Writing a formal letter to your Dutch landlord

When you need something from your Dutch landlord, put it in writing. Phone calls and messages are fine for day-to-day communication, but for anything with legal weight, a formal letter or email is the standard. Dutch rental law gives tenants strong protections, but exercising them usually starts with a written request that documents what you asked and when.

Getting your waarborgsom back

The waarborgsom (deposit) is capped at two months' kale huur for contracts signed after 1 July 2023 under the Wet goed verhuurderschap. When you move out, your landlord must return it within a reasonable period, typically within one to two months. Any deductions must be itemised in writing.

If your landlord does not return the deposit after you move out, send a written request. State the amount, the date you moved out, and that you expect a refund within 14 days. Keep a copy. If they still do not respond, you can send a second letter by aangetekende post (registered mail), which proves delivery. After that, your next step is the kantonrechter (subdistrict court) or a free consultation at the Juridisch Loket.

Take photos of the apartment before you hand back the keys. If possible, request a voorinspectie (pre-move-out inspection) so both parties agree on the condition of the property before you leave. This makes it harder for the landlord to claim damage later.

Reporting gebreken

A gebrek is a defect that makes the property less liveable than what you are entitled to: a broken boiler, persistent damp, a malfunctioning lock, or a heating system that does not work. Under Dutch rental law, your landlord is responsible for structural repairs and maintenance of installations that came with the property.

Report gebreken in writing. Describe the problem, include photos if possible, and ask for a repair within a reasonable timeframe (14 days is common for non-urgent issues, shorter for emergencies like no heating in winter). If the landlord does not respond or refuses, you can file a verzoek tot huurverlaging wegens gebreken (request for rent reduction due to defects) with the Huurcommissie.

The Huurcommissie can order a temporary rent reduction until the landlord fixes the problem. Filing costs €25 for tenants (2025), refunded if the ruling goes in your favour.

Sending your opzegging

When you want to end your lease, you must send a written opzegging (notice of termination). The tenant's notice period is one calendar month, and the termination must take effect on the last day of a month.

If you want to leave on 30 June, your written notice must reach your landlord before 1 June. Send it early enough that delivery is not a question. Aangetekende post or an email with read confirmation both work. Your letter should state your name, address, that you are terminating the huurovereenkomst, and the date you will hand over the keys.

Your landlord cannot refuse your opzegging or charge a fee for it. If you have a contract voor onbepaalde tijd (indefinite-term), one month is all you owe. For a bepaalde tijd contract (fixed-term of two years or less), the contract ends automatically on the agreed date and you do not need to send an opzegging, but confirming in writing avoids confusion.

When to go to the Huurcommissie

The Huurcommissie handles disputes between tenants and landlords about rent levels, service costs, maintenance, and deposit returns. You can file a case if your landlord charges more than the puntenstelsel (points system) allows, if servicekosten are not itemised in the yearly afrekening, if gebreken go unrepaired, or if your waarborgsom is wrongfully withheld.

For rent disputes, you must file within six months of signing the contract. For maintenance issues and service cost disputes, you can file at any time during the tenancy. The Huurcommissie's ruling is binding unless either party appeals to a kantonrechter within eight weeks.

Free legal advice on rental disputes is available at the Juridisch Loket (legal aid counter), by phone or at a walk-in location.

What to include in your letter

A formal letter to your verhuurder should include: your full name, the rental address, the date, and the kenmerk or contractnummer if you have one. State what you are requesting, the legal basis if relevant, and a deadline for their response. Keep it factual and short. One page is enough.

Common phrases: "Hierbij verzoek ik u" (I hereby request you), "Conform de huurovereenkomst" (In accordance with the rental agreement), "Ik verzoek u vriendelijk" (I kindly request you), "Binnen veertien dagen" (Within fourteen days), "Bij uitblijven van een reactie" (In the absence of a response).

Practice the vocabulary

TikTaal's verhuurder scenario covers these terms in context: writing a letter to your landlord about a deposit or repair, understanding the response, and knowing when to escalate. Every Dutch word is clickable for audio and a translation.