{PROVIDED_SECOND_LANGUAGE_TITLE}
When a standard letter is useful
A letter is especially useful when verbal contact does not lead to a solution. Describe the problem factually, mention important dates and clearly state what you expect and within what reasonable period. Avoid insults and keep the tone businesslike. The landlord must be able to understand which problem you are reporting and what solution you are requesting.
- A request for repairs or the correction of defects.
- An objection to a rent increase, service charges or an incorrect payment.
- A response to an announcement ending the tenancy or eviction.
- A report about unwanted entry to the home or your privacy.
What should you include in the letter?
Start with your name, address, date and the landlord's details. Then state the address of the rented home and explain in a few paragraphs what happened. For maintenance problems, for example, include the dates of earlier reports and describe why the defect affects the home. Request a specific solution and give a reasonable period for a response.
- Use a clear subject line, such as "Request to repair a leak".
- Attach photographs, earlier messages, invoices or a timeline of events.
- State the date by which you expect a response or solution.
- Ask for written confirmation of the agreements made.
Do not simply stop paying rent, even when a defect has not yet been repaired. Set-off or suspension may have consequences and depends on the circumstances. First obtain information from the Rent Tribunal or seek advice before changing a payment.[2]
Examples by dispute
Maintenance and defects
Report a defect in writing as soon as possible. Describe what you see, where it is located and since when the problem has existed. For serious defects, such as leaks, mould or a failed heating system, you can also explain how the problem affects use of the home. Give the landlord an opportunity to inspect and carry out repairs.
Rent increases and service charges
First check your tenancy agreement, the notice and the calculation. State which part you dispute and why. For certain disputes about rent, maintenance or service charges, the Rent Tribunal may offer a procedure. Pay close attention to deadlines and use the official form when required.
Ending the tenancy and eviction
Take a termination notice, demand or announcement of a court case seriously. Write that you have received the letter and ask for an explanation if the reason or period is unclear. A landlord cannot simply remove a tenant from the home; for many disputes, a decision by the subdistrict court is required. Seek help quickly when a hearing date or short response period is mentioned.
Sending the letter and keeping evidence
Send the letter by email and, when proof of receipt is important, also by registered mail or another traceable method. Keep the sent version, attachments, proof of postage and the landlord's response. Keep a simple log of telephone calls, agreements and new problems. These documents may later help in a procedure before the Rent Tribunal or subdistrict court.
- Check the name, address, date, subject and attachments before sending the letter.
- Create a folder with messages, photographs, payment records and inspection reports.
- Record deadlines and respond before the stated date.
Frequently asked questions
- Does a standard letter need to be legally complicated?
- No. A factual explanation, a clear request and relevant dates are usually more important than complicated legal words.
- Can I dispute a rent increase by letter?
- Yes, you can explain your objection in writing and check whether the Rent Tribunal has jurisdiction for your situation and which deadline applies.
- What should I do about a threatened eviction?
- Keep all documents, respond quickly and seek professional help immediately when you receive a summons or hearing date.
Step-by-step plan for your letter
- Read your tenancy agreement and collect the facts about the dispute.
- Record all relevant deadlines and choose a reasonable response period.
- Collect photographs, messages, payment records and other documents.
- Write your request, attach the evidence and check the letter.
- Contact the appropriate authority if the landlord does not respond.
Help and official resources
- Rent Tribunal: information and procedures for rent, maintenance and service charges
- Government.nl: information about renting in the Netherlands
- Book 7 of the Dutch Civil Code on Wetten.nl