The Viewing and Application Process

Introduction

This chapter explains exactly how viewings (“bezichtigingen”) and rental applications work in the Netherlands—from reading listings and preparing a flawless dossier, to complying with Dutch law, protecting your privacy, and winning in a competitive market. It’s written for both Dutch renters and expats.

Why it matters: the Dutch rental market is fast and rule-heavy. Missing a document, misunderstanding the points system (WWS), or paying the wrong fees can cost you the home—or a lot of money. We’ll show you how to prepare like a pro, spot red flags, and assert your legal rights under the latest rules (including the Wet betaalbare huur, Wet goed verhuurderschap, and changes since 1 July 2024/2025).

About Luntero Luntero is a Dutch rental platform that aggregates listings, publishes expert handbooks like this one, a glossary of rental terms, and rental news—so you can learn, search, and apply smarter, all in one place.

How to Read a Dutch Rental Listing

Dutch listings usually include: location, size (m²), number of rooms, kale huur (base rent), servicekosten (service charges), furnishing level (kaal, gestoffeerd, gemeubileerd), energielabel, income requirements, and viewing details.

Key jargon decoded

• Kale huur: rent excluding utilities and service charges.
• Servicekosten: costs for shared services; must be actual, reasonable and annually settled with evidence.
• Inkomenseis: market practice (not a law) that your gross monthly income is ~3–4× the base rent; it varies by landlord. Check the listing.
• Energielabel: landlords must show the label when advertising and provide it at signing. Better labels often mean lower energy costs and can influence WWS points.

Price sense-check Use reputable indices to gauge asking levels (€/m²). For example, Pararius Huurmonitor Q1 2025 reported €19.44/m² nationally, with Amsterdam ~€28.29/m², Utrecht ~€23.63/m², Eindhoven ~€20.52/m² (private sector). A 60 m² flat in these cities might list around €1,700, €1,420, and €1,230 respectively (excl. service costs).

Pre-Viewing Prep: Build a “Dutch-Ready” Rental Dossier

A strong dossier speeds up screening and can move you to the front of the queue.

What to prepare (and why it matters)

• ID (passport/ID card). Landlords may verify identity; if they copy your ID, mask the BSN unless a legal basis exists.
• Income proof: last 3 payslips and/or employer statement; for self-employed, recent IB aangifte + accountant letter.
• Bank statements (optional): provide only what’s necessary; Dutch privacy law requires data minimisation.
• Residence/permit status where relevant.
• Previous landlord reference (if available).
• BRP intent: you must register at your address—within 5 days of arrival if you’re moving to NL; or within 5 days after your move if already in NL. Municipal appointments book up; plan early.

Pro Tip: Save scans as a single PDF (≤ 10 MB), redact BSN, and name files clearly: Lastname_Firstname_Dossier_2025-08.pdf.

Booking and Attending the Viewing

Booking

• Respond quickly and follow instructions (some agents use automated forms).
• Confirm whether it’s a group or individual viewing; ask if video viewings are possible if you’re abroad.
• Bring your dossier (digital & printed).

On the day: What to check

• Basics: size (measure a few walls), noise, daylight, ventilation, water pressure, heating type, mobile signal.
• Safety: smoke/CO detectors, escape routes.
• Installations: CV boiler age/maintenance, meter readings, working radiators.
• Energy & label: ask for the energielabel; ads must display it, and landlords must provide one.
• Service costs: ask for a breakdown; by law, landlords must calculate on actual costs and settle annually within 6 months after year-end (usually by 30 June).

Legal Tip: If service costs aren’t substantiated with invoices and a yearly statement, you can challenge them at the Huurcommissie.

Questions to ask the landlord/agent

• What’s included in servicekosten? (e.g., cleaning, common electricity, caretaker share).
• Who handles small repairs vs major maintenance? The law lists “Besluit kleine herstellingen” for tenant-paid minor fixes; major works are for the landlord.
• Can I register in the BRP at this address (some studios/house-shares restrict additional occupants)?
• What is the WWS points total and segment (social ≤ 143 pts, middle 144–186, free ≥ 187 in 2025)? Ask for the calculation sheet.

Application: How to Stand Out—Ethically and Legally

Typical selection criteria

• Income fit (e.g., ≥ 3× rent gross). Some institutional landlords use 3.5–4×; check the ad. This is market practice, not a legal rule.
• Contract type: permanent job vs probationary/temporary.
• Household size relative to dwelling.

Legal Tip: Since 1 July 2023, the Wet goed verhuurderschap requires fair, non-discriminatory selection and better transparency. Municipalities can enforce and fine. You can report misconduct to your local authority.

What a complete application includes

• Cover note (1 paragraph: who you are, job, desired move-in).
• Dossier PDF (ID per privacy rules, income docs, references).
• Timing: desired start date and BRP registration plan.

Pro Tip: Submit a clean WWS self-check (see below) to show the proposed rent aligns with the points. It signals you know your rights and reduces post-signing disputes.

The Dutch Rental Law Essentials (2025)

Segments & starting rent (on/after 1 Jan 2025)

• Social: ≤ 143 WWS points. Starting rent ≤ €900.07/month.
• Middle: 144–186 points. Starting rent €900.07–€1,184.82.
• Free sector: ≥ 187 points; no legal max for starting rent.

Background: The Wet betaalbare huur (Affordable Rent Act) made the WWS binding and extended regulation into the middle segment up to 186 points.

Rent increases

• Social & middle: annual caps are published each year; check the Huurcommissie for the current 2025/2026 limits.
• Free sector: capped at CPI + 1 percentage point (temporary law extended to 1 May 2027).

Deposits, fees, and cost transparency

• Deposit (waarborgsom): max 2 months’ base rent (for contracts from 1 July 2023).
• Agency/broker fees: if the agent acts for the landlord, you do not pay bemiddelingskosten—no double charging (even if relabeled as “administration” or “contract fees”). Report violations to the municipality.
• Servicekosten: only actual, reasonable costs; yearly settlement required (typically by 30 June for the prior year), with invoices on request.

Registration (BRP)

• Move to NL for more than 4 months? Register with the municipality within 5 days of arrival. Already in NL? Report your move at least 4 weeks before or within 5 days after moving.

Housing benefit (huurtoeslag)

• In 2025, the maximum rent for huurtoeslag eligibility is €900.07 (lower for under-23s without a child). From 2026, rules change: maximum-rent thresholds are set to be removed (apply on the rent portion up to a cap), broadening access for higher rents. Check the latest at Belastingdienst/Rijksoverheid.

Table 1 — Legal Limits & Where They Come From (2025)

Topic	2025 Rule (summary)	Source
Segments & starting rent	Social ≤ 143 pts ≤ €900.07; Middle 144–186 pts ≤ €1,184.82; Free ≥ 187 pts (no max)
Deposit (borg)	Max 2 months base rent (contracts ≥ 1 Jul 2023)
Agency fees	No bemiddelingskosten to tenant if agent works for landlord; municipalities can enforce
Service charges	Actual, reasonable; annual settlement with evidence (≈ by 30 Jun for prior year)
BRP registration	Register with the gemeente within 5 days (new arrivals)
Rent increase—free sector	CPI + 1% cap through 1 May 2027
Energy label	Must be shown in ads and provided at rental

The WWS Points System: What It Means for Your Application

Why renters should care

• The Woningwaarderingsstelsel (WWS) sets a maximum legal rent for social and middle-segment homes. Knowing the points helps you negotiate and avoid overpaying.

How to check (step-by-step)

1. Ask the landlord/agent for their points calculation (m², WOZ value share, energy label, amenities).
2. Use the Huurcommissie tools/pages to understand scoring and segment boundaries (143/186/187+).
3. Compare the proposed rent to the maximum for that points total (2025 caps above).
4. If the initial rent is too high, you can file with the Huurcommissie. For starting rent in the regulated segment, you generally have 6 months from the start date to ask for an assessment.

Legal Tip: Under the Affordable Rent Act, WWS is binding in low and middle segments. Municipalities and courts are taking this seriously. Start with a polite, written request to adjust the rent to the lawful maximum; escalate if needed.

Table 2 — Responsibilities Checklist (Tenant vs Landlord)

Area	Tenant (Huurder)	Landlord (Verhuurder)
Minor repairs (“kleine herstellingen”)	Pay/do minor fixes (e.g., descaling taps, replacing toilet seat, lubricating hinges, clearing internal drains)	—
Major maintenance	—	Structural work, exterior painting, new boiler (CV), serious defects
Service charges	Pay reasonable, agreed items; receive annual statement + invoices	Provide itemised settlement; bill actual costs only
Energy label	—	Must show in ads and provide to tenant
BRP registration	Register within deadline	—
Dispute service costs	May challenge at Huurcommissie	Must cooperate and provide evidence

Legal basis: Besluit kleine herstellingen; Rijksoverheid guidance; Huurcommissie service-cost policy; RVO energy-label rules.

Viewing Day Playbook

Before you go

• Check the address in Kadaster BAG Viewer (surface, use category) to confirm the dwelling details match the ad.
• If you’re worried about scams, verify ownership via Kadaster Eigendomsinformatie (paid).

Scam Alert: Never pay a deposit or months of rent before seeing and signing. Fraudsters copy real ads, communicate only in English, and push for WhatsApp payments. Use Fraudehelpdesk tips and report suspicious offers.

During the viewing

• Photos & measurements: Take pictures (with permission) and note dimensions for your furniture.
• Ask for draft contract and service-costs estimate (and last year’s settlement if it’s an existing complex).
• Check WWS segment and whether rent is compliant.

After the viewing: 24-hour plan

1. Send a thank-you + confirmation of interest.
2. Attach your dossier (PDF) and reiterate move-in date and BRP plan.
3. Add a one-page WWS check showing the segment and max rent.

Applying (and Winning) in a Competitive Market

What landlords like

• Complete dossiers on first submission (no chasing).
• Stable employment or clear proof of funds.
• Clean, respectful communication and realistic expectations about start date and furnishing.

What’s not allowed

• Discrimination (e.g., by nationality, race, family status). Municipalities can enforce under the Wet goed verhuurderschap. Report to the local meldpunt.
• Illegal fees: bemiddelingskosten charged to tenants by the landlord’s agent.

Pro Tip: If your income is slightly short, ask whether secondary income (partner), savings, or a corporate guarantee can be considered. Many institutional landlords publish exact formulas—always check the listing.

Contracts You’ll See (and What Changed Recently)

• Indefinite (“onbepaalde tijd”) is the norm since 1 July 2024 (Wet vaste huurcontracten). Only specific target-group exceptions (e.g., students, urgent rehousing) allow lawful temporary contracts; check the exception list.
• Diplomatic clauses and short-stay exist but are narrowly defined—seek advice if you’re unsure.

Legal Tip: If offered a “temporary” contract, ask which legal exception applies and request the exact article. If it doesn’t fit an exception, you may be entitled to full tenant protection from day one.

Table 3 — Application Dossier: Documents & Privacy Notes

Document	Why needed	Privacy/legal note
ID (passport/ID)	Identity verification & screening	If copied, mask BSN unless a clear legal reason exists; collect only necessary data (GDPR).
Payslips / Employer letter	Income verification (inkomenseis)	Income requirements are not law; they’re landlord policy.
Bank statements (optional)	Proof of solvency	Redact non-relevant info; only provide minimal required pages.
Previous landlord reference	Reliability	Share contact details with consent.
BRP plan	Compliance & mailability	Must register within legal deadlines.

Service Costs: What’s Reasonable?

What can be included? Cleaning of common areas, common electricity, caretaker (percentage), reasonable use/depreciation of furnishings in furnished rentals, and other allowable items defined in policy. Taxes/levies aren’t service costs. The Huurcommissie applies a reasonableness test and looks for actual invoices.

Annual settlement Landlords must provide a detailed yearly statement within 6 months after the calendar year, with supporting invoices. If they don’t, you can request it and challenge at the Huurcommissie.

Common Fee Traps—And How to Respond

• Bemiddelingskosten charged to the tenant by the landlord’s agent: point to Rijksoverheid guidance and refuse; if already paid, consider reclaiming and report to municipality (Wet goed verhuurderschap).
• Over-high deposit (> 2 months base rent): cite the legal maximum and ask for correction before signing.
• “Administration” or “contract” fees that mask agency fees: also prohibited if they amount to double brokerage.

How to Challenge an Illegal Starting Rent (Step-by-Step)

1. Identify the segment (points total; check if ≤ 186).
2. Compare the offered rent to the maximum for those points.
3. Write to the landlord requesting an adjustment to the lawful maximum.
4. If no agreement, file with the Huurcommissie to assess the starting rent.
5. Deadline: generally within 6 months after your tenancy begins (regulated segment).
6. Keep paying the undisputed portion while the case runs.

Outcome: The Huurcommissie can lower the rent to the legal max and order refunds.

Privacy-Safe Screening: What Landlords May (and May Not) Ask

• May verify identity; copying ID is allowed with a valid purpose, but don’t share unnecessary data and mask BSN unless strictly required.
• Income checks are normal; landlords must avoid over-collection and retain data only as long as necessary.
• Avoid sending full credit-card numbers or unrelated personal data via email.

Pro Tip (Expats): Bring a 30% ruling letter (if applicable), Dutch bank account details (if you have them), and evidence of housing allowance eligibility if relevant. For huurtoeslag in 2025 the rent cap is €900.07 (lower for most under-23), with broader access expected from 2026.

City & Regional Nuances

• Amsterdam and some other cities publish additional middenhuur policies and developer rules; tenants shouldn’t be forced to rent a parking place if that would push the rent above middle-rent caps. Always check local pages.
• Furnishing expectations: “Gestoffeerd” often means floor/curtains/lighting may be missing or minimal—clarify what’s included.
• Group viewings are common in the Randstad; have your dossier ready to submit on the spot.

Scams: Current Patterns & How to Protect Yourself

Red flags

• Upfront payments before viewing or contract.
• Too-good-to-be-true deals (e.g., prime location for €700).
• Communication only via WhatsApp/Telegram; pressure to act immediately.
• Landlord refuses ID, won’t show property, or asks for a passport copy prematurely.

What to do

• Verify ownership via Kadaster; use BAG Viewer to confirm address details.
• Use Fraudehelpdesk resources and report incidents.

Scam Alert: Police and ACM repeatedly warn about fake rental sites and cloned ads; never wire money before a legitimate contract and keys.

Putting It Together: A Sample Timeline

1. Day 0–1: Shortlist on Luntero and other reputable platforms; sense-check market price with recent indices.
2. Day 1–2: Build your dossier PDF; redact BSN; prepare a short cover letter.
3. Day 2–7: View 3–5 homes; ask for WWS points and service-cost info; verify energy label.
4. Day 7–8: Submit application + WWS check + BRP plan.
5. Offer accepted: Review contract; check deposit ≤ 2 months, no agent fee, lawful service-cost clauses.
6. Move-in: Take meter readings; inventory; register at the gemeente within 5 days (if required).
7. Within first 6 months: If needed, challenge starting rent at the Huurcommissie.
8. After first calendar year: Expect service-cost settlement by 30 June; request invoices if missing.

Real-World Examples

• Expat couple in Utrecht: Listing asks €1,475 excl. for 62 m². Pararius Q1 2025 Utrecht ~€23.63/m², suggesting €1,465 typical; price is within market. Dossier meets 3.5× rule; they ask for WWS points and confirm middle segment with max €1,18x; landlord reduces to the legal max.
• Student in Amsterdam: Agent tries to charge €350 “contractkosten.” Student cites Rijksoverheid ban on bemiddelingskosten for tenants when the broker acts for the landlord; the fee is dropped.
• Family in Eindhoven: Receives service-cost settlement missing invoices. They request itemisation; on refusal, they file at the Huurcommissie, which reduces charges to reasonable, evidenced amounts.

Common Mistakes (and How to Avoid Them)

• Paying “reservation” deposits before viewing → Don’t. Verify ownership, see the home, and sign first.
• Not checking WWS points → Ask for the sheet and compare to the 2025 caps.
• Accepting illegal fees → Quote the Rijksoverheid page and refuse bemiddelingskosten.
• Over-sharing personal data → Follow Autoriteit Persoonsgegevens guidance; mask BSN.
• Missing BRP registration → Book your appointment early.

Frequently Asked “What Ifs”

What if my income doesn’t meet 3× the rent? Ask whether a partner’s income counts, whether savings can bridge the gap, or whether a company guarantee is acceptable. Many institutional landlords publish formulas; always check the listing.

Can the landlord force me to rent a parking space? Municipal policies (e.g., Amsterdam 2025) forbid forcing add-ons that push rent above middle-rent caps.

Do I get housing benefit in a free-sector home? In 2025, huurtoeslag has max-rent thresholds; from 2026 policy changes broaden access—check current rules before applying.

Quick Calculations You Can Do

1. Income fit:

   • If rent is €1,450, a 3× gross rule implies €4,350 gross/month household income. If the landlord uses 3.5×, target €5,075. (Policy varies.)

2. Market reasonableness:

   • With Amsterdam ~€28.29/m², a 55 m² home near the centre should roughly list around €1,556 before service costs (private sector). Compare to similar listings.

3. Huurtoeslag rent check (2025):

   • If your rekenhuur (base rent + eligible service costs) ≤ €900.07 and you meet income/asset criteria, you may qualify (special thresholds for most under-23).

Template: Your One-Page Application Email

Subject: Application — [Address], [Date]

Dear [Name],

Thank you for the viewing today. We would like to apply. – Household: [names], [jobs], [gross income approx.] – Move-in: [date]; BRP registration planned immediately. – Dossier: attached (ID with BSN masked, payslips, references). – WWS: we understand the dwelling is [segment] with [~points]; offered rent is within the 2025 cap for this segment.

We look forward to next steps. Kind regards, [You]

Where to Get Help (and File Things)

• Huurcommissie: rent points, service-cost disputes, and 2025 rent-increase limits.
• Rijksoverheid / Volkshuisvesting: official rules, Wet betaalbare huur guidance.
• Autoriteit Persoonsgegevens: privacy during screening.
• Belastingdienst (Toeslagen): huurtoeslag conditions.
• Municipal meldpunt (Wet goed verhuurderschap): report illegal fees/discrimination.
• Kadaster / BAG Viewer: verify dwelling details and ownership.
• Fraudehelpdesk: report rental scams.

Key Takeaways

• Know your segment: ≤ 143 pts social, 144–186 middle, ≥ 187 free (2025). Starting-rent caps apply in social & middle.
• No illegal fees: Bemiddelingskosten to tenants are banned when the agent acts for the landlord; deposit ≤ 2 months.
• Service costs must be actual, reasonable, and settled annually—ask for invoices.
• Register in the BRP on time; many processes (healthcare, taxes, benefits) depend on it.
• Privacy first: share only necessary personal data; mask BSN unless required.
• Use Luntero to aggregate listings, consult our glossary and news, and follow this chapter’s checklists to win your application—legally, safely, and smartly.