Rental request rejected? The reasons and how to increase your chances

The pressure on the housing market remains high and dozens, if not hundreds, of candidates are often lining up for every available rental property. It can be extremely frustrating when you're repeatedly told that you didn't make the choice, often without a clear explanation. Although it sometimes feels like a lottery, there are specific criteria and risk considerations behind the scenes that determine who gets the keys.

Understanding the host and manager selection process is the first step to a successful application. Landlords are basically looking for three things: financial security, stability and a tenant who takes good care of the home. If your requests get stuck, the reason often lies in the presentation of these three pillars or in the speed of action.

The income requirement: The hard selection

The most common reason for a direct rejection is failure to meet the income requirement. Most professional landlords and investors have a strict standard where the gross monthly income must be three to four times the basic rent.

• The calculation: If the rent is €1,200 and the requirement is four times the rent, there must be a combined gross income of €4,800. Vacation pay and a thirteenth month may often be included, but bonuses and overtime usually do not.
• Two earners: Please note the rules for the second income. Often, the second income only counts for 50% or 75% in the calculation.
• Debts and expenses: Do you have a current student debt or a private lease contract? This is often deducted from your disposable income by landlords, which effectively means you have less rental space.

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File structure: Completeness and professionalism

In a market where speed is key, hosts don't have time to go after missing documents. An incomplete file is immediately set aside in nine out of ten cases.

The Ideal Tenant Checklist

Make sure you have a ready-to-use digital file with:

• A recent employer statement (no older than three months).
• The last three paychecks.
• A copy of your ID (with a protected social security number and photo if desired for privacy).
• A bank statement showing the last three salary deposits and rent payments for your current home.
• A landlord statement from your current host.

The role of the landlord statement

This document is crucial. It is the confirmation for the new landlord that you have no rent arrears and have not caused any inconvenience. Are you unable to provide this because you are currently living in a home for sale or are still staying with your parents? Then explain this proactively in a cover letter to avoid ambiguity.

The presentation: The gun effect

Although figures are the deciding factor, renting is also human work. The “gut feeling” plays a role, especially among private landlords. If your application consists purely of dry documents, you are just a number.

• Cover letter: Write a short, business but personal introduction. Who are you, what do you do for work and why does this home suit your phase of life? Keep it concise; a landlord wants to know that you're a calm, reliable tenant.
• Social media: It's no secret that some hosts type in your name on Google or LinkedIn. Make sure your profiles provide a representative image.
• Smoking and pets: Although an absolute ban on pets is often legally difficult, many hosts prefer a household without animals or smokers due to wear and tear and odour nuisance. Be honest about this, but be aware that it can be a reason for rejection in a competitive market.

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The time and tactics factor

Sometimes the rejection is not you, but the timing. The first group of viewers often has an advantage.

• Alerts: Don't rely on daily email updates from home websites; they're often out of date when they appear in your inbox. Use real-time alerts and respond within minutes of publishing.
• Viewing: Be on time, look smart and ask relevant questions. A landlord remembers the candidate who was genuinely interested and asked the right questions about maintenance or the neighborhood.
• Search profile: If you are structurally rejected, your search profile may be too optimistic. Look for homes that are just under your maximum budget or consider a neighborhood that's just outside the popular core. Here, the competition is often a little less fierce.

Legal frameworks: When is rejection unjustified?

Since the Good Landlord Act, there have been stricter rules for the selection process. Landlords must have a transparent selection process and must not discriminate.

While a landlord is free to choose the most financially stable candidate, selection may not be based on origin, religion, sexual orientation, or disability. Are you rejected and do you suspect that the reason is not related to your income or file? Then you can ask for a written explanation. Hosts are obliged to explain why one choice fell on another.

From rejection to acceptance: Optimise your chances in the housing market

A rejected rental request is almost always due to a lack of speed, an incomplete file or an income requirement that is just not met. By having your documentation in perfect order, giving a strong personal presentation and sitting right on top of the latest offerings, you optimize your position. Remember that rejection is rarely personal; it is a business consideration of risks. Keep refining your file and be critical of the homes you're applying for, so that your efforts focus on the most viable opportunities.

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