---
title: "How to Write a Message to a Landlord That Actually Gets a Reply"
description: "Landlords get 100+ messages for every listing. Here's the exact structure for internationals, with a copy-paste template, that makes yours stand out."
canonical: https://www.socials.homes/guides/landlord-message-that-works
last-updated: 2026-04-18
author: Socials
reading-time: "3 min read"
---

# How to Write a Message to a Landlord That Actually Gets a Reply

Landlords get 100+ messages for every listing. Here's the exact structure for internationals, with a copy-paste template, that makes yours stand out.

**TL;DR:** Landlords ignore generic "Is the room still available?" messages. A reply-worthy message has your name, age, move-in date, what you do, and mentions one specific thing from the listing. Keep it under 120 words.

The average good listing on WG-Gesucht, Funda, or Idealista gets 100-200 messages within the first hour. Landlords skim them in 10 seconds each. Your job is to make yourself easy to pick.

## What gets ignored

These get deleted instantly:
- *"Hi, is the room still available?"*
- *"I'm interested, please send more info."*
- *"Hello, I would like to visit the apartment."*

Anything that requires the landlord to write back with basic information already in the listing. They won't.

## What gets replied to

The winning format has 5 parts, in this order:

1. **Greeting using their name** if visible in the listing (signals you actually read it)
2. **One sentence about who you are**, name, age, nationality, studying or working
3. **Your specific situation**, what you do, when you want to move in, how long you'll stay
4. **One specific detail from the listing** to prove you read it carefully (e.g., "the kitchen with the view of the canal", "the bike storage in the courtyard")
5. **A clear ask**, a viewing, phone call, or video tour

## Copy-paste template

> Hi [Name, or "hi there" if no name],
>
> I'm [Your Name], [age], a [nationality] moving to [City] for [a new job / a relocation / studies] in [September]. I'd move in on [date] and stay for [12 months].
>
> I saw your listing for the room in [neighborhood], I love that it has [specific detail: natural light, the balcony, proximity to the tram]. It looks like exactly what I'm looking for.
>
> I have a stable income of [€X]/month from [source: employment contract, part-time job, savings] and can send you [proof of income, recent bank statements, guarantor document] right away.
>
> Would it be possible to arrange a viewing this week, or a video call if you prefer?
>
> Thank you!
> [Your Name] · [+phone number]

## What to skip

- Long life stories. Landlords don't care.
- Over-formal language. Friendly and professional beats stiff.
- Attaching a "rental CV" as a PDF in the first message. Save it for the reply.
- Emojis. In most European markets, emojis in a first message read as too casual.

## What to prepare before you send

- A profile photo (warm, smiling, recent). Some platforms let you attach one.
- Documents ready to send on request: passport scan, proof of income or enrollment, last 3 months of bank statements, guarantor letter if you have one.
- Your WhatsApp number in international format (+49, +31, +34...).

## Language matters

If the listing is in the local language, at least open your message in that language: *"Hoi, ik heet [name]..."* / *"Guten Tag, ich heiße..."* / *"Olá, chamo-me..."*. Then switch to English if your local-language skill ends there. It shows respect and dramatically increases reply rates.

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