How To Write an Email For Apartment Rental

Looking for a new apartment can be an exciting yet challenging task. One important step in this process is writing a compelling email to inquire about an apartment rental. In this article, you will learn how to craft an effective email that will increase your chances of getting a response from potential landlords.

What To Do Before Writing the Email

Before you start drafting your email, there are a few things you should do to ensure you make a good impression. Take the following actions and gather the necessary information:

  • Research the landlord or property management company to get a better understanding of their preferences and requirements.
  • Find out the specific details of the apartment you are interested in, such as the address, rental price, and any specific amenities or features.
  • Prepare a list of your personal information, including your full name, contact information, employment details, and references.
  • Take note of any questions you have about the apartment that you would like to include in your email.

What to Include In the Email

When composing your email, it’s important to include the following components:

Subject Line:

Your subject line should be concise and informative. It should clearly indicate your purpose, such as “Apartment Inquiry – [Apartment Address]” or “Interested in Renting [Apartment Type]”. The subject line is the first thing the recipient sees, so make it compelling.


Start your email with a polite and professional greeting. Address the recipient by their title and last name, such as “Dear Mr. Smith” or “Hello Ms. Johnson”. If you don’t know the person’s gender or name, opt for a neutral greeting like “Dear Landlord” or “To Whom It May Concern”.


In the first paragraph, briefly introduce yourself and express your interest in renting the advertised apartment. Mention how you found the listing and state the specific details of the apartment you are inquiring about.

Your Background:

In the next paragraph, provide a brief overview of your background. Include relevant information such as your current employment, stability as a tenant, and any references that can vouch for your reliability. Keep this section concise but highlight your positive attributes.

Questions and Additional Information:

If you have any specific questions about the apartment, list them in a separate paragraph. Be clear and concise in your inquiries. Additionally, include any additional information that may support your application, such as if you have pets or a desired move-in date.


End your email with a polite closing. Thank the recipient for their time and consideration. Provide your contact information again, including your phone number and email address, and express your eagerness to hear back from them.

Email Template

Subject: Apartment Inquiry – [Apartment Address]

Dear [Landlord’s Name],

I hope this email finds you well. I recently came across the listing for the apartment located at [Apartment Address]. I am writing to express my strong interest in renting this apartment.

As a working professional in [Your Employment], I am in search of a comfortable and convenient living space. The amenities and location mentioned in the listing align perfectly with my preferences. I believe this apartment would be an ideal fit for my needs.

I have attached my rental application and references to provide more insight into my background as a tenant. If you have any further questions or require additional information, please do not hesitate to contact me. I would be happy to provide any details necessary to support my application.

Thank you for your time and consideration. You can reach me at [Phone Number] or via email at [Email Address]. I look forward to the opportunity to discuss renting this apartment further.


[Your Name]


Writing an effective email for apartment rental requires careful attention to detail and a professional tone. By following the steps outlined in this article, you can create a compelling email that increases your chances of securing your desired apartment. Remember to personalize the email template provided to ensure it aligns with your specific situation.

Here are a few additional tips to keep in mind:

  • Proofread your email for any grammatical or spelling errors before sending it.
  • Keep your email concise and to the point, focusing on the most important details.
  • Be polite and respectful throughout the email, maintaining a professional tone.
  • Follow up with a phone call or another email if you don’t receive a response within a reasonable timeframe.

By following these guidelines, you can increase the likelihood of getting a positive response and finding the perfect apartment for your needs. Best of luck with your apartment search!