Pro Tips: How to Follow Up on an Apartment Application

After submitting your apartment application to the landlord, it’s natural for everyone to wonder about its status and the next steps, especially when the reply takes longer than expected. In this post, we will show you how to follow up on an apartment application effectively and provide insights on what to consider and expect throughout this process. Let’s delve into the details!

When to Follow Up on Apartment Application?

Before understanding how to proceed, you need to know when you can initiate the follow-up. Understanding when to initiate a follow-up is crucial to staying engaged without appearing impatient. While every application process is unique, a general guideline helps manage expectations:

1. Reasonable Time Frame:

It’s essential to allow the landlord or property management sufficient time to review applications thoroughly. Typically, a reasonable timeframe falls within 48 hours to 4–5 days after submitting your application.

2. Consider Application Instructions:

Refer back to the application instructions provided by the landlord or management company. Some property managers offer an estimated processing time, helping applicants gauge when it might be appropriate to follow up.

3. Individual Owners vs. Management Companies:

The nature of the property ownership can influence the response time. If a management company is involved, they often have streamlined processes, allowing for quicker reviews. Individual owners may take longer due to factors like availability and decision-making time.

4. Setting a Limit:

Waiting patiently is essential, but it’s equally crucial to set a limit. If it has been more than 4–5 days without any communication, it’s generally acceptable to initiate a follow-up to inquire about the status of your application.

5. Consider Your Circumstances:

If you have time constraints, such as aligning your move-in date with the end of a current lease, factor this into your decision on when to follow up. Be proactive, especially if your situation demands a quicker resolution.

Read Also About: How Long Does Apartment Approval Take?

Send a Polite Email

How to Follow Up on an Apartment Application, Follow up with an email
Follow up with an email

Once the appropriate time has elapsed, you can now begin by writing a follow-up email for your apartment. Reaching out through a well-crafted email is a professional and effective way to follow up on your apartment application. Here’s a breakdown of how to compose a polite follow-up email:

  • Subject Line: Keep it concise and relevant. Example: “Follow-Up on Apartment Application.”
  • Salutation: Begin with a respectful greeting, addressing the landlord or property manager by name if possible.
  • Introduction: Briefly introduce yourself and express gratitude for the opportunity to apply for the apartment.
  • Reiteration of Interest: Clearly state your continued interest in the property, emphasizing your enthusiasm.
  • Application Reference: Mention the date you submitted your application and the specific address of the property.
  • Inquiry About Status: Politely inquire about the current status of your application. Ask if there is any additional information or documentation required from your end.
  • Closing: Thank them for their time and consideration, and express your hope for a positive outcome. Include your contact information for their convenience.

Sample Follow-up Email:

Subject: Follow-Up on Apartment Application

Dear [Landlord/Property Manager’s Name],

I hope this email finds you well. My name is [Your Name], and I recently submitted an application for the [Apartment Address] on [Date of Submission]. I appreciate the opportunity to be considered for the property.

I wanted to reiterate my sincere interest in renting the [Apartment Address] and express my eagerness to move forward. I understand that the application review process takes time, and I want to ensure that I have provided all necessary information to assist in the evaluation.

Could you kindly update me on the current status of my application? If there is any additional documentation or information required from my end, I am more than willing to provide it promptly.

Thank you for your time and consideration. I look forward to the possibility of renting the [Apartment Address].


[Your Full Name]
[Your Phone Number]
[Your Email Address]

Follow Up With a Phone Call

How to Follow Up on an Apartment Application, Follow up with a phone call
Follow up with a phone call

If you haven’t received a response after the email, consider making a polite phone call. Obtain the apartment number and call them, always reiterating your interest, expressing your eagerness to move forward, and inquiring about the status of your application. Be mindful of the timing and avoid calling during peak business hours.

Try asking an open-ended question. Instead of demanding an answer, inquire, for example, “Could you let me know the estimated timeframe for making a decision?” or “Is there any additional information I can provide to help with the application process?” This approach can be beneficial. Conclude the call by thanking the property manager for their time and assistance, leaving a positive impression and reinforcing your professionalism.

You May Also Like: What Should You Write in an Apartment Application?

Do Not Be Pushy

While it’s natural to be eager about securing an apartment, being overly pushy can have negative consequences. Striking the right balance between persistence and respect is key.

1. Respect the Process:

Understand that landlords are seeking the best tenant for their property. Patience and respect for their timeline demonstrate consideration.

2. Give Adequate Time:

Allow the agreed-upon timeframe to elapse before following up. If you haven’t received a response within the expected window, that’s when a follow-up becomes appropriate.

3. Polite and Patient Communication:

Whether through email or phone call, maintain a polite and patient tone in all communications. Avoid using aggressive language or expressing frustration, even if the process seems prolonged.

4. Consider Their Perspective:

Recognize that landlords or property managers may be handling multiple applications simultaneously. They aim to make informed decisions that benefit both parties. Being understanding of their workload and responsibilities is essential.

5. Avoid Repeated Inquiries:

Sending multiple follow-up messages in quick succession can be counterproductive. If you’ve followed up once and received no response, allow a reasonable amount of time before trying again.

Consider Other Options

While following up is essential, continue exploring other housing options until you have a confirmed offer or a signed lease. Always consider the possibility of not being approved, similar to the approach when seeking employment. Just as you don’t stop looking for and applying to jobs until you secure one, the same principle applies to apartment rentals. Even if you find a good one, continue to keep an eye out for new opportunities. This ensures you have alternatives and also guarantees that you are not missing out on new prospects.

Useful Tip: Check out this page on [Rental Assistance]. It provides information about government programs that help people with low income find affordable rental housing. The page details how these programs work, who is eligible, and how to apply.

Final Thought

When it comes to following up on your apartment application, polite communication and patience are key. Before reaching out, ensure you have submitted all required documents to avoid delays caused by misinformation. Don’t rush or ask for incentives or discounts; instead, let the landlord and property managers notice your interest and professionalism. If they avoid communication, take it as a sign. Future dealings with those unresponsive might not be ideal. Good luck with your apartment search!

Frequently Asked Questions

What if I haven’t received any response?

Unfortunately, some landlords may choose not to respond to applicants. After making two reasonable follow-up attempts, consider shifting your focus to other available apartments.

Is it better to call or email for a follow-up?

Email is generally the preferred method, especially when applying online. It allows for brevity and maintains a record of communication. However, if the landlord has provided a phone number or indicated a preference for calls, it’s acceptable to make a call based on their stated preference.

I haven’t received a response, but the listing is still active. What should I do?

Dealing with this situation can be frustrating. You might consider sending a final follow-up email, acknowledging the active listing, and restating your interest. Alternatively, if calling is permissible, you could try reaching out by phone. If these attempts remain unsuccessful, it might be worth considering other available options.