housing search Apr 23, 2026

Rental application: How to write a message landlords reply to

By Bolighub Published Apr 23, 2026 Updated Apr 23, 2026 Reading time: 5 min.
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A good rental application does not need to be long. It should make the landlord feel that you are serious, suitable for the home and easy to communicate with.

Many people write: “Hi, is the apartment still available?” It is fast, but it says nothing about you. If the landlord receives 50 messages, that message rarely wins.

What is the landlord trying to find out?

The landlord usually wants answers to five questions:

  • Who are you?
  • Why does the home fit you?
  • When can you move in?
  • Can you pay the rent?
  • Do you seem reliable and easy to communicate with?

Your application should answer those questions without becoming too private or too long.

The best structure

Use this simple model:

1. Short opening

Mention which home you are applying for and why you are writing.

2. Who you are

Name, age, occupation and who will live in the home.

3. Why the home fits

Mention 1-2 specific things: location, size, transport, school, work, quiet area or layout.

4. Practical information

Move-in date, pets, smoking, number of residents and availability for viewing.

5. Friendly closing

Make it easy to contact you.

Example of a good rental application

Hi,

I am writing because I would like to apply for the apartment at [address/area]. My name is Emma, I am 27 and I work full-time as a nurse at Bispebjerg Hospital. I am looking for a quiet two-room apartment close to public transport, and your home fits both my everyday life and my wish to stay in the same place for a longer period.

I will live alone, I do not smoke and I have no pets. I can take over from 1 June, but I am flexible if another date works better. I would be happy to attend a viewing and can send relevant information if needed.

Kind regards,
Emma
[phone number]

Example for a couple

Hi,

Our names are Jonas and Mathilde, and we are applying for the apartment at [address]. We are 31 and 29 and work as a software developer and primary school teacher. We are looking for a home where we can live for several years, and we are especially interested in your apartment because of the layout, balcony and short distance to our workplaces.

We do not smoke, have no pets and can take over from 1 August. We take good care of our home and have previously rented without issues. We would be happy to come for a viewing.

Kind regards,
Jonas and Mathilde

What should you avoid?

Avoid long life stories. The landlord does not need every detail about a breakup, conflict with your current neighbor or how desperate your housing situation feels. It may be understandable, but it rarely helps.

Also avoid:

  • Writing only one line.
  • Sending a mass message with no reference to the home.
  • Asking questions already answered in the listing.
  • Pressuring the landlord with “I can pay today.”
  • Sending sensitive documents before being asked.

Make the application specific

A concrete application feels more credible than a polished but generic one.

Write for example:

  • “I work near Norreport and can bike to work in about 15 minutes.”
  • “I am looking for a home where my daughter can have her own room.”
  • “I can take over from 1 July and am flexible for viewings after 4 pm.”
  • “I have lived in my current rental for four years and am now looking for more space.”

Checklist before sending

  • Have you mentioned the specific home?
  • Have you written who will live there?
  • Have you mentioned work, studies or another relevant stable situation?
  • Have you included move-in date?
  • Have you stated pets and smoking if relevant?
  • Can the text be read in under a minute?
  • Are phone number and email correct?

Advice for applicants

Create a basic profile, but always adapt the first lines to the home. Landlords can tell when a message has been sent to 100 listings. On Bolighub, use your profile and message strategically: be fast, concrete and polite, but do not send sensitive information before there is a real dialogue.

If you apply with a roommate, present yourselves together. The landlord needs to understand who will live there and why your shared housing setup is stable.

Advice for landlords

State clearly in the listing what information you want from applicants: desired move-in date, number of residents, pets, smoking and a short introduction. This gives better applications and fewer irrelevant messages.

Avoid asking for more information than necessary in the first contact. Sensitive documents should only be requested when there is a real need and a serious process.

Common mistakes

  • Sounding desperate instead of serious.
  • Writing too much.
  • Forgetting practical information.
  • Using the same generic message for every home.
  • Sharing personal documents too early.
  • Replying slowly when the landlord offers a viewing.

FAQ

How long should a rental application be?

Often 120-200 words is enough. It should give trust but be quick to read.

Should I mention my job?

Yes, if relevant. Work, studies or another stable situation helps the landlord understand your profile.

Should I send payslips immediately?

As a rule, no. Do not send sensitive documents before there is a serious dialogue and you know who receives them.

How do I write as a student?

Mention what you study, how you pay rent, when you can move in and why the home fits your everyday life.

What should I write if I have a pet?

Be honest and specific. Mention the animal, size, age and that you will respect the lease and house rules.

Sources and further reading