Community Rentals

Off-Campus Housing

Contacting a Landlord

A smiling student talking on the phone.

Reaching out to a prospective landlord is an opportunity to make a good first impression. Being prepared, professional, and courteous right from the beginning will help show that you are an ideal applicant.

ON THIS PAGE

What to say when you first reach out

Emailing a landlord

Calling a landlord

What to say when you first reach out

Whether making contact by email or phone, landlords will use your inquiry as a method of pre-screening. Follow these tips to maximize your chances of receiving a positive response from the landlord.

Two students with a phone and computer.

What to include

  • Your name, contact information, and why you are searching for a rental
  • Which listing you are interested in, and where you found their ad
  • A few highlights that show you are a responsible person (e.g., your part-time job, volunteer work, research projects, or past experiences as a tenant)
  • How you can afford the rental, and that you are able to provide references

Don’t include:

  • Your age
  • Questions already answered in the ad
  • A link to your social media

Emailing a landlord

Keep your email concise and professional. Create a template message you are satisfied with, then simply update it with details from other rentals you are interested in and reuse it.

Two students sending an email on a computer.

Example email

Hello Mr. Landlord,
My name is Tonia Glover and I’m interested in your rental at 55 Quail Dr. My roommate and I are searching for a peaceful place to live near campus. We are quiet and studious, majoring in physics and psychology, and capable of paying rent through jobs and financial support from parents. Our application packet is ready for review; I would love to set up an appointment to see the property. My phone number is 831-555-5555. 

Thank you for your time. I look forward to hearing from you.
Tonia

Calling a landlord

Chances are pretty high that you will reach someone’s voicemail, but be prepared to talk with the landlord if they answer. Writing down a few notes in advance can help you stay focused, clear, and calm. 

Before you make the call:

  • Know your schedule so you’re ready to make an appointment to view the rental.
  • Record a friendly and professional outgoing message on your phone.
  • Take a deep breath and remember to speak slowly and clearly.
  • If you’re leaving a message, give your name and phone number at the beginning, and repeat it at the end.

If the landlord answers:

  • Be ready to take notes on the landlord’s answers so you can refer to them later. This is especially important if you’re calling on behalf of a group.
  • Set a date and time to see the rental. Inform the landlord that you will be ready to turn in an application if the rental is a good fit.
A student making a phone call.

Example voicemail message

Hi! My name is Tom Jones, and my number is 555-5555. I’m very interested in your Bay Avenue unit; the location is perfect. 

I am a student at UCSC majoring in chemistry, and I am quiet and studious. I am a very responsible person and I can afford the rent because I support myself with part-time work. I also receive financial support from my parents. I’d really like an appointment to see the place, so please call me. 

Again, this is Tom Jones, 555-5555, and I’ll be available between 7 to 9 p.m. tonight or you can leave me a message at any time. Thank you.

Last modified: Apr 03, 2024