Last update 20 May 2025
How to Write a Great Apartment Application Letter in Germany 📝
Germany's rental market is one of the most competitive in Europe, with apartments often receiving hundreds of inquiries within hours of being listed. For expats, the challenges are even greater, language barriers, unfamiliar rental processes, and potential landlord biases can make the search harder.
Your application letter (the email or message you send to the landlord or agent) is your first impression, and a compelling one can set you apart from the crowd. In fact, most applicants get filtered out based on their initial inquiry, so a well-crafted letter greatly increases your chances of being invited to a viewing.
This guide will walk you through what to include in your letter and why each element matters, and provide a bilingual example to help you write your own. Writing in German is highly recommended, even if you're not fluent, using a tool like DeepL or Google Translate can help.
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Expat guide
Why You Need a Great Application Letter
Finding an apartment in Germany is notoriously difficult. It's one of the hardest parts of moving, often taking months of searching and hundreds of messages before landing a place. Landlords can receive hundreds of inquiries within minutes of posting an ad, so they quickly skim and sort out most applicants. This means your first message needs to grab their attention fast.
A concise, informative, and personable application letter helps you stand out from the competition and convinces the landlord that you're a trustworthy, ideal tenant. This is especially crucial for expats, who may face extra scrutiny, as some landlords are wary of newcomers due to job or visa uncertainty.
By addressing common landlord concerns like employment, income, and stability, and showcasing a bit of your personality, you can overcome these hurdles. In short, a great application letter won't guarantee you an apartment, but it significantly boosts your chances of getting a viewing invitation in Germany's tough rental market.
Key Elements of an Effective Application Letter
When reaching out to a landlord about an apartment, be sure to include all the key information they care about in a short, structured message. Here's what to include, and why it matters:
Basic Personal Information
Introduce yourself with your full name (and any relevant title, such as Dr., if applicable) and age. This gives the landlord a quick snapshot of who you are. Including an academic or professional title can be helpful, as some landlords respond positively to it. Age can indicate your life stage, which may influence landlord preference (for example, many prefer working professionals over students).
Employment and Income
State your job title or field, mention your employment status (e.g. full-time, permanent contract), and name your employer. Include a rough idea of your monthly net income or salary range. Landlords in Germany typically look for tenants with stable jobs and sufficient income to cover rent. As a guideline, your rent should be no more than 20 to 35 percent of your net income. Highlighting your financial stability reassures landlords that you're a reliable tenant.
Residency Status (Visa or Nationality)
Let the landlord know you're legally allowed to live in Germany long-term. This could be your visa type (e.g. Blue Card) or simply that you're an EU citizen. Landlords prefer tenants who are likely to stay, so having a long-term visa or residence status is a big plus. If you're on a temporary visa or in a probationary period at work, be honest but confident, reassuring the landlord you understand the importance of stability can help.
Desired Move-in Date
Clearly state when you can move in, ideally matching the availability listed. If you're flexible, say so. Landlords often need to fill apartments by a specific date, so showing that you can align with their timeline helps.
Who Will Live There
Clarify who will be living in the apartment, just you, or you and a partner or family. If others are included, mention their relationship to you and their ages (e.g. "my partner, 35, will live with me"). Landlords have preferences regarding household types. Being upfront helps them picture who you are and shows honesty. If you're applying alone, simply state that you'll be the sole tenant.
Personal Introduction and Hobbies
Add a short, friendly personal intro to make your application stand out. In 1 to 2 sentences, mention a few hobbies or interests, for example, you enjoy cooking, cycling, or value a quiet lifestyle. This personal touch helps you feel more human and relatable, and signals that you'd be a pleasant neighbor. If the ad mentions something like a nearby park, connect your lifestyle to that. Keep it genuine and likable.
Contact Information and Availability
Make it easy to get in touch. Include your phone number (with country code, if it's non-German) and email. Note any preferences for when to contact you, like "best reached after 5 pm." Mention your current location and availability for viewings, especially if you're not in Germany yet (e.g. "I'm currently based in London, but will be in Germany from July 1 and can attend viewings that week"). If you're already in Germany, show flexibility by offering evenings or weekends.
Optional: Photo
Consider attaching a clear, friendly photo of yourself (especially for email applications). It's not required, but it helps landlords put a face to the name. A casual but professional photo (e.g. outdoors or at a landmark) can make your message more memorable. If you're applying as a couple or group, a photo together can be a nice touch. Just make sure the quality is good, a blurry or awkward photo can do more harm than good.
Additional Details or Landlord Preferences
- Smoking and Pets: If the listing says "no smokers" or "no pets," confirm this applies to you (if true). If you do have a pet, mention it honestly and briefly explain (e.g. a small, well-behaved dog).
- Language: Say whether you speak German, even if you're writing in English. A bilingual letter or a simple line like "Ich spreche auch Deutsch" can reassure the landlord that communication will be easy. If you're still learning, mention your willingness to improve.
- Documents and References: Landlords in Germany often ask for SCHUFA (credit check), proof of income (contract or payslips), and references. You usually don't need to include these in your first message, but mention that they're ready (e.g. "I can gladly share my employment contract, SCHUFA, and landlord reference if needed"). This shows that you're organized and transparent.
- Anything that makes you a great tenant: Think about what landlords value, quiet, responsible, long-term tenants who pay on time. You could add 1 to 2 sentences about your reliability, long-term mindset, or anything else that makes you a great fit (e.g. "I've stayed in my last two apartments for over 3 years and always paid rent on time").
Tone and Length
Keep your letter clear and concise, aim for 150 to 250 words. Be friendly, polite, and professional. Use short paragraphs or bullet points if allowed, as landlords often skim quickly. Double-check your grammar and spelling, especially in German, if you've translated the letter. A well-written, error-free letter can leave a great impression.
End your message by thanking the landlord for their time and expressing your interest in a viewing.
Example Apartment Application Letter
Below is an example of a strong apartment application email, first in English and then in German. This example assumes you're writing to the landlord or property manager (hence the formal greeting). It incorporates all the key elements mentioned above. Use this as inspiration and adjust it to your own situation. Do not copy it verbatim, as your personal details and personality should shine through.
Example letter (English)
Dear Mr. Schmidt,
I am writing to express my interest in the 2-room apartment on Example Street. My name is John Doe, I am 29 years old, and I work as a software engineer for ABC Tech in Berlin. I will be starting a permanent full-time position with them on July 1st, and my net monthly income will be around €3,500.
A bit about me: I grew up in the UK and recently moved to Berlin for work. I hold an EU Blue Card visa, which allows me to live and work in Germany long-term. In my free time I love cycling and cooking, and I'm looking forward to exploring Berlin's parks and food markets. I don't smoke, have no pets, and lead a quiet, orderly lifestyle.
I was really impressed by the apartment's bright kitchen and balcony. I'm a responsible tenant and can provide a reference from my previous landlord in London, where I lived for five years. I also have my SCHUFA credit check and employment contract ready.
I am currently in Berlin and could move in as early as August 1st. I'm available for viewings anytime in the evenings or on weekends. You can reach me at +49 171 2345678 or johndoe@example.com. I speak German as well if preferred.
Thank you very much for considering my application. I would be thrilled to attend a viewing and have the chance to make this apartment my home. I look forward to your reply.
Sincerely, John Doe
Example Letter (German)
Sehr geehrter Herr Schmidt,
hiermit bewerbe ich mich mit großem Interesse für die 2-Zimmer-Wohnung in der Beispielstraße. Mein Name ist John Doe, ich bin 29 Jahre alt und arbeite als Softwareentwickler bei ABC Tech in Berlin. Ab dem 1. Juli fange ich dort eine unbefristete Vollzeitstelle an, mit einem Nettoeinkommen von ca. 3.500 € im Monat.
Ein paar Worte zu mir: Ich bin in Großbritannien aufgewachsen und vor kurzem für die Arbeit nach Berlin gezogen. Ich habe eine Blaue Karte EU, die mir erlaubt, langfristig in Deutschland zu leben und zu arbeiten. In meiner Freizeit gehe ich sehr gern Rad fahren und koche leidenschaftlich, und ich freue mich darauf, die Berliner Parks und Wochenmärkte zu erkunden. Ich rauche nicht, habe keine Haustiere und führe einen ruhigen, geordneten Lebensstil. (Meine Wochenenden verbringe ich oft damit, neue Rezepte auszuprobieren oder ein gutes Buch zu lesen.)
Die helle Küche und der Balkon in Ihrer Wohnung haben mich sofort angesprochen – ich kann mir schon vorstellen, wie ich die Wohnung sauber und gemütlich halte. Ich bin ein verantwortungsbewusster Mieter; in den letzten 5 Jahren habe ich in London in derselben Wohnung gelebt und kann gerne eine Vermieterreferenz vorlegen. Außerdem habe ich meine SCHUFA-Auskunft und meinen Arbeitsvertrag bereits vorbereitet und kann sie Ihnen gern zeigen.
Praktisches: Ich bin derzeit in Berlin und könnte zum 1. August einziehen. Wohnungsbesichtigungen sind unter der Woche abends oder am Wochenende jederzeit für mich möglich – ich richte mich da ganz nach Ihnen. Sie erreichen mich unter +49 171 2345678 oder per E-Mail an johndoe@example.com. (Gern kann ich die Kommunikation auch auf Deutsch führen, falls Ihnen das lieber ist.)
Vielen Dank, dass Sie meine Bewerbung in Betracht ziehen. Ich würde mich sehr freuen, Sie kennenzulernen und die Wohnung besichtigen zu dürfen. Über eine Rückmeldung freue ich mich sehr!
Mit freundlichen Grüßen, John Doe
Why this works:The example letter (in both languages) is polite, succinct, and covers all the essentials. It introduces the tenant clearly, highlights stable job and income, and addresses expat-specific points (visa status, speaks German). It also adds a personal touch with hobbies and shows enthusiasm for the apartment. All potential concerns are proactively answered: the applicant is non-smoking, no pets, long-term employed, and has documents ready. This is the kind of message that can make a landlord think, "This person sounds reliable and nice, let's invite them to a viewing."
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