your personality and professionalism, and convinces your landlord that you are the best candidate for the rental property.

Dear [Landlord’s Name],

I hope this letter finds you well. I am writing to express my interest in renting the property located at [Property Address]. I have had the opportunity to view the property and am impressed with its features and suitability for my needs.

A little about me: I am a responsible and reliable tenant with a steady income. I am currently employed at [Your Workplace] and have been living in [Current Residence] for the past [Number of Years]. I am seeking a new residence due to [Reason for Moving, e.g., job relocation].

I understand the importance of maintaining a clean and well-maintained living space. I am committed to being a respectful and considerate tenant, and I am more than willing to comply with the terms and conditions outlined in the lease agreement.

I have attached my rental application along with this letter, which includes my references, employment details, and a copy of my recent pay stubs. I am also open to providing any additional information or documentation you may require during the application process.

I would appreciate the opportunity to discuss my application further and to arrange a time for a formal meeting or interview. I am excited about the prospect of making [Property Address] my new home and look forward to the possibility of a positive landlord-tenant relationship.

Thank you for considering my application. I am available at [Your Phone Number] or [Your Email Address] for any questions or to schedule a meeting.

[Your Full Name]

Rental Application Cover Letter

I trust this letter finds you well. I am writing to express my sincere interest in renting the property located at [Property Address]. Having visited the property, I am impressed with its features and believe it would be an ideal home for me.

I am a [Your Occupation] with a steady income and a responsible tenant with a good rental history. I have attached my completed rental application, which includes my personal and professional references, as well as my employment details and recent pay stubs.

What attracts me most to this property is [Highlight a specific feature or aspect of the property]. I value a clean and well-maintained living space and assure you that I will treat the property with the utmost care and respect.

If necessary, I am available for an interview or to provide any additional information you may require. I look forward to the possibility of making [Property Address] my new home and would be grateful for the opportunity to discuss my application further.

Thank you for considering my application. I can be reached at [Your Phone Number] or [Your Email Address] for any questions or to schedule a meeting.

Letter To Landlord To Rent Property

I trust this letter finds you well. I am writing to express my sincere interest in renting the property located at [Property Address]. Having carefully considered various rental options, I am particularly drawn to your property due to its [mention a specific feature or location aspect].

I am a responsible tenant with a steady income and a good rental history. I have attached my completed rental application, which includes personal and professional references, as well as employment details and recent pay stubs for your consideration.

What appeals to me most about your property is [highlight a specific feature or aspect of the property]. I am committed to maintaining a clean and well-cared-for living space and assure you that I will treat the property with the utmost respect.

Personal Letter With Rental Application

I hope this letter finds you well. I am writing to express my sincere interest in renting the property located at [Property Address]. Having visited the property and explored its features, I am confident that it would make an ideal home for me and my [family/pets, if applicable].

Enclosed, please find my completed rental application, along with personal and professional references, proof of income, and other relevant documents. I am eager to provide any additional information or answer any questions you may have about my application.

As someone who values a quiet and welcoming living environment, I believe your property aligns perfectly with my preferences. I appreciate the attention to detail and the care evident in maintaining the property.

If possible, I would love the opportunity to discuss my application further or to schedule a viewing of the property. Please feel free to contact me at [Your Phone Number] or [Your Email Address] to arrange a convenient time.

Thank you for considering my application. I look forward to the possibility of making [Property Address] my new home.

Formal Letter To My Landlord

I trust this letter finds you well. I am writing to address a matter concerning my residence at [Property Address]. First and foremost, I want to express my gratitude for your attention to property maintenance, which has contributed to a comfortable living environment.

However, there is an issue that requires your consideration. [Describe the issue briefly and provide any relevant details, such as when it started and its impact on your living conditions.]

I kindly request that you look into this matter at your earliest convenience and take the necessary steps to resolve it. Clear communication and prompt action will greatly assist in maintaining a positive landlord-tenant relationship.

If additional information or access to the property is needed, please do not hesitate to contact me at [Your Phone Number] or [Your Email Address]. I appreciate your prompt attention to this matter and thank you in advance for your cooperation.

How to Write a Rental Application Letter to Landlord

If you’re looking for a new place to live, you’ll likely need to write a rental application letter to your potential landlord. This letter is an important part of the rental application process, as it gives the landlord a chance to get to know you and your situation. In this article, we’ll go over the steps you need to take to write a great rental application letter.

1. Start with a Professional Salutation

When writing your rental application letter, it’s important to start with a professional salutation. Address the landlord by name, if possible, and use a formal greeting such as “”Dear Mr. Smith”” or “”Dear Ms. Jones.”” This sets the tone for the rest of the letter and shows that you’re taking the application process seriously.

2. Introduce Yourself

In the first paragraph of your rental application letter, introduce yourself and explain why you’re interested in renting the property. Be sure to mention any relevant details, such as your current living situation and why you’re looking for a new place to live. This will help the landlord get a sense of who you are and why you’re a good fit for the property.

3. Provide Your Rental History

In the next section of your rental application letter, provide your rental history. This should include information about your current and previous landlords, as well as any rental references you may have. Be sure to mention how long you’ve lived in each place and whether you’ve had any issues with rent payments or other rental obligations.

4. Explain Your Employment Situation

Your potential landlord will want to know that you have a stable source of income to pay rent. In this section of your rental application letter, explain your employment situation. This should include information about your current job, your income, and how long you’ve been employed. If you’re self-employed, provide information about your business and your income.

5. Provide Personal References

In addition to rental references, your potential landlord may also want to see personal references. These should be people who know you well and can vouch for your character and reliability. Be sure to ask permission before using someone as a reference, and provide their full name, relationship to you, and contact information.

6. Explain Any Special Circumstances

If you have any special circumstances that may affect your ability to pay rent or fulfill other rental obligations, be sure to explain them in your rental application letter.

FAQs About Rental Application Letter to Landlord

1. what is a rental application letter to a landlord.

A rental application letter to a landlord is a formal letter that a tenant writes to express their interest in renting a property. It typically includes information about the tenant’s background, employment, income, and rental history.

2. Why is a rental application letter important?

A rental application letter is important because it helps landlords to screen potential tenants and make informed decisions about who to rent their property to. It also helps tenants to stand out from other applicants and increase their chances of being selected.

3. What should be included in a rental application letter?

A rental application letter should include the tenant’s full name, contact information, employment status, income, rental history, and any other relevant information that may help to persuade the landlord to choose them as a tenant.

4. How should a rental application letter be formatted?

A rental application letter should be formatted as a formal business letter, with the tenant’s contact information and the date at the top, followed by the landlord’s contact information and a formal salutation. The body of the letter should be divided into paragraphs and should be clear, concise, and professional.

5. What are some tips for writing a successful rental application letter?

Some tips for writing a successful rental application letter include being honest and transparent about your background and rental history, highlighting your strengths and qualifications as a tenant, and providing any additional information that may help to persuade the landlord to choose you.

6. Should a rental application letter be accompanied by other documents?

Yes, a rental application letter should be accompanied by other documents such as a rental application form, proof of income, and references from previous landlords or employers.

7. What should I do if my rental application is rejected?

If your rental application is rejected, you should ask the landlord for feedback on why you were not selected and use that feedback to improve your application for future rental opportunities. You may also want to consider working with a rental agent or seeking the assistance of a housing counselor to help you find a suitable rental property.

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• Rental Application

Residential Rental Application Form

A residential rental application is typically required by landlords/real estate owners who are looking for eligible renters to lease their property. The form requests certain personal information about the candidate’s identity, rental history, and current employment status. After a number of interested applicants submit this document to the individual/management company in charge of processing applications, they will select the most qualified person to occupy the premises for an agreed-upon term. Anyone who applies may be subject to an “application fee” for the purpose of running a background check (prices may vary depending on the services used for the vetting).

Acceptance of Application – If the applicant is approved to rent the property, the next step will call for the completion of a lease agreement to record the terms of the arrangement between the lessor and lessee.

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Download: Adobe PDF

What Is a Rental Application?

A rental application  is an integral part of leasing real estate to another individual. When we have a home on the market for rent, we will encounter an assortment of individuals looking to occupy the premises, assuming that the property is in somewhat of a demand. The important thing to realize is that not all the people that come to view the residence will be qualified to rent. There are certain indicators that can help dictate one’s ability to successfully make payments and carry out a cordial tenancy, these being:

• Credit Score
• Current Income Stream
• Past Rental Experiences
• Eviction Records
• Criminal Background

Verifying these factors of one’s life can mean the difference between entering into a contract with a trustworthy lessee that holds their end of the bargain or getting involved in an unfavorable tenancy where you may have to go through the process of eviction.

How Long Does It Take to Process a Rental Application?

This is one of the most frequently asked questions from tenants and property owners. The truth is that it varies depending on numerous factors, such as the screening service used, the landlord’s priorities, and the tenant’s capacity to provide accurate information. With that being said, the average time span is between 24 – 72 hours . Landlords should act in a professional manner and have the application processed as soon as possible as to not keep the individual in limbo.

What Are Rental Application Fees For?

A rental application fee  is a sum of money needed to cover the expenses of screening a tenant. When a landlord collects the form, they will typically then send the data to the third (3rd) party screening company to run the information in their database. In return, the screening company will charge the landlord for the services provided. So, it is important to note that the landlord is not making money off this transaction, rather they are just trying to compensate for the expenditure associated with the background check.

How to Screen a Prospective Tenant

Those who decide to oversee their own property rather than hiring the services of a management company will need to know how to effectively screen potential renters. In this section, we will go over the particulars of the screening process to ensure that you acquire the best tenant possible to reside within your property. Follow the steps below:

Step 1 – Offering the Rental Application

When a rental unit is on the market, various parties will request to see the property in person. It is essential for the landlord to have multiple copies of the rental application on hand to distribute to anybody conveying an interest in leasing the residence.

Step 2 – Receiving Submissions

As time goes on, you should be presented with completed applications in person, through email, or by delivery (presuming that your unit is priced reasonably and relatively desired). Each application received should be processed on a first-come-first-serve basis , so it is crucial that you maintain the order in which they were given.

Step 3 – Choosing a Screening Service

New landlords wondering how to actually process the information provided in a rental application should understand that this is typically executed by a third (3rd) party screening company. The property holder will need to collect the form, upload the data to the service provider’s database, and pay a fee for the cost of analyzing the information. Some of the top online screening services for landlords include:

• RentPrep.com – Starting as low $18.95 ( $38 for the extensive package), RentPrep is a solid option for a cheaper price.
• MyRental.com – The competitor with the next lowest price is MyRental, with costs varying from $24.99 – $34.99 .
• Cozy.co – An affiliate of the rental powerhouse Apartments.com , Cozy offers verification services beginning at $24.99 for base screening and $39.99 for bundle purchasing.
• MySmartMove.com – This website partners with TransUnion to offer landlords the ability to run a proper background check on their tenants ( $25 for the basic package, $40 for the premium).
• Zillow.com – When signing up for an account with Zillow, landlords can prompt prospective tenants to fill out and pay for an application online. Tenants are subject to an application fee of $29 .
• TurboTenant.com – Costing between $35 – $45 depending on the depth of the background check, this option allows landlords to open an account and initiate the renter to fill out the application online and pay the fee electronically.

(The following steps will typically be covered within your screening package, but it is still important to understand how these things work.)

Step 4 – Checking the Applicant’s Credit Score

One of the most notable indicators of someone’s ability to pay rent is their credit score. The calculation of this score is based on the individual’s debt, payment history, oldest line of credit, number of accounts, and types of credit. Any deficiencies in these areas can negatively affect their score and indicate that they are not eligible to rent. It is advised that you do not rent to anyone with a credit score lower than 620 . Listed below are the top three (3) consumer credit reporting agencies:

Step 5 – Verifying Employment

The landlord should make sure that the person they select has a steady job. Not only should they be working regularly, but the periodic lease payments should only be around 30% or less than the total amount of income the applicant generates each month . This figure is a rule of thumb for many property owners who want to ensure that their tenant has sufficient means to provide the payments accordingly. Apart from the data collected through the rental application, landlords may request the following:

• Employment (Income) Verification Letter – A notice containing information regarding a prospective tenant’s occupation, such as the amount of compensation received on a regular basis, their role in the company, and the name & contact information of their supervisor. After the data is provided, their boss should then confirm the information by endorsing the form.
• Pay Stubs  – You may ask for at least six (6) weeks of pay stubs from the individual’s payroll company.
• Bank Statement  – If the applicant’s company that they work for does not offer pay stubs, or they are an independent contractor, you may insist on them providing you with a bank statement in order to confirm that they have sufficient funds to keep up with the lease payments.

Step 6 – Reviewing Their Rental History

A good way of predicting how an applicant will behave during the tenancy is to examine their past rental history. The application for occupancy requests that they provide details regarding their current living arrangement and previous ones before. Among the details will be each rental’s location, cost of rent, and term length. This will be followed up with the contact info of all the past landlords. Individuals that are evaluating the applicant should consider executing the following :

• Contacting the Landlord References – Reach out to verify the information that the applicant has provided as well as to inquire about the individual’s conduct as a tenant, i.e., ask if they paid rent on time, violated any conditions of the lease, were disruptive to other tenants, caused damage, etc.
• Eviction Records – Instead of paying a fee for a screening service to check whether or not a tenant has been evicted, property holders can search their local court’s database for public eviction records. The location of this information will vary from state-to-state, but the NCSC’s website allows you to select your state to find out more details on where to access the court documents.

( Note : Although the rental application certifies the landlord’s right to verify any of the information provided by the applicant, the Tenant Information Release Form is more specific to the owner’s permission to access details regarding the tenant’s past rentals.)

Step 7 – Running a Criminal Background Check

Some people may wonder if it is illegal to discriminate against renters who have a criminal background. Unless it is a HUD property, the answer is no. It is perfectly fine to try to mitigate the risk of procuring a bad tenant by eliminating those with unlawful tendencies. Property owners should look into an applicant’s past to see if they were involved in any criminal activity . Investigating this aspect of one’s life not only protects you from potential unpaid bills or other damages but also safeguards any neighboring occupants. Individuals trying to rent out their residence should:

• Perform a Criminal Background Check  – This can be accomplished with the screening services that were previously mentioned. With that being said, it wouldn’t hurt to do your own independent research. Landlords may search the tenant’s name in Google , various social media networks, and the national sex offender database .
• Examine the Crime  – Some infractions may call for the rejection of the rental application more than others. There are factors that should be taken into account regarding the violation, such as the status of a conviction, degree of severity, date of arrest, and the number of offenses.

Applicants with minor misdemeanors should be considered more than someone with a felony charge. With that being said, it is up to your discretion at the end of the day as to whether you think someone is fit to reside within your dwelling.

Step 8 – Additional Inquiries

After covering the major components of an individual’s background, there may be some further details that you should find out about the applicant. These being:

• Pets – Do they have any pets that they will be bringing to the new property. If you allow pets on the premises, it is important to acquire a description of the animal in order to confirm if it is suitable to dwell within the property. Specifics such as the type of animal, breed, size, and color all should be specified within the rental application. This can be used to determine the cost associated with the pet being present on the premises.
• Emergency Contacts  – The applicant should provide the phone number of an emergency contact in case a dire situation is to ever occur involving the tenant.
• Vehicle Info  – The landlord should be aware of any vehicles that the tenant plans on containing within the boundaries of the property. This would include the make, model, color, year, & license plate number.
• Referral Information  – For those wondering how an applicant found their available property, they can request which source directing them to the rental unit, e.g., a certain website, person, newspaper ad, etc.

Step 9 – Accepting or Denying the Applicant

After receiving the final results of the screening process, it will be time to make your decision as to whether you are going to agree to the tenancy or not. To formally notify a tenant of their acceptance or rejection to lease a specific dwelling, owners/landlords may deliver one of the following:

• Approval Letter – A notification letter disclosing that the candidate was approved to rent the available unit. This will also come with a list of all the obligatory fees & balances that must be paid upon entering into the rental contract. (Also available in Microsoft Word )
• Denial Letter – Applicants have the legal right to be notified of the reasons why they were denied, this can be accomplished using this form.

Frequently Asked Questions (FAQ)

What are valid reasons to deny a rental application.

There are various reasons why a landlord or management company may refuse to lease to someone based on the content of their rental application. When a refusal occurs, the individual responsible for screening the tenant is legally obliged to convey the purpose of the decision. Some of the more common reasons why an applicant can be denied include:

• Insufficient Income
• Unsatisfactory References
• Criminal Offenses
• Previous Evictions
• Owning Pets

Should I Call About My Rental Application?

When somebody is on the hunt for a new property to live in, they will want to know as soon as possible whether or not they are qualified to rent the unit they apply for. If you have handed in a rental application for a desired property, you should wait at least 48 hours before phoning the owner or management company. After the aforementioned period of time, you may contact them to see if you met the requirements or not.

Why Does the Rental Application Ask for a Bank Account Number?

It is not unheard nowadays for a rental application to require the tenant’s bank account number. Some parties may feel uncomfortable giving out this information, in which case, they may ask to skip this requirement or look for another property that doesn’t demand this action. The reason some landlords wish to acquire this info is to confirm that you indeed have an active bank account . Also, having this number is kind of like a backup plan should the occupant not pay certain bills. The landlord will not be able to access the account with the number, but it could be presented in court to ensure that any funds within the account will be paid towards the money owed (should the judicial system rule in their favor).

What Do I Bring for a Rental Application?

The best thing an eager tenant can do when going to view an available property is to come prepared. Make sure that you bring any items that can speed up the process of securing the rental. This means that you should have the following materials and information readily available upon visiting the unit:

• Two (2) Forms of ID
• Proof of Income (pay stubs, bank statement, verification letter )
• References  (personal, professional, previous landlords)
• Vehicle Details  (specs, license plate number, insurance info)
• Past Addresses
• Former & Current Job Descriptions
• Payment (for screening costs)

Can a Rental Application Ask for a Social Security Number?

Yes , in fact, it is one of the key elements needed to run a proper background check on a potential renter. If you are an individual looking for housing but are not comfortable giving someone your SSN, you may run the risk of limiting your options. But, with that said, there may be some positive news for the future. As the world is advancing, many landlords are utilizing the services of online screening companies. Many of these companies make it so that the tenant can provide their information independently without disclosing the information to the landlord. Once they have supplied the needed details, the landlord will receive only the results of the background check.

What Is a Credit Reference for a Rental Application?

When applying to occupy a rental property, the term “credit reference” may appear on the application. A credit reference is when a lender confirms that a borrower has followed through with their obligations in regard to making payments. Now, if a person doesn’t have enough credit history for a report (e.g., they are from another country), they may be able to use another type of credit reference to appease the landlord. Other types of credit references:

• Bank Letter  – A correspondence from the applicant’s financial institution confirming that they are capable to pay rent.
• Letter of Support  – If the tenant has someone supporting them monetarily, then they can provide a written statement conveying the details of their arrangement.
• Proof of Consistent Payments  – If an individual has a lack of credit history, then they could gather any recurring bills that they have paid as evidence of their capacity to pay.

(Applicants who are having trouble passing the rental application process due to their credit situation may want to consider finding someone to co-sign the lease.)

How to Decline a Rental Application?

First, it is important that you are denying them the privilege to occupy the residence for justifiable reasons. This means that you can not discriminate against somebody for any of the purposes established within the Fair Housing Act ( 42 U.S. Code § 3604 ). If you feel that your motive is appropriate, you should perform the following actions :

• Contact the Rejected Party Immediately – Try to contact the applicant as soon as you receive the results, either by phone or through email. This way, you are not wasting any more of their time that could be used looking for another rental.
• Denial Letter – Some tenants will request an explanation for why they were rejected. As a landlord, you are required, by law, to specify why they were not eligible to procure the rental. Send them a completed copy of this form to list the factors attributed to their non-approval.

Is a Rental Application Legally Binding?

No , it is merely a preliminary measure taken before entering into a lease agreement (which is a binding contract). Although there is no binding effect, there are still some legal implications attached to the document. Users of this form are required to:

• Provide Accurate Information – If a tenant provides false details within the application and is granted tenancy under false pretenses, the landlord may be entitled to take them to court for fraudulent information.
• Clarify the Reasons for Rejection – The landlord is required, by law, to explain why they decided to refuse the tenancy. If an applicant feels they were denied for unlawful reasons, they can sue the owner under the guidelines of the Fair Housing Act ( 42 U.S. Code § 3604 ).

How Can I Make My Rental Application Stand Out?

Apart from having good credit, quality references, no criminal record, and proof of a solid income stream, there is not much else that you can do to separate yourself from the crowd. But, if you really want an extra edge on the other applicants, you can carry out some of the additional measures :

• Cover Letter for Rental Application – Attach a cover letter to the front of the application that tells them a little bit more about yourself. Giving a friendly personal touch could possibly go a long way.
• Sell Yourself  – When you meet with the landlord to see the property or to turn in your rental application, make sure that you are dressed nicely and exude a positive attitude. Try to make small talk where you can briefly tell them a little more about yourself and possibly bond over a common interest.

Are Rental Application Fees Legal?

Yes , although some states stipulate a maximum amount that can be charged. The main reason why application fees are required is that it costs money to perform a background check on the applicant, therefore, they are used to compensate for the screening expenses.

Can I Withdraw My Rental Application?

Of course , there is no legal obligation to follow through with the rental of a property before signing a lease. A rental application is just the initial step taken to see if you are qualified to take possession of the dwelling.

Sample Residential Rental Application Form

Download: Adobe PDF ,  MS Word (.docx)

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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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Rental Application Form

In this article :

• What is a rental application?

Why do I need a rental application?

What is the average rental application fee.

• What should I include in a rental application?

How does the tenant screening process work?

A big part of successfully managing a rental property is finding reliable tenants . And the first step in finding reliable renters is your rental application and screening process. According to the Zillow Group Consumer Housing Trends Report 2019,*  87% of renters submitted at least one rental application before signing a lease. Zillow’s online rental application and tenant screening tool — which includes features like third-party background checks and credit screening — is a great way to find tenants for your property.

What is a rental application ?

A rental application is a document used by a landlord or property manager to assess prospective tenants who are interested in renting a room, unit or property. It looks at the prospective tenant’s:

• Personal information
• Household information
• Residential history
• Employment and income
• Background information

You may be familiar with rental applications in the form of a downloadable PDF. Zillow uses an online rental application that is portable. This means the renter only has to pay once to submit a rental application to an unlimited number of participating landlords within a 30-day period. When applications are completed, they will be available in your Zillow Rental Manager account under the Applications section of your listing.

As you review rental applications , it’s important to understand and comply with all applicable fair housing laws . These laws prevent discrimination due to race, religion, ethnic background or nationality, gender, age, family status, disability and more.

The rental application and tenant screening process (including criminal and background checks) provide critical information about the renter’s background and history. By looking at income and other financial conditions, you can feel assured that the applicant will be able to pay rent each month.

Do I have to use a rental application form ?

While you’re not required to use a rental application form, you should always employ a consistent system to gather and review information about prospective tenants. A rental application form can provide valuable information in an easy-to-review format, whether you’re renting a single-family property, apartment, vacation rental or just a room in your house . Zillow Rental Manager offers an easy online rental application and screening process . See how it works:

Does each tenant need to fill out a rental application ?

All prospective tenants over 18 years of age should complete their own rental application . If you’re renting your property to multiple people, each person can list co-applicants on their tenant application form , but everyone over 18 should also complete their own application.

The typical rental application fee among renters who paid one is $50, according to the Zillow Group Consumer Housing Trends Report 2019. Generally, application fees also cover the cost of performing a credit and background check. The fees vary by location — some states allow landlords to charge a market-based rental application fee , and others have a limit on the amount you can charge.

If you’re using Zillow’s Rental Manager tool, the applicant pays a $35 rental application fee to use the tool for up to 30 days (during which time they can apply to any properties that accept Zillow applications). However much you charge, it’s always important to be upfront about the cost.

How are rental application fees collected?

Rental application fees are paid by the renter when they apply. If they’re applying online, the fee is usually paid with a credit or debit card. Paper applications may use a credit or debit card, check or money order.

When you use Zillow Rental Manager , you can invite prospective renters to complete the tenant application form online. To send an invitation to apply, go to the Applications tab, click on Send Invite , and enter the applicant’s email address.

When should I refund the rental application fee ?

Application fees should not be collected before you’re ready to run a credit and background check. As a best practice, you should only accept fees from applicants who meet your rental requirements (such as income), and some state or local laws may require you to refund all rental application fees for all applicants who you do not select to be the tenant.

What should I include in a rental application ?

Rental applications can include a variety of questions, but make sure to comply with fair housing laws. Whether you’re providing a paper or online application, a basic rental application form might include:

1. Personal information

Have the applicant provide enough information so you can properly run background and credit checks and contact them. Common identification factors include:

• Phone number
• Email address
• Emergency contact details

Note that fair housing laws consider age a protected class, so only ask for an applicant’s age if necessary for verifying their identity or if your rental is in an age-restricted community.

Here’s what the personal information section looks like on a rental application sample from Zillow’s Rental Manager tool (appearance may vary):

2. Household information

This section is where applicants disclose information like how many people will be living in the home, if they have pets and when they will be able to move in. According to the Zillow Group Consumer Housing Trends Report 2019:

• 53% of rental households include pets: Choosing to allow pets is up to you, but a large percentage of renters immediately pass up a property with pet restrictions.
• 79% of renters live with another person: Make sure all occupants are listed on the application, and have all applicants over 18 complete their own applications as well.

Here’s what the household information section might look like on your tenant’s application :

3. Residential history

Applicants are required to provide a residential history for the past three years, including rentals, owned properties and other living situations. You’ll want to gather:

• Their current address and any previous addresses in the past three years
• The dates they lived in each residence
• Monthly rent or mortgage payments
• Names and contact information for previous landlords
• Their reason for moving

You can use the previous landlord’s contact information as a reference for your applicants — just be sure to let the applicant know you plan on contacting their landlord .

Your residence history section of the rental application might look like this:

4. Employment and income

It’s critical to verify that the applicant will be able to pay rent. This section of the rental application generally requires:

• Current employer’s name and address
• Applicant’s job title
• Applicant’s monthly gross income
• Additional sources of income
• Length of employment
• Supervisor’s name, phone number and email address

If the applicant gives their permission , you can contact their current employer to verify this data. It’s ideal for applicants to have monthly gross income that’s at least three times the monthly rent price, but their past payment history and rent amount may be a better indicator of ability to pay than a strict minimum income requirement.

Here’s an example of a completed employment and income history section on a rental application:

5. Background information

This section asks some yes/no questions about major issues that may affect your decision to accept or deny their application for a home rental. Some questions you might ask, as long as they comply with fair housing laws, are:

• Have you ever filed for bankruptcy in the past seven years?
• Have you ever been evicted from a rental?
• Do you smoke?

6. Disclosure

As a landlord or property manager, you need an applicant’s permission to run credit and background checks, as well as to contact their employer and landlord for references. Make sure your disclosure is worded according to landlord-tenant laws and complies with all applicable fair housing laws and the Fair Credit Reporting Act. Your rental application should also include:

• The amount of the application processing fee (and whether it’s refundable)
• Holding deposit paid by the applicant and the total holding deposit (if applicable)
• Address of the residence being held (if applicable)

7. Signature and completion date

It’s a good idea to make sure your rental application is signed and dated. This acknowledges that both the landlord and the applicant have read the application and agree to its terms.

Over half (59%) of renters prefer to apply for a rental online — Zillow offers a digital solution that makes it easy to submit rental applications online .

Once an applicant has signed the form, you’ll see a summary like this at the beginning of the Zillow rental application:

Once all prospective tenants have completed their rental application , you can proceed with the tenant screening process.

• Run a tenant background check : As a landlord, in certain circumstances, you can be liable for illegal activity, violence or disruption that’s caused by your tenants. Zillow uses Checkr to screen applicants — you’ll get results back in minutes. On some rare occasions, a background check can require a manual review, which may take up to 24 hours.
• Run a credit report :  Make sure the applicant has enough income to afford rent. A credit report will show if they’re making current payments on time, if they have any prior bankruptcies or evictions, and if their prior residences match what’s on their application.
• Verify employment and income: Call the applicant’s employer to make sure their income matches what’s on the application. You can also request the applicant’s most recent pay stubs.
• Call former landlords to verify rental history : You should ask their current or former landlord if the applicant paid rent on time, took good care of the property and whether the landlord would rent to them again.
• Select an applicant: Fair housing laws prevent discrimination based on several protected classes, so make sure you’re complying with federal, state and local laws when you decide to accept or deny an applicant.
• Create a rental lease agreement : This will outline the terms of the rental and any policies and requirements. Send the rental agreement along with a summary of amounts due at signing, if applicable.

For more articles, tips and trends, visit our Rentals Resource Center .

* Zillow Group Consumer Housing Trends Report 2019 survey data

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Advertisement

Rental reference letter template.

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

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

What is a rental reference letter?

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

Why are rental reference letters important?

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

Rental reference letter from employer

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

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

How to write a rental reference letter

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

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

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

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

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

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

Getting started 

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

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

Rental reference letter template

Company Name

Phone Number

Your Address

City, State, ZIP Code

Subject: Rental reference letter for [Name]

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

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

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

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

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

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

[Your Name]

Frequently asked questions

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

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

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

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

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

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

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

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

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

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

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

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Tenant Rental Application Letters: How to Excel in a Competitive Rental Market

Securing your ideal apartment or house can be challenging in today's fiercely competitive Canadian rental market, particularly in hotspots like Toronto, Vancouver, and Montreal. A well-crafted tenant rental application letter to the landlord can be your secret advantage. This guide offers advice for potential tenants on constructing a persuasive rental application letter.

The Importance of a Rental Application Letter

A rental application letter sometimes called a cover letter for renting, serves as your written introduction to the landlord or property manager. Although the typical rental application form captures vital details such as your contact info, employment record, and rental references, the application letter establishes a personal connection, underlining why you're the perfect tenant.

Tips for Creating a Standout Rental Application Letter

• Address the letter properly. Whenever feasible, use the landlord or property manager's name. A generic greeting like "Dear Landlord" is only appropriate if you're unsure of their name.
• Introduce yourself . Begin with a short introduction that lists your name, profession, and a brief background description. This introduction paves the way for a personal rapport.
• Express enthusiasm . Highlight your sincere interest in the rental space. Discuss your attraction to the location, its features, or the local community. An enthusiastic introduction can grab the landlord's attention.
• Highlight Your qualifications . Talk about your credentials as a tenant. Point out a consistent income, permanent employment, and positive rental references. If you have a favorable credit score, mention it, as landlords often check credit history.
• Elaborate on your rental history . Detail your past rental experiences, the duration of previous leases, your tenure as a tenant, and any favorable references. This underlines your dependability.
• Discuss your maintenance habits . Reassure the landlord of your commitment to the property's upkeep. Mention regular cleaning, timely repair requests, and your respect for the place.
• Address concerns ahead oftime . In Canada, it's illegal for landlords to discriminate based on factors like family status. However, if you anticipate other concerns like having a pet, be upfront and explain how you manage potential issues. Honesty fosters trust.
• Share your intentions for the poperty . Clarify how you'll use the property and your lease duration expectations. Landlords often favor tenants who view the property as a long-term home.
• Wrap up professionally . Conclude by expressing gratitude for your consideration and eagerness to discuss this further. Offer your contact details.

Additional Advice for a Successful Rental Application Letter

• Stay Concise : Strive for a single-page letter that's succinct and straightforward.
• Uphold a Professional Tone : Ensure the letter remains courteous and professional throughout.
• Proofread : Eradicate any spelling or grammar mistakes for a refined appearance.
• Structure it Neatly : Employ an uncluttered, legible font and format it meticulously.
• Personal Touch : Personalize your letter to the property and landlord, showing your in-depth research.

A thoughtfully composed tenant rental application letter can be pivotal in a challenging rental environment. It's an avenue to forge a personal bond, display your qualifications, and reveal your enthusiasm for the rental space. By heeding the advice in this guide, you can craft a letter that bolsters your chances of obtaining your preferred rental property.

FAQs About Rental Applications

Q1: Is a rental application letter mandatory in Canada, or can I lean on the usual application form?

A rental application letter isn't always obligatory, but it can enhance your application. It allows you to present yourself, build a personal bond, and emphasize your qualifications.

Q2: What if my rental history or references aren't strong?

Focus on accentuating other strong points, like steady employment and a commendable credit score. In Canada, a good credit report is highly valued. If your rental history isn't robust, be transparent and underscore your commitment to being an accountable tenant.

Q3: Should I include additional documents, like a credit report, with my rental application letter?

While not mandatory, attaching a brief credit report or a summary of your credentials can give landlords a clearer image of your background. Ensure this information is consistent with your letter's content.

Q4: Is electronic submission of my rental application letter acceptable, or should it be a physical copy?

Many landlords welcome electronic submissions. Always adhere to their preferred communication mode. If applying online, attach your rental application letter in the specified format.

This article offers general information only, is current as of the date of publication, and is not intended as legal, financial or other professional advice. A professional advisor should be consulted regarding your specific situation. While the information presented is believed to be factual and current, its accuracy is not guaranteed and it should not be regarded as a complete analysis of the subjects discussed. All expressions of opinion reflect the judgment of the author(s) as of the date of publication and are subject to change. No endorsement of any third parties or their advice, opinions, information, products or services is expressly given or implied by Tenantcube Inc. or its affiliates.

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Rental Application Cover Letter

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.

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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

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Home Rental Application

Rental Application Form

Use our rental application to screen tenants before leasing your rental property.

Updated August 19, 2024 Written by Ioana Gagiuc | Reviewed by Susan Chai, Esq.

A rental application is a document landlords and property managers use to screen prospective tenants before they sign a lease agreement and move into a rental property, including a room, home, or apartment. The purpose of this form is to assess whether an applicant would be a suitable renter for a property.

Use a Commercial Rental Application to do a background check for commercial tenants.

Rental Application – By State

• Connecticut
• District of Columbia
• Massachusetts
• Mississippi
• New Hampshire
• North Carolina
• North Dakota
• Pennsylvania
• Rhode Island
• South Carolina
• South Dakota
• West Virginia
• Rental Application - By State

How to Run a Background Check

Federal and state fair housing laws, rental application fees, false or misleading information on a rental application, rental application sample, frequently asked questions.

1. Tenant Fills Out a Rental Application Form

When a potential tenant expresses interest in your property, the next step is to have them complete a rental application. It should include a  Fair Credit Reporting Act (FCRA) Disclosure  informing the tenant of their rights during the background check process.

Application Fees ($) – Depending on state laws, the tenant should be charged a non-refundable background check processing fee.

Is a Rental Application Legally Binding?

A rental application is not legally binding like a lease agreement; it serves as a tool for landlords to gather information and conduct background checks on prospective tenants. While it grants permission for these checks, it does not obligate either party to enter into a rental contract.

2. Verify Applicant’s Identity

Check the sex offender registry.

In addition to verifying identity, it is important to check if the applicant is listed on the Sex Offender Registry. Searching the National Sex Offender Public Website can help you ensure the safety of your community and make informed decisions about prospective tenants.

3. Perform a Credit Check

Conduct a tenant credit check to assess their financial responsibility. This will show their credit score, debt history, and payment history, giving insight into their ability to pay rent on time. You’ll need the applicant’s Social Security number and written consent to run a credit check .

You can pull the tenant’s credit report directly from a credit agency.

• SmartMove.com – $40 ( includes criminal background and eviction checks )
• MyRental.com – $14.99
• RentPrep – $21 ( does not require tenant involvement )
• E-Renter.com – $31.95 + $2.49 ( includes criminal record and sex offender checks )

The websites above also include a check on the applicant’s criminal history. Certain states and cities have regulations regarding how criminal history can impact rental decisions.

What Is A Good Credit Score For Tenants?

A good credit score for tenants is generally considered to be 670 or higher. This indicates that the tenant is at or above the national average and is likely to pay rent on time. Most landlords, however, are comfortable with a score between 600 and 650, considering that renters typically do not have the extensive credit history required to achieve higher scores.

4. Verify Rental History / Talk to Previous Landlords

Contact previous landlords or property management companies to verify the applicant’s rental history. Ask about their payment history, lease violations, and whether they would rent to this individual ever again. Make sure to ask the following about your applicant:

• Were there any issues with rent payments?
• Were they served with an eviction notice? If so, what was the reason?
• Did they leave the residence in good standing at the end of their lease?
• Did any previous neighbors have any complaints about the applicant?

Simplify the process of getting a landlord reference letter  by using our guide!

5. Verify Employment and Income

As a landlord, you must verify and confirm the applicant’s employment status and income. This can be done by contacting their employer directly and/or asking for recent pay stubs or a W-2 form. This step ensures the tenant can afford the rent.

• For employed applicants – check for pay stubs from the last three months (use an Income Verification Letter )
• For self-employed applicants – check the tax returns for the last two years ( Form 1040 )

Speaking with their employer or former landlord is also a good idea to get more information you would not get in a report.

6. Make an Informed Decision

After gathering all the information, decide on whether to accept or reject the application:

• Approve  – Send the tenant an Approval Letter and start drafting a lease agreement . If you need a formal step before signing the agreement, you might consider using a residential lease letter of intent .
• Deny – Send a Rejection Letter notifying the applicant that they weren’t accepted.

On average, tenants have a credit score

• within the range of 300 to 580, regarded as having a history of financial challenges,
• within the range of 601 to 660, regarded as fair,
• 800+, regarded as having an exemplary financial track record. [1]

Legally Denying Applicants

Landlords can legally deny applicants based on legitimate criteria that affect their ability to rent responsibly:

• Insufficient income to cover rent.
• Poor credit history.
• Negative references from previous landlords.
• Criminal background (except where local laws prohibit discrimination).
• Prior evictions.
• Incomplete or false information on the application.

Ensure that your background check process complies with the Fair Housing Act and does not discriminate based on race, color, national origin, religion, sex, familial status, or disability.

Remember, fair housing laws consider age a protected class, so only collect this information if you need it to run tenant screening reports like credit or background checks.

Providing false or misleading information on a rental application is a serious offense and can lead to legal implications for the applicant. Tenancies granted due to a fraudulent application are voidable. Here are some states that provide further legal consequences for such actions:

• California : Applicants can face fines and legal action for fraud.
• New York : Providing false information can result in the termination of the lease and possible criminal charges.
• Texas : Misrepresentation on an application can lead to eviction and potential fines.
• Florida : False statements can result in lease termination and legal penalties.
• Illinois : Misleading information may lead to the denial of the application and possible legal action.

Landlords should ensure all information provided by applicants is accurate and complete, and take appropriate action if any discrepancies are found.

Download as: PDF or Word

When should I use a rental application form?

As a landlord, you benefit from using an application form if you are:

• A first-time landlord concerned about finding a suitable tenant
• A veteran landlord with bad luck with previous renters
• In a popular location or building that will attract many renters
• Concerned  about the financial resources of an applicant
• Screening for more serious tenants who are willing to move in soon

What is a credit reference on a rental application?

A credit reference on a rental application is a person, organization, or business with which an applicant has had a financial relationship. Obtaining credit references should be part of your normal tenant screening process, in tandem with running a credit check.

The credit references will likely provide valuable information about a prospective tenant’s rent payment habits. Reviewing an applicant’s credit references gives excellent insight into the likelihood of a landlord receiving rent on time.

Examples of good credit references include:

• Utility companies
• Previous landlords
• Local businesses that offered a rent payment plan
• Medical and dental offices

What if I don’t use a residential rental application?

If you do not use a residential rental application for tenant screening and research, you could cost yourself time and money. After a potential renter fills out your tenant application, you should take the time to review it closely.

Always contact the applicant’s current and previous employers and landlords, and run credit and background checks.

How long does a rental application take?

Generally, approving a rental application takes 24 to 72 hours. But, because many landlords want to check various personal and financial histories, and databases like those companies offering background checks have access to, this process could be longer.

Landlords should try to streamline their tenant screening process by using online legal forms when possible and hiring third-party companies to run essential checks.

Minimizing the time spent collecting and processing applicant data can lead to better initial experiences with tenants and more captured rental income.

What happens after a rental application is approved?

Once a rental application is approved, the landlord or property manager will typically follow these steps:

• Notify the Applicant : The applicant is informed of the approval, usually through an Approval Letter or a phone call.
• Draft the Lease Agreement : The landlord will prepare the lease agreement detailing the terms and conditions of the rental.
• Review and Sign the Lease : The tenant reviews the lease agreement, asks any questions, and both parties sign the document.
• Collect Security Deposit and First Month’s Rent : The landlord collects the necessary payments as stipulated in the lease agreement.
• Solve Move-In Arrangements : The landlord and tenant coordinate the move-in date and any additional details like property walkthroughs or key handover.

Are rental application fees refundable?

Rental application fees are generally non-refundable. These fees cover the cost of background checks, credit reports, and administrative processing. However, policies can vary by landlord and state laws, so it’s important to check the specific terms outlined by the landlord or property manager.

How to decline a rental application?

Declining a rental application should be done professionally and respectfully, as follows:

• Prepare a rejection letter stating that the application has been declined.
• While not always required, providing a general reason for the denial (e.g., insufficient income or poor credit history) can be helpful. Be careful to avoid any language that could be interpreted as discriminatory.
• Mail or email the letter to the applicant, ensuring that the communication is timely.
• Keep a copy of the rejection letter and any supporting documents for your records in case the applicant requests further explanation or decides to appeal the decision.

Legal Templates uses only high-quality sources, including peer-reviewed studies, to support the facts within our articles. Read our editorial guidelines to learn more about how we keep our content accurate, reliable and trustworthy.

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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

28 Amazing Rental Reference Letters (for Tenants & Landlords)

As a landlord or a roommate or a property manager , you share a relationship with your tenant or the room partner , whether good or not-so-good. Often, the tenants might request a rental reference letter from you that they will furnish to the prospective landlord. With you as the verifier or recommending person, this letter might help them get a new apartment or property on rent without any hassle.

• 1 Rental Reference Letters
• 2 What to include?
• 3 Landlord Reference Letters
• 4 Who should write the letter?
• 5 What should a landlord reference say?
• 6 Tenant Reference Letters
• 7 How do you write a reference letter for a rental?

Rental Reference Letters

What to include.

A rental reference letter comes from a landlord and it contains information about the tenant. This letter has different purposes including:

• Tenants use it when they intend to rent a space in a new location.
• Tenants use it for employment purposes as part of their requirements.
• Creditors require it when tenants apply for loans .

Generally, a formal rental or landlord reference letter must contain the following elements:

• The date when you wrote the letter.
• The name of the person to whom you’re addressing the letter.
• The complete name of the tenant.
• The address of the property you’re renting out.
• The inclusive dates when the tenant rented your property.
• Details about how your tenant paid their rent to you. Specify whether the tenant made payments on time or not. In case of late payments, specify if the tenant had any good reasons for paying late.
• Details about the condition of your rental property. Indicate whether the tenant cared for the property and if they left the property in good condition.
• Details about how the tenant behaved throughout the time they spent on your property. Was the tenant a good person? What kind of relationship did the tenant have with their neighbors? Would you rent your property to the same tenant again in the future?
• Your contact details as the landlord. This is very important should the recipient want to ask for more information.

Landlord Reference Letters

Who should write the letter.

A tenant can significantly increase their chance of getting a great rental unit after spending months searching for it. If you want to help them out, you can provide a rental reference letter. Of course, you as the current landlord aren’t the only person who can provide a rental recommendation letter. Other options are:

• Previous landlords The best way for a potential landlord to find out if the tenant is a good one is to ask the person they have rented from in the past. If one of your tenants still rents your property but they request this letter form you so that they can move to a new place in the future, then you can compose the letter for them.
• Property managers Property managers can also speak about a tenant’s prior experiences as a renter, shed light on their level of responsibility, and attest to their good points.
• Supervisors Although an employer isn’t the best person to share about a tenant’s financial responsibilities or rental history, they can vouch for the tenant’s personal qualities.
• Colleagues Requesting colleagues for personal references may suffice too, more especially so for tenants who aren’t on good terms with their supervisors. Colleagues can freely talk about the tenant’s accountability and professionalism with a personal touch.

What should a landlord reference say?

As a landlord, you would expect and appreciate a thorough and honest rental reference letter on potential tenants. But if you’re a former landlord, will you extend the same courtesy to the new landlord of your former tenants?

You should. If one of your tenants requests a landlord reference letter, provide the required information succinctly and honestly. Here are some tips to do this:

• Start with the salutation and date The salutation you write should be something like, “To Whom It May Concern.”
• Include information about the tenancy Include the complete name of the tenant, the address of the rented property, and the occupancy dates.
• Share payment details Indicate whether the tenant made payments late or on time. Share incidents where issues arose because of payments and how you resolved these.
• Reveal the condition of the rented property Indicate how the tenant the condition of the property when the tenant left. Did the tenant leave the property in good condition or were there any damages?
• Give details about the tenant’s behavior Did you or the neighbors have a hard time dealing with the tenant? Were there instances where you had to call the police for any reason?
• Give a summary of your relationship with the tenant In a few sentences, give your thoughts on how you feel about renting your property to the same tenant.
• Give your contact details This is an informal invitation to reach out to you if the reader needs any clarification.

The letter must only state facts related to the tenancy. You shouldn’t adulterate it with personal feelings or opinions. It’s not a good practice to discuss personal information about the tenant that isn’t related to the tenancy.

At its best, you should base this letter on facts accompanied by a brief endorsement. Based on the information contained in the letter, the new landlord will have the opportunity to assess all of the facts. Then, they can decide whether to rent their property to your former tenant or not.

Tenant Reference Letters

How do you write a reference letter for a rental.

A rental reference letter should be both brief and direct to the point. As long as the letter contains the required information, the rest of the letter can briefly talk about the tenant’s trustworthiness. When making a tenant reference letter for a rental, include the following:

• Introduction The letter should begin with a formal salutation. If you personally know the recipient, then you should write their name. This paragraph should include your name as the previous landlord name, the name of the tenant, the duration of their occupancy, the rent they paid each month, and if applicable, any payment violations that you had to deal with during the duration of the tenancy.
• Body paragraphs Since the introduction already contains all of the required rental information, this section contains relevant information about the tenant’s behavior during the occupancy to help the new landlord with their decision.
• Conclusion Usually, this consists of a brief statement – a sentence or two. This last part contains your recommendation as the former landlord. After this is your formal sign-off, date, signature, and contact details.

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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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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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The Rental Application Process, Explained

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A Renter’s Guide to Finding a Great Rental

How much can you afford to pay in rent, which neighborhood is right for you, 8 amenities every decent rental should have, how to find a rental you’ll love, organize your rental application documents, details matter on your rental application, communication with the landlord is vital, be honest about your history, when in doubt, call a pro, the complete moving checklist for renters.

When it comes to finding the perfect rental , there are a lot of moving parts. You’ll spend more time than you’d like to admit scouring rental listings. You’ll dedicate multiple weekends to touring various locations. You’ll cruise the streets of your preferred neighborhoods looking for “For Rent” signs, and basically do everything you can to locate your next abode.

Once you find your dream place, the next step in landing it is to complete the rental application. This kind of paperwork can be overwhelming—but don’t panic! There’s a lot you can do to make the process easier. Here are five tips to help you nail the paperwork and eventually move into a rental you love.

One of the best ways to ensure that your application process goes smoothly is to be as organized as possible. Find out ahead of time what important documents you need to complete the application. For a standard rental app, the main documents will usually include your last two years of tax returns , a copy of your credit report , proof of employment, a copy of your bank statements, and a letter from a previous landlord. These requirements can vary from state to state.

“Having all the necessary paperwork readily available so you can move quickly could make the difference between being approved or losing out on your dream [rental],” says Hilah Hadaway Williams , a real estate agent at Douglas Elliman Real Estate in Brooklyn, NY.

It’s crucial to pay attention to each and every detail of your rental application, or you’ll give the landlord or building management company a reason to skip over your application. Take your time, and read the instructions properly. Make sure the details you fill in are accurate. Remember to sign and initial in the proper places.

There are also ways to make your application stand out.

“Landlords love to be pleasantly surprised by positive reference letters from your previous landlord. You can take it to the next level by including a couple of personal and professional recommendation letters. And if you really want to knock their socks off, write a personal letter to the landlord introducing yourself and sharing with them all the reasons you’d love to live there,” says  Jeanette Colgrove , a real estate broker at Brown Harris and Stevens of Brooklyn, NY.

Throughout the process, always try to keep your potential landlord and your real estate agent in the loop. If you need an extra day to track down a document, get in touch with a quick email or text to let them know. Your new landlord or real estate agent will appreciate that you are trying to keep them in the loop. It also shows that you’re conscientious and thorough.

When filling out your rental application, telling the truth is always the smartest decision. If your credit is not so great, or if you left a previous rental on bad terms, the best thing you can do is to come clean and explain the circumstances. Odds are, your potential landlord or building manager has seen it all before.

If you do have a challenging application, a real estate agent can help streamline the process, so it might be in your best interest to seek one out.

“Be honest with your real estate agent, so if there are potential issues—low credit score, landlord or tenant disputes, etc.—they can help you solve the problem before you get rejected by a landlord,” said Williams.

In general, having a professional real estate agent handle things can cut down on headaches or potential roadblocks. You may miss something major on the rental application, but real estate agents have experience filling out this type of paperwork.

Some real estate brokers also have pre-existing relationships with landlords. And in a business where relationships matter, having someone to guide you through the process—and keep your rental application out of the reject pile—can make a big difference.

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Home » Letters » Office Letters » Request Letter for House Rent Payment from Company – Sample Letter to HR Requesting HRA Allowance

Request Letter for House Rent Payment from Company – Sample Letter to HR Requesting HRA Allowance

Table of Contents:

• Sample Letter

Live Editing Assistance

How to use live assistant, additional template options, download options, share via email, share via whatsapp, copy to clipboard, print letter, sample letter to hr for hra allowance.

To, The HR Manager, __________ (Name) __________ (Address)

Date: __/__/____ (Date)

Subject: Application for house rent allowance

Respected Sir/ Madam,

Most humbly, my name is ________ (name) and I have been working in your company as _______ (mention designation). My employee ID is _______ (employee ID).

I would like to bring into your kind concern that I have shifted to ______ (mention address) on a rental basis. I am writing this letter to request a monthly house rental allowance. I am hereby attaching a copy of the rental agreement along with other required documents.

I request you to kindly sanction the monthly allowance for the same. I shall be highly obliged for your kind support. In case, any query arises, you may contact me at ______ (mention contact number).

Yours Truly, ________ (Signature), ________ (Name), ________ (Contact Number)

Live Preview

The Live Assistant feature is represented by a real-time preview functionality. Here’s how to use it:

• Start Typing: Enter your letter content in the "Letter Input" textarea.
• Live Preview: As you type, the content of your letter will be displayed in the "Live Preview" section below the textarea. This feature converts newline characters in the textarea into <br> tags in HTML for better readability.

The letter writing editor allows you to start with predefined templates for drafting your letters:

• Choose a Template: Click one of the template buttons ("Start with Sample Template 1", "Start with Sample Template 2", or "Start with Sample Template 3").
• Auto-Fill Textarea: The chosen template's content will automatically fill the textarea, which you can then modify or use as is.

Click the "Download Letter" button after composing your letter. This triggers a download of a file containing the content of your letter.

Click the "Share via Email" button after composing your letter. Your default email client will open a new message window with the subject "Sharing My Draft Letter" and the content of your letter in the body.

Click the "Share via WhatsApp" button after you've composed your letter. Your default browser will open a new tab prompting you to send the letter as a message to a contact on WhatsApp.

If you want to copy the text of your letter to the clipboard:

• Copy to Clipboard: Click the "Copy to Clipboard" button after composing your letter.
• Paste Anywhere: You can then paste the copied text anywhere you need, such as into another application or document.

For printing the letter directly from the browser:

• Print Letter: Click the "Print Letter" button after composing your letter.
• Print Preview: A new browser window will open showing your letter formatted for printing.
• Print: Use the print dialog in the browser to complete printing.
• A: Begin with "Respected Sir/ Madam" or "Dear HR Manager" to maintain formality.
• A: Attachments should include the rental agreement and any other necessary documents related to your rental arrangement.
• A: Yes, providing your employee ID helps HR identify you in their records and process your request efficiently.
• A: Yes, expressing gratitude for their consideration and assistance is courteous and appreciated.
• A: End the letter with "Yours Truly" followed by your signature, printed name, and contact number for further communication.

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