The Documents Dutch Landlords Actually Want (Complete Checklist)

You finally find the perfect apartment. The price is right. The location is great. You click "Apply" and then...

"Please upload: proof of income, employment contract, ID, bank statements, registration proof..."

You spend the next two hours hunting for documents, scanning papers, and downloading bank statements. By the time you submit, 47 other people have already applied.

Don't be that person.

Here's exactly what you need, organized so you can apply to any listing in 15 minutes or less.

The 5 Documents Everyone Needs

No matter who you are - student, expat, employee, or self-employed - these five documents are required for virtually every rental application in the Netherlands.

1. Valid ID or Passport

A clear scan or photo of your passport or EU ID card. Make sure it's not expired and all text is readable. Both sides if it's an ID card.

2. Proof of Income

Your last 3 payslips are the standard. Most landlords want to see that you earn at least 3x the monthly rent (before taxes). If you just started a new job, your first payslip plus employment contract usually works.

3. Employment Contract

A copy of your current employment contract showing your salary, job title, and contract type (permanent or temporary). Permanent contracts are preferred, but temporary contracts with good income still work for most listings.

4. Bank Statements (Last 3 Months)

Download these directly from your bank's app or website. They want to see your salary coming in regularly and that you're not living paycheck to paycheck. Some agencies accept a screenshot of your balance, but official statements are better.

5. Proof of Current Address

Something that proves where you currently live: a utility bill in your name, your city registration (uittreksel BRP), or your current rental contract. This shows you're a real person with a traceable history.

Special Cases: Extra Documents You Might Need

The base five will cover most situations. But depending on your situation, you'll need to add a few extras.

If You're a Student

Students usually don't have the income to meet the 3x rent requirement. Here's what you need instead:

• Proof of enrollment - A letter from your university or a screenshot of your student portal showing you're actively enrolled.
• Guarantor letter - A signed statement from a parent or family member agreeing to pay if you can't. Many agencies have their own template.
• Guarantor's income proof - Your guarantor's payslips and employment contract, proving they can cover the rent.
• Study financing proof (if applicable) - DUO statements showing your student loan or grant.

If You're Self-Employed (ZZP'er)

No employment contract means you need to prove income differently. Landlords want to see stability:

• KvK registration - Your Chamber of Commerce extract showing your business is registered.
• Annual accounts - Profit and loss statements for the last 1-2 years. Preferably prepared by an accountant.
• Accountant statement - A letter from your accountant confirming your income. This carries more weight than self-reported numbers.
• Tax returns - Your latest income tax declaration (aangifte inkomstenbelasting) showing what you actually earned.
• Bank statements - Even more important for ZZP'ers. They want to see consistent income coming in.

Being self-employed makes renting harder, but not impossible. Strong documentation is your friend.

If You're an Expat

Moving to the Netherlands? You face a chicken-and-egg problem: you need an address to register, but you need documents to get an address. Here's how to break the cycle:

• Employer relocation letter - A letter from your Dutch employer confirming your job, salary, and start date. This is often enough even without payslips.
• Work permit or visa - If applicable, show you're legally allowed to work in the Netherlands.
• Employment contract - Your signed Dutch employment contract, even if you haven't started yet.
• Passport - Obviously, but make sure it's valid for the duration of your intended stay.
• Home country bank statements - If you don't have Dutch bank statements yet, statements from your home country showing savings or income help.
• Proof of BSN application - If you've already applied for your BSN, include the confirmation.

How to Organize Your Rental Folder

Having the documents isn't enough. You need to find them instantly when it matters.

Here's my system:

1. Create a folder called "Rental Application" in your cloud storage (Google Drive, iCloud, Dropbox).
2. Inside, create subfolders: "ID", "Income", "Employment", "Bank", "Address", and if applicable "Student", "ZZP", or "Expat".
3. Name files clearly: "Passport_JohnSmith_2025.pdf", "Payslip_November_2025.pdf".
4. Update monthly: Replace old payslips with new ones, refresh bank statements.
5. Keep a "ready to send" folder with all your files organized, so you can either send everything at once or pick and choose what you need to fill out each application ASAP.

When the right apartment appears at 9 PM on a Sunday, you can attach everything in 2 minutes while others are still searching for their passport.

Agencies vs Private Landlords: What They Ask For

Quick note: agencies and private landlords often ask for different things.

Agencies tend to have formal checklists and stricter income requirements (often 3.5x or 4x the rent). They'll ask for everything upfront.

Private landlords are more flexible. They might only ask for ID and proof of income initially, then request more if they're interested in you.

We'll cover the full differences between agencies and private landlords in a separate guide - including when each option makes more sense for your situation.

The Bottom Line

The Dutch rental market moves fast. When you find the right apartment, you won't have time to gather documents.

Prepare everything now. Update it monthly. When opportunity knocks, you'll be ready.