How to prepare your application to rent an apartment

The rental market in Catalonia is increasingly competitive. Countless applicants can apply for the same apartment within hours. In this context, those who arrive prepared—with all their documentation in order and a polished presentation—have a real advantage over those who improvise.

In this article we explain what documentation you need, how to calculate if the rental you are interested in fits your income and, above all, how to prepare a cover letter that makes the difference.

01 · First: How much can you afford?

Before you start your search, it's essential to understand the rental range that fits your financial situation. The most common rule—and the one most landlords and agencies use to evaluate candidates—is the 30% rule: your monthly rent shouldn't exceed 30% of your net monthly income.

Some landlords are more flexible and accept up to 35-40%, but above that ratio, the application becomes weaker and the perceived risk of default increases. If your situation is approaching that limit, strengthening other elements of your application (guarantor, additional collateral, strong cover letter) is especially important.

02 · Documentation you must submit

Having all the documentation ready before visiting the apartment—and not days later—is a sign of seriousness that landlords greatly appreciate. This is the standard documentation requested in Catalonia:

• Valid ID card or NIE: Identity document of the applicant and, if applicable, of all cohabitants over the age of 18.
• Last 3 payslips: For employees. If you have been with the company for a short time, also attach your employment contract to demonstrate stability.
• Employment contract: This is especially important if it's a permanent position. A temporary or probationary contract weakens your candidacy; compensate for this with other strengths.
• Income tax return (IRPF): The latest available fiscal year. This allows the landlord to have an annual view of your income beyond just recent payslips.
• Employment history report: Issued by the Social Security Administration, this document certifies your contribution history and seniority in your current position. It is especially valuable for demonstrating job stability, particularly if you have been with the company for a short time or are self-employed. You can obtain it immediately and free of charge from the Social Security Administration's online portal.
• For the self-employed — quarterly VAT and personal income tax returns: The last four quarters, along with form 390 (annual VAT summary) and the income tax return. Irregular income among the self-employed generates more distrust, so more documentation is always better.
• For retirees or those with non-wage income: Pension certificate or proof of recurring income (capital gains, rents, etc.).
• Credit reports: Some landlords check credit reporting agencies (ASNEF, RAI). If you know you're listed on any of these, it's best to be transparent from the start and explain the situation.

03 · The cover letter: your best argument

In a market saturated with candidates, the cover letter is the most underutilized tool and, at the same time, one of the most effective. A business owner who has to choose between candidates with similar financial standing will tend to opt for the one who inspires the most confidence and generates the least uncertainty. And that's exactly what a good cover letter does.

• Include a recent, high-quality photo: It's not a legal requirement, but it greatly humanizes the application. The landlord puts a face to the person who will be living in their apartment. A professional photo, or simply a neutral and well-lit one, conveys seriousness.
• Briefly introduce yourself: Name, age, profession, family status. A resume isn't necessary, but a clear paragraph answering 'who am I?' is.‘
• Explain why you want that specific apartment: Mentioning the neighborhood, the proximity to work or your children's school, or even something you liked about the visit shows genuine interest and not that you're sending the same application to twenty different apartments.
• Talk about your lifestyle as a tenant: If you are quiet, tidy, pet-free, and don't make noise, say so. If you have good references from previous rentals, mention them and offer to provide them.
• Be transparent about your financial situation: State your net monthly income and the percentage that rent represents. Doing so voluntarily eliminates uncertainty and builds trust.
• Close with availability and contact: Indicate when you can log in, provide your contact information, and make yourself available for any further questions.

04 · Other factors that make the difference

• Respond quickly: In highly sought-after properties, applications close within hours. If you see a property you're interested in, act that same day.
• Be flexible during the visit: Being punctual, not making premature demands, and showing a willingness to adapt to the owner's conditions (check-in dates, guarantees) creates a good impression.
• References from previous landlords: If you can provide a letter or contact information from a previous landlord who can vouch for your behavior as a tenant, it is a highly valued differentiating factor.
• Additional guarantees: Legal deposit (1 month), additional guarantee (up to 2 months according to the LAU), personal guarantee, or surety bond. Knowing these options and proactively offering them demonstrates maturity and facilitates the decision.

This article is for informational purposes only and is based on current market legislation and practices as of April 2026. For comprehensive and personalized advice, contact Rustic Corner: our team will guide you through every step of the process.