Your first message should help the recipient understand who is writing and which flat it is about. A long personal essay usually makes it harder to find the important details.
Give details related to the flat
Mention the listing, who will live there, the move-in date you would like and when you could attend a viewing. Briefly explain why the flat suits you. Do not send the same text with the wrong address to several landlords.
End with a clear question
Suggest specific times for a viewing and ask which documents are needed next. Give one convenient way to contact you. Check the message for accuracy, especially if you used a translation tool: dates and the number of residents must keep their original meaning.
How to adapt a template without false promises
Fill in the address, the number of residents, the date and the times you are available. Remove phrases that do not match your situation, even if they seem appealing to landlords. Do not claim to have a complete file ready when some documents are still being requested. Check the translation after adapting it: negatives, dates and the number of people must keep their meaning. Do not automatically attach sensitive documents to every first message. The first enquiry should open a practical conversation, not create an obligation to back up invented details at the next step.
How to handle further correspondence about a flat
Keep one clear thread of communication linked to the listing. After a reply, clarify the missing next step: a time, the documents required or a contact on site. Do not send several similar messages in a row without a new question. If an important detail changes, such as the number of residents or the date, mention it before agreeing anything further. Record the outcome in your search log so you do not mix up the requirements of different landlords. A well-prepared message is useful when all the communication that follows stays just as accurate and truthful.
What to check
- Name the flat in the subject line.
- State the household size without unnecessary detail.
- Suggest specific time slots.
- Do not attach sensitive documents unless asked.
Template for a first enquiry in German
Replace every field in square brackets with your real details. Do not send the template with blank fields, and do not add promises you cannot back up. The message is suitable for a first contact and does not replace an application file. The template is in German because it is meant to be sent to landlords in Germany.
| Part | Content | Check |
|---|---|---|
| Subject | The flat and address from the listing | Is the address of another flat still in there? |
| Residents | Number of future residents | Does it match the actual household? |
| Date | Preferred move-in date | Is any flexibility clear? |
| Next step | Viewing and a question about documents | Have you offered specific time slots? |
Betreff: Anfrage zur Wohnung in [Adresse / Angebotsnummer] Guten Tag, ich interessiere mich für die angebotene Wohnung. Wir möchten mit [Anzahl] Personen einziehen. Ein Einzug ab [Datum] wäre für uns passend. Wäre eine Besichtigung an [Termin 1] oder [Termin 2] möglich? Bitte teilen Sie mir mit, welche Unterlagen Sie für eine Bewerbung benötigen. Sie erreichen mich unter [Kontakt]. Mit freundlichen Grüßen [Name]
Example situation
Saying “I can view the flat on Tuesday after 5 pm or on Thursday morning” makes arranging a viewing easier than a vague “any time”.
Next step
A good first message ends with an action the landlord can respond to quickly.
Official information on this topic
Checklists and examples are organisational recommendations. Requirements depend on the procedure, the city and your situation; check them with the relevant office before you act. Please discuss legal and tax questions with an authorised professional.
This article was prepared with the help of AI. The example illustrates the approach and does not describe a client case.