Checklist for tenants
The checklist for tenants helps you not to overlook anything important when looking for an apartment and signing a contract. From preparing important documents and viewings to the tenancy agreement – a structured tenant checklist will help you keep track of everything and avoid costly mistakes. Especially in times of scarce living space in Germany, it is crucial to be well organized so that you can find your dream apartment and rent it safely.
A house sale needs to be well calculated: Under certain conditions, the sale of a property may incur taxes that reduce the profit.
What should tenants consider before looking for an apartment?
Before you actively start looking for an apartment, you need to make a few preparations. First, plan your budget and criteria realistically. Determine the maximum monthly rent and the size and location of the apartment you are looking for. When planning your budget, also take into account ancillary costs and other monthly expenses (e.g. electricity, internet, insurance).
Tip: A clear budget cap helps to focus the search on apartments that suit you financially.
You should also be flexible in your choice of location. Think about which districts or locations are suitable. The search often takes much longer in sought-after neighborhoods. It may also be worth considering less sought-after areas. It is important that the type of apartment and location match your needs (e.g. proximity to work, public transport, shopping facilities). Write down your personal must-haves – such as number of rooms, balcony/garden, pets allowed – so you can keep an eye on your priorities.
A key preparatory step is to compile all the documents you need for housing applications. Landlords usually expect the following documents:
Checklist for tenants
- SCHUFA credit report – your current creditworthiness report. You can obtain this directly from SCHUFA or via online services.
- Proof of income – usually the last three payslips or comparable proof (in the case of self-employed persons, e.g. current bank statements and a letter from the tax advisor).
- Copy of ID – identity card or passport for identification purposes.
- Certificate of no rent arrears – informal letter from the previous landlord stating that there are no rent arrears.
- Financial means for deposit and rent – The deposit is usually three months’ rent (legal maximum). Make sure that you can afford this amount as well as the first month’s rent.
- Optional: A guarantee (e.g. from parents) if your income is not sufficient, as well as a short cover letter with a photo of yourself. A personal cover letter in German can help you to stand out from other prospective tenants.
Tip: Keep all application documents printed out and ready to hand in a folder so that you can present them directly at each interview. This will make you look prepared and increase your chances of being accepted.
Schufa information
Is your credit rating right?
How do tenants find a suitable apartment?
Once you have your documents and criteria ready, it’s time to start actively looking for an apartment. Use various channels for this:
- Online portals: Websites such as ImmobilienScout24, Immowelt or Immonet are widely used throughout Germany. Set up search agents to be notified immediately of new listings. But keep an eye on the competition – attractive offers often sell out quickly.
- Classifieds and social media: You can find private apartment listings on portals such as eBay Kleinanzeigen. Facebook groups for people looking for accommodation in your city can also be helpful (e.g. WG-Gesucht für WG-Zimmer). However, it is important to be vigilant here and to recognize possible fraudulent advertisements (e.g. never transfer money in advance).
- Housing companies and cooperatives: In many cities, municipal housing associations or cooperatives allocate apartments directly. Find out about local providers and, if necessary, leave applications on their waiting lists.
- Estate agents and real estate agencies: Professional estate agents such as ADEN Immobilien can make the apartment search much easierThey have knowledge of the market and often have apartments reserved. Good to know: As a tenant, you no longer pay an estate agent’s commission since 2015 – this is paid by the landlord (ordering principle). So there is no harm in using an estate agent to find you suitable offers.
Tip: Be persistent and responsive. In tight housing markets, you should contact interesting listings immediately. Arrange viewings quickly and consult with the provider. Personal commitment – such as a quick phone call instead of just e-mails – can make a positive impression.
What should tenants look out for when viewing an apartment?
The viewing is the moment when you should take a close look at your apartment or house. Proceed systematically and use a checklist on site. Pay attention to the following points:
- Condition of the home: Check walls, ceilings and windows for damp or mold. Open and close all windows and doors to test their function. Inspect the condition of the floors, bathroom and fitted kitchen. Make a note of any defects or damage. A well-kept apartment without hidden damage is worth its weight in gold.
- Equipment and technology: Ask about the type of heating (central or floor heating) and the year of construction of the heating system – this affects the heating costs. Ask to see the energy performance certificate to assess the energy efficiency. Without good insulation or a modern heating system, ancillary costs can quickly become a cost factor. Test the taps and check where the washing machine or dishwasher are connected. Check the cell phone reception in the rooms.
- Room layout and size: Take a folding rule (tape measure) with you to check room sizes and go through your furniture planning in your mind. Does the room layout suit your needs (workplace, children’s room, suitability for shared accommodation, etc.)? A well thought-out floor plan will increase your long-term satisfaction with your home.
- Surroundings and location: During the viewing, pay attention to ambient noise (street, pubs, railroad line nearby?) and the neighborhood. What is the overall impression of the stairwell and the building – clean and quiet or rather neglected? Check whether public transportation and shopping facilities are easily accessible. These external factors are decisive for your satisfaction in your new home.
- Questions for the landlord: Don’t hesitate to ask questions during the viewing. For example: What were the last heating costs and service charges for the apartment? How many people are the service charges calculated for? Are there any rules about keeping pets or renovating when you move out? What are the house rules regarding quiet times? The more you clarify in advance, the fewer surprises there will be later.
Tip: Take photos or brief notes during the viewing (after consulting the landlord) so that you can compare the apartments more easily later. Be polite and punctual – and show the landlord that you would be a reliable tenant. In busy periods, it can be helpful to confirm your interest by telephone immediately after the viewing in order to make a positive impression.
What points should tenants check in the rental agreement?
Once you have been accepted for your dream apartment, the next step is the rental agreement. This document sets out your rights and obligations for the coming years – so it should be checked thoroughly before you sign. Don’t be intimidated by the length of a typical tenancy agreement (often several pages of legal text). Much of it is in line with current legislation, which protects tenants well. Nevertheless, there are some critical points that you should pay particular attention to:
- Tenants and apartment: Are the names and addresses of the tenant and landlord correct? Is the apartment precisely labeled with the address, floor and apartment number? In the case of couples or shared flats, ideally all the main tenants should be listed in the contract so that all rights and obligations apply equally.
- Rent and service charges: Check the rent amount: Is the basic rent (basic rent) clearly stated and are all service charges and operating costs listed? Is the amount of the monthly service charge advance payment realistic or is there a risk of high additional payments? In regions with rent control (e.g. large cities), it is worth checking the rent index to see whether the rent demanded is permissible.
- Deposit: Is the deposit amount (maximum three months’ rent) specified in the contract? It should also be stipulated how and when the deposit is to be paid and that it must be invested by the landlord at interest. It is customary to transfer the deposit in three installments, whereby the landlord must manage the deposit separately from his own assets in a trust account.
- Rental period and termination: Does the contract contain information on the rental period? For open-ended contracts, the statutory notice periods apply ( three months for tenants). If a fixed-term tenancy agreement (fixed-term tenancy agreement) is agreed, a permissible reason for the fixed term must be stated. Check any special termination rights (e.g. if the landlord needs to terminate the lease for their own use) and whether these are clearly defined.
- Cosmetic repairs and maintenance: Pay attention to clauses on renovation obligations. Many older contracts contained rigid renovation deadlines that are now invalid. According to current case law, tenants may not be obliged to carry out renovations across the board if the apartment was handed over unrenovated. Minor repair clauses are only permissible up to a certain limit (e.g. approx. €100-150 per repair). Only accept reasonable obligations for cosmetic repairs and check whether the contract stipulates a swept clean handover on moving out or requires renovation.
- Terms of use: Are there any restrictions on keeping pets in the contract? These clauses must be specific – a general ban on all pets would be ineffective. Also clarify whether subletting is permitted (the landlord’s consent is often required). Are the house rules part of the contract and have you received them? This includes, for example, the regulation of rest periods or sweeping services.
- Handover protocol: Ideally, the tenancy agreement should mention that a handover protocol will be or has been drawn up. This should record the condition of the apartment in detail when you move in. This protects both parties and prevents disputes. If there is no record, insist on one being drawn up.
Don’t be afraid to ask questions about the contract or raise contentious points. Unclear or unusual clauses are best checked by an expert – e.g. the local tenants’ association, which you can consult for a small annual fee. Incidentally, ineffective contractual clauses (such as a general ban on keeping animals) are not valid under tenancy law, even if you sign them. You should therefore concentrate on the really important aspects and check them carefully. If you are unsure, it is better to seek professional advice before signing than to be faced with nasty surprises later on.
Tip: Take enough time to check the contract and don’t let yourself be rushed. A reputable landlord will understand if you want to read through the tenancy agreement at your leisure or sleep on it for a night. After all, both parties are entering into a long-term commitment.
What should I bear in mind when handing over the apartment ?
If the keys are about to be handed over, tenants should definitely insist on a handover protocol. When handing over the apartment – whether when moving in or later when moving out – it is best for both parties to play it safe in writing. A handover protocol is the ideal preventative measure to avoid conflicts later on.
Make a note of all details of the condition of the apartment on the day of handover: date, names of tenant and landlord, all keys handed over (number and purpose, e.g. front door, letterbox, cellar), as well as the meter readings for electricity, gas and water. Go through the apartment room by room together with the landlord or estate agent and record the condition – ideally with specific descriptions (e.g. “scratches in the parquet flooring in the living room” or “wall in the bedroom freshly painted, slight dowel holes present”). Photos of existing defects can also be attached to the report. Both parties sign the document so that it can later serve as evidence.
If the landlord has promised to carry out certain work or repairs by the time you move in (e.g. replacement of defective appliances, renovation still outstanding), also have this confirmed in writing. Remember: Anything that is not in the protocol could be at your expense later. Without a protocol, it is often assumed that you have taken over the apartment in perfect condition. It is therefore better to record everything important, even minor defects, so that you are on the safe side when you move out.
Tip: Bring a checklist with you to the handover so that nothing is forgotten. At the end, check all windows, doors and taps again (are they closed/turned off?) and whether all rooms have been inspected. Take your time – this appointment lays the foundation for your tenancy and a careful protocol creates clarity for both sides.
What should tenants do after moving in?
Once you have successfully moved into your new home, there are still a few formalities and steps to complete so that you can feel completely at home:
- Register your place of residence: In Germany, you must register your new place of residence with the residents’ registration office (Bürgeramt) within 14 days. The landlord is obliged to issue you with a landlord’s confirmation of residence, which you must bring with you when you register. This official procedure has priority, as you may be fined if you miss the deadline.
- Re-register suppliers and contracts: Make sure that you register electricity and, if applicable, gas with the supplier in your name. You often take over the previous tenant’s existing connection and can then switch providers. You should also re-register your internet and telephone connection or order a new connection in good time, as it can take some time to switch over. Remember the broadcasting fee (GEZ) – this must be paid per household; if you move, register or re-register online.
- Check your insurance: Personal liability insurance is practically a must for tenants – it pays for damage you accidentally cause in the apartment or to neighbors (e.g. water damage). Check whether your policy is up to date or take out one. Household contents insurance can also be useful to protect your property against fire, mains water, burglary, etc.
- Maintain documentation: Keep the tenancy agreement and the handover protocol in a safe place. Make a note of important deadlines, e.g. for the annual service charge statement or notice periods. If you notice any defects after moving in, report them to the landlord immediately in writing. The sooner you report any damage, the sooner it can be rectified – and it will be made clear that you did not cause it.
- Other: Ask the landlord to change the door sign and letterbox lettering promptly if they have not already done so. Get to know your neighbors – a good relationship can be very helpful in everyday life. And last but not least: Enjoy your new home!
How does ADEN Immobilien support apartment seekers?
ADEN Immobilien is your competent partner for finding a home – especially in Berlin and the surrounding area. As an established real estate agency, we know the market inside out and are on hand to help and advise tenants. Our experienced team will help you find an apartment or house that perfectly matches your expectations. We will guide you through the entire process, from the initial consultation to signing the contract.
You benefit from our extensive range of rental properties. Take a look at the current rental offers from ADEN Immobilien on our website – from city apartments to family homes in quiet locations. You can use our search request to let us know your criteria and we will inform you as soon as suitable properties become available. It goes without saying that our service for tenants is commission-free (the landlord pays the costs) and non-binding.
Do you have questions about the tenancy agreement or need help with handing over the apartment? Our rental experts are always on hand to share their knowledge with you. Whether it’s a document check, the legal basis or negotiations with the landlord – we will ensure that your rental project runs smoothly.
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Conclusion
A well thought-out tenant checklist is the key to a successful apartment search and a smooth rental start. By proceeding systematically, preparing all the necessary documents, checking inspection points and carefully reviewing the tenancy agreement, you protect yourself from unpleasant surprises. In Germany’s tight housing market, good preparation pays off – you will find a suitable property more quickly and be satisfied in the long term. Stay patient, flexible and don’t be afraid to seek professional help if necessary. ADEN Immobilien will be happy to support you along the way with its expertise and commitment. With the right checklist and the right partner at your side, nothing will stand in the way of your new home!
FAQ – Frequently asked questions from tenants
Table of contents
Click on a section to jump directly to it.
- What should tenants consider before looking for an apartment?
- How do tenants find a suitable apartment?
- What should tenants look out for when viewing?
- What points should tenants check in the rental agreement?
- What should I bear in mind when handing over the apartment?
- What should tenants do after moving in?
- How does ADEN Immobilien support apartment seekers?
- Conclusion
- FAQ – Frequently asked questions from tenants
