Tips for landlords: how to find the right tenant
As a landlord, you want reliable tenants who pay their rent on time, treat the property with care and contribute to a positive living environment. But how do you identify the right tenant among all the applicants? The following tips will help you define what makes a good tenant, ask the right questions and review applications carefully.
Step 1: Define what makes a good tenant
Before you start reviewing applications, it is important to be clear about what you expect from a tenant. Good tenants generally share the following characteristics:
- Financial reliability: They have a stable income and can afford the rent long term.
- Payment discipline: They pay their rent on time.
- Careful handling of the property: They treat the apartment and shared areas responsibly.
- Considerate behaviour: They respect house rules and maintain good relationships with neighbours.
- Long-term interest: They are looking for a home, not just a short-term solution.
The clearer your criteria are, the easier it will be to assess applicants objectively.
Step 2: Identify good tenants with these 10 questions
To determine whether prospective tenants are also suitable in the long term, you can ask targeted questions that provide insight into their reliability, behaviour and intentions:
Financial stability and payment history
- “Can you provide references from previous property managers confirming that you have paid your rent reliably?”
- “Have you managed the usual service charge statements in your previous homes without any issues?”
Duration of tenancy and stability
- “Are you planning to live here long term, or are you looking for a temporary solution?”
- “Why would you like to move out of your current apartment?”
Relationship with neighbours and the community
- “How would you describe your relationship with the neighbours in your previous apartment?”
- “Have you had any issues in the past with neighbours or complying with house rules?”
Living habits and care of the property
- “Have you ever caused any damage to an apartment in the past? If so, how was it resolved?”
- “Do you have pets? If so, can you ensure that they will not damage the property or disturb neighbours?”
Willingness to communicate and problem-solving skills
- “How do you handle problems or repair requests in your apartment?”
- “If an issue arises in the apartment, how would you approach it?”
Important
Questions about an applicant’s marital status, place of origin, nationality or religious affiliation are not permitted. Asking about the duration of the current tenancy is also not allowed.
Step 3: Review prospective tenants
Prospective tenants cannot be assessed through personal questions alone. To ensure they are suitable, there are additional ways to evaluate them:
Tenant self-disclosure form
The tenant self-disclosure form is a document that prospective tenants may complete. They are not obliged to fill in an application form – however, trustworthy tenants will usually be willing to submit one. After all, doing so can significantly improve their chances of securing the rental property.
Primarily, the form provides information on whether prospective tenants are able to pay the rent reliably. In addition to general personal details, the form should also include information about income.
The one-third rule
This well-known and time-tested rule of thumb helps assess whether rental costs are affordable in the long term. As a general guideline, total housing costs (rent plus service charges) should not exceed one third of net income (income after all employment-related deductions). You should therefore consider whether prospective tenants can reasonably afford these costs.
Confirmation of no rental arrears
You may also request confirmation that the applicant has no outstanding rental debts. This allows prospective tenants to demonstrate that they do not have any rent arrears. However, it is important to note that tenants are not legally entitled to such a confirmation of rental payments, and property managers may refuse to issue one. The absence of such a document does not necessarily indicate rental debt.
Rental deposit
Do you prefer to be on the safe side? In that case, you should request a rental deposit, which can be used if tenants cause damage to your property or fail to pay the rent. In such cases, the deposit can be used to cover the resulting costs.
For residential properties, the deposit may amount to a maximum of three months’ rent. For commercial properties, deposits of up to six months’ rent are permitted.
Requesting identity documents
Once you have decided on a specific tenant, you may request identification (ID card, passport or, where applicable, a residence permit) as well as a copy of a recent salary statement in order to verify the information provided in the application form. At this stage, you may also obtain references from third parties. However, this is only permitted if the prospective tenant has given explicit consent.
Extract from the debt enforcement register
You may only request an extract from the debt enforcement register at the time the tenancy agreement is concluded. By then, you should have a comprehensive picture of the candidate and have minimised potential risks.
Searching for tenants: what to do if there are too few interested applicants?
Are too few people responding to your property listing? Or does their interest fade after the viewing? Do not worry — with the following tips, you can quickly polish your listing and be well prepared for any property viewing.
Tip 1: Provide complete information in your listing
An appealing property listing is key to finding the ideal tenant. It should include all essential information and give prospective tenants a clear overview.
Key details include the size of the apartment and the number of rooms, the net rent and service charges, as well as whether a cellar or attic compartment is available. Information about a balcony or garden, if applicable, and details about features such as a dishwasher or washing machine and tumble dryer can be decisive for some applicants. Therefore, be generous with relevant information.
Do not forget to include the exact address and the earliest possible move-in date, and provide an email address or phone number so that you can be contacted easily.
Tip 2: Impress with your property description
Write the property description in a lively, inviting and target-group-oriented way so that prospective tenants feel addressed immediately. By using precise descriptions, you can save time. This significantly increases the likelihood of attracting the right candidates.
Highlight the special features of your apartment already in the title in order to address specific needs effectively. However, avoid false promises and excessive exaggeration. At the latest during the first viewing, these may work against you. The result: disappointed applicants and wasted time — which nobody wants.
Honest and accurate information makes your listing attractive and credible. With a friendly tone and complete details, your listing will leave a lasting impression.
You can emphasise advantages such as a convenient location close to schools, shopping facilities or public transport stops, a sunny balcony or bright, light-filled rooms. A quiet environment or recently renovated areas such as the kitchen and bathroom can also earn you extra points.
Tip 3: Enhance your listing with appealing photos
A compelling property listing depends on an attractive presentation of the apartment. Photos are essential. To provide a comprehensive impression, you should photograph all rooms in the apartment. The apartment should be thoroughly tidied before taking pictures. Ideally, use natural daylight for your photos and focus on highlighting the strengths of your property.
A current floor plan can also encourage prospective tenants to attend a viewing. After all, the layout of the rooms plays an important role in the preferences of potential tenants. If a floor plan is available, you should definitely include it in your listing.
Tip 4: Do not set the rent too high or too low
It is important to review your rental pricing regularly and adjust it to current market trends. The reference interest rate for mortgages often influences rental prices: tenants have the right to request a rent reduction if this rate decreases.
As a general rule, if the rent is set too high, the number of applications is likely to be low. On the other hand, if the rent is set very low, you will probably receive an overwhelming number of enquiries. For this reason, it is advisable to set a rental price that reflects the current market situation and local conditions. This helps maintain balanced demand while achieving an appropriate return.
Tip 5: Prepare thoroughly
Good preparation is half the battle: before publishing your listing, you should already have scheduled dates and times for viewings. This allows you to share this information quickly with prospective tenants, speed up the application process and make it more efficient.
In addition, you should clarify the most common questions about the apartment in advance so that you can answer them promptly. These may include questions about renovations or the age of kitchen appliances.
With these recommendations, you can maximise your chances of successfully renting out your property and finding the right tenant.
