How to Introduce Yourself to a Landlord or New Tenants

Quick answer: To introduce yourself to a landlord, send a short, friendly letter or message with your rental application. Say who you are and who will live in the home, mention your job or school and income, explain when you’d like to move in and for how long, and list your references and attached documents. If you’re the landlord, introduce yourself to new tenants with a welcome letter that covers how to pay rent, how to reach you for repairs and emergencies, and building rules.

On this page: Introducing yourself to a landlord · Short email or message · Renting a room · “Tell us about yourself” examples · Landlords: introducing yourself to tenants · FAQ

How to introduce yourself to a landlord

In a busy rental market like Toronto’s, landlords often receive dozens of applications for one unit. A short introduction helps yours stand out, because it answers the three questions every landlord has: will you pay on time, will you look after the home, and will you be easy to deal with?

What to include in your introduction letter

• Who you are, and who will live in the unit, including any pets
• Your job or school, how long you’ve been there, and your income
• Why you want this particular home, your move-in date and how long you plan to stay
• Your rental history and at least one reference
• A list of what you’ve attached: credit report, employment letter, recent pay stubs, photo ID

Keep it to one page, be specific, and let the facts do the work. “I’ve paid rent on time for four years” is more convincing than “I’m a great tenant”.

Template: introduction letter to a landlord

Dear [Landlord’s name],

My name is [Your name], and I’m applying for [address/unit]. I work full-time as a [job title] at [employer], where I’ve been for [length of time], with an annual income of $[amount]. I’m looking for a home I can stay in long term and would like to move in on [date].

I have rented at [current address] for [number] years and have always paid rent on time. My current landlord, [name], is happy to provide a reference at [phone/email]. I’m quiet, non-smoking and take good care of my home.

I’ve attached my credit report, employment letter and recent pay stubs. Thank you for considering my application. I’d be glad to meet or answer any questions.

Sincerely,
[Your name] · [phone] · [email]

Short version: email or message to a landlord

Many rentals are listed on sites like Kijiji, Facebook Marketplace or Rentals.ca, where a short first message works better than a full letter:

Hi [Name], I’m interested in your [1-bedroom] at [address]. I’m a [job title] at [employer] earning $[amount] a year, non-smoker, no pets, and I’d like to move in on [date] for a 1-year lease or longer. I have excellent references and a [credit score / credit report] ready to share. Could I book a viewing this week? Thanks, [Name], [phone]

Template: newcomers to Canada and students

Dear [Landlord’s name],

My name is [Your name]. I recently moved to Toronto from [country] to [start a job at / study at] [employer/school]. Because I’m new to Canada, I don’t yet have a Canadian credit history, so I’ve included [employment letter / proof of funds / a guarantor’s details / references from previous landlords] to show that I can reliably pay rent.

I’m responsible, quiet and looking for a home for at least [length of lease]. Thank you for your time. I’d welcome the chance to meet.

Kind regards,
[Your name] · [phone] · [email]

How to introduce yourself when renting a room

When you’re renting a room, the owner or roommates are choosing someone to share their home, so talk about your routine and habits as well as your finances:

Hi [Name], I’m [Your name], a [job title / student at school] looking for a room from [date]. I work [daytime hours / from the office most days], I’m tidy, quiet in the evenings and happy to share cleaning. I don’t smoke and have no pets. I can provide references from my current landlord and my employer. Would it be possible to see the room this week? Thanks, [Name], [phone]

How to describe yourself to a landlord: “Tell us about yourself” examples

Many rental applications include a box asking you to describe yourself. Two to four sentences are enough. Focus on reliability, lifestyle and why you’re a good fit:

• Working professional: “I’m a registered nurse at Scarborough General Hospital, working day shifts. I’ve rented my current apartment for three years with no late payments, and I’m looking for a quiet place to stay long term.”
• Couple with a pet: “We’re a couple in our thirties: I work in IT and my partner is a teacher. We have a small, house-trained, 7-year-old dog and are happy to provide a reference from our current landlord about her. We’re looking for a two-year lease.”
• Student: “I’m a second-year student at the University of Toronto Scarborough. My parents are co-signing the lease, and I’ve attached proof of funds for the full year. I study most evenings and am looking for a quiet home close to campus.”

What you don’t have to share: Ontario’s Human Rights Code protects tenants from discrimination based on things like race, religion, family status, disability, age or receiving public assistance. You don’t need to mention these, and a landlord shouldn’t ask. Landlords can, however, ask about income, references and your credit history.

For landlords: how to introduce yourself to new tenants

A friendly welcome sets the tone for the whole tenancy and prevents misunderstandings later. Send it before or on move-in day, and include:

• Your name and the best way to reach you, plus a separate number for emergencies
• How much rent is, when it’s due and how to pay it
• How to request repairs, and what counts as an emergency (a water leak, no heat)
• Garbage and recycling days, parking, and any building rules
• A reminder that you’ll give written notice before entering the unit. In Ontario, landlords generally must give 24 hours’ written notice and enter between 8 a.m. and 8 p.m., except in emergencies

In Ontario, most residential tenancies must use the province’s standard lease, which includes the landlord’s legal name and an address for giving notices.

Template: welcome letter to new tenants

Dear [Tenant’s name],

Welcome to [address]! I’m [your name], your landlord, and I’m glad you’ve chosen to make this your home.

Rent of $[amount] is due on the [day] of each month by [payment method]. For repairs or maintenance, please contact me at [phone/email]; for emergencies such as a water leak or loss of heat, call [emergency number] any time. Garbage and recycling go out on [day].

I’ll always give proper written notice before entering the unit. If you have any questions, please don’t hesitate to reach out.

Best regards,
[Your name]

Template: new owner introducing yourself to existing tenants

If you’ve bought a home with tenants in it, their lease continues with you as the new landlord. Let them know right away who you are and where to pay rent from now on:

Dear [Tenant’s name],

I’m writing to introduce myself as the new owner of [address], effective [closing date]. Your tenancy continues on the same terms as your current lease.

Starting with the rent due on [date], please pay $[amount] to [name] by [payment method]. For repairs or questions, you can reach me at [phone/email]; for emergencies, call [number] any time.

I look forward to working with you. Please let me know if there’s anything I should know about the home.

Sincerely,
[Your name]

Short text or email version for landlords

Hi [Name], I’m [your name], your landlord at [address]. Welcome! Rent is due on the [day] by [method]. For repairs, text or email me at [contact]; for emergencies, call [number] any time. Looking forward to having you. [Name]

More help with renting in Toronto

Getting ready to rent? Use Irina’s rental checklist to gather your documents, and read how to navigate Toronto’s leasing market. Irina Marchenkova, REALTOR® with RE/MAX Realtron Realty, helps tenants find the right home and put together a strong application, and helps owners find reliable tenants. Contact Irina or call 416-846-8064.