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Preparations

Writing an Introduction Letter for Realtors

Writing an Introduction Letter for Realtors

When you're looking for a room through a realtor, it's important to make a good first impression. A strong introduction letter can make the difference between getting an invitation for a viewing or not.

Why an introduction letter?

For popular rooms, often hundreds of candidates respond to a single listing. Realtors and landlords don't have time to get to know everyone. With a good introduction letter, you can show at a glance that you're a reliable and responsible tenant.

What should it include?

A good introduction letter contains three important categories of information. Below you'll find an overview of all the details you should mention:

CategoryWhat to mention
Personal information
  • • Full name
  • • Age
  • • Study or work (and where)
  • • Current living situation
  • • Brief personality description
Reliability
  • • Income or student financing
  • • Permanent contract or guarantor
  • • Experience with (independent) living
  • • References from previous landlords
Contact details
  • • Phone number
  • • Email address
  • • Availability for viewing
  • • Desired start date

Important documents

In addition to your introduction letter, it's smart to have the following documents ready:

  • Proof of income - An employer's statement or proof of student financing
  • Recent pay slips (last 3 months)
  • ID proof (copy of passport or ID card)
  • Guarantor statement from parents (if applicable)

Respond faster?

Hundreds of people respond to every listing, only the fastest respondents have a chance!

Example structure

Dear [landlord/realtor name],

I am [name], [age] years old and I [study/work] at [name of institution/company]. Currently I live [current situation], but I am looking for [what you're looking for]. I am a [describe yourself: quiet, tidy, social, etc.] person.

I can afford the rent through my [income from work / student financing / parental guarantee]. I have experience with independent living and take good care of my belongings and accommodation.

I would love to view the room. I have all necessary documents ready (proof of income, ID, etc.) and can start on short notice.

Kind regards,
[Your name]
[Your phone number]
[Your email address]

Summary: A good introduction letter

  • Keep it short (maximum 1 page)
  • Include personal info: name, age, study/work
  • Specifically explain why you want this room
  • Show that you can afford the rent (income, guarantor)
  • Add a friendly photo
  • Check spelling and grammar
  • Gather important documents (ID, proof of income, etc.)
  • Respond as quickly as possible to listings