What information should I provide to a real estate agent to help target what I’m looking for in a rental apartment?

This could be one of the most important questions during your search, since the more information you provide, the better a quality agent can help find a property matching your criteria.  Unfortunately, most prospective renters tend to only rely on providing a few basic points of information (or none at all) and are regularly forced to answer the same questions over and over again from each agent they contact.

Create A Template
If you do not plan on working with one specific agent when searching for an apartment, you will probably be contacting many of them and having similar conversations each time.  Instead, take some time at the beginning of your search and create a comprehensive template email that you can send to any agent you speak with, detailing all of your criteria and preferences.  This will save you a lot of time and headaches, not having to re-answer the same questions throughout the process.

The most basic set of information that you should provide when contacting an agent is the following:

Basic Information

  • Size – studio, alcove studio, one bedroom, two bedroom convertible, two bedroom, etc.
  • Location – specific neighborhoods or sections of NYC
  • Budget – maximum monthly budget for rent (not including the broker fee)
  • Move-In Date – exact date or range
  • Required vs. Preferred Amenities – doorman, elevator, laundry, etc.
  • Pets – type of each pet, weight and breed (if applicable)
  • Other Information – any other information about your situation that would be helpful for an agent to be aware of when performing a search for you

However, the more information you provide, the easier it is for a quality agent to narrow down the available options that he / she can show you, saving you time and hopefully helping you land an apartment matching most, if not all of your criteria.  To expand the scope of information you provide, use the following more detailed information to create a template to use when contacting agents:

More Advanced Information (in addition to the Basic information above)

  • Size
    • Number of people living in the apartment and in each room
    • Type of people – roommates, couple, family, how many kids, per bedroom, etc.
    • Convertible or True (2 bedroom convertible to 3 for roommates or true 2 bedroom for a couple and their child)
    • Minimum square footage
  • Location
    • Specific street boundaries (north / south / east / west)
    • Commute – work / school location, importance of proximity to public transportation
    • General desire to be close to…[blank]
  • Budget
    • Do you meet typical income requirements (annual income of at least 40x the intended monthly rent)?
    • How is your credit (solid credit is generally a score of 700+)?
    • Are you planning to use a guarantor (list which U.S. state the guarantor resides in)?
  • Move-In Date
    • Indicate flexibility – earliest vs. last possible date
  • Required vs. Preferred Amenities
    • Concierge, gym, outdoor space, garage, children’s play area, lounge, etc.
  • Type of Building / Apartment
    • Walkup / luxury high rise / loft / townhouse, etc.
    • Pre-war vs. post-war vs. new development
    • Specific apartment details, including finishes, floors, ceilings, layouts, etc.
    • If a walkup is ok, what is the highest floor to consider?
  • Other Information
    • List other specifics that you want for your next home – remember to be flexible, but share as much info as possible with your agent so that he / she can try to find as close to the perfect place as possible

Of course, if there is any other information specific to your situation not listed above that is important for agents to know, make sure to include it when contacting them.

Buildings Viewed
If you have already viewed apartments in certain buildings, it is wise to provide a full list to an agent so that he/she knows to exclude those buildings from the search.  However, if you like a specific building, but did not like the unit you toured, make a note of that for the agent to include the address in the search.  Note: If you viewed the building with a different agent and you signed a Client Registration form with that agent for the building, then you may have to use him/her if you end up submitting an application for another unit at that address, as you will legally owe the broker fee to that original agent.

Schedule of Availability
In a subsequent email, you should provide all available days and times that you can meet in the next 3-7 days to view apartments.  The range should assume that you can be at the first property at the starting time and finish your tour at the ending time.  Agents generally need specific times to make appointments with management companies / landlords, current tenants or for their own schedule, so being specific with your availability will help the process run smoothly.

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Renters  |  Prepare To Rent