Successfully mastering a viewing appointment: The most important tips

The viewing appointment offers prospective tenants or buyers the opportunity to get an on-site impression. To ensure the viewing runs smoothly, prospective buyers/tenants as well as agents and property owners must adhere to a few ground rules.

In this article, you will learn what the viewing is actually for, which tips and tricks can increase your chances, and more about apartment viewings.

Arranging a Viewing Appointment

Anyone looking for or offering an apartment or a house usually uses major portals such as Immonet or Immobilienscout. Classified ads in newspapers, whether in print or online, complement the market. Platforms such as Ebay Kleinanzeigen and certain Facebook groups also offer properties for sale or rent. Real estate agents usually have their own websites where they showcase properties – ideal for anyone who values detailed information, local expertise, and personal service. For any portal, the rule applies: the more detailed the search and filter functions, the more accurate the results.

Once you have found the ideal property, it is usually possible to arrange a viewing appointment by phone or email. In the case of open group viewings, interested parties can often attend without prior registration.

What Is the Purpose of a Viewing Appointment?

During a house or apartment viewing, prospective tenants or buyers have the opportunity to inspect the potential rental or purchase property directly on site. Beyond the description and the listing offer, they can get a realistic picture of the property:

What are the layout and fittings like, what about the structural condition and history?

How are the transport connections?

What does the neighborhood look like?

Particularly during individual appointments with an estate agent, seller, or landlord, interested parties have the opportunity to ask questions. Both parties can get to know each other without rush during the property viewing and gain an initial impression – crucial for agents and property managers in order to select a suitable candidate for the client.

In the case of mass viewings, group viewings, or open house events, only brief information is usually conveyed within a tightly scheduled timeframe – yet first impressions play an important role here as well. You can find out how both parties can present themselves perfectly under “Optimally Preparing for a Viewing Appointment”.

Canceling a Viewing Appointment: Can the Current Tenant Refuse an Apartment Viewing?

In principle, after terminating the tenancy agreement, the tenant must give the landlord the opportunity to re-let the apartment – and allow viewings for this purpose. Although the right of inspection does not govern how often a viewing can take place, one apartment viewing per week is generally considered reasonable.

Canceling a scheduled viewing appointment without reason is therefore not an option for tenants. However, the landlord should inform the tenant a few days in advance and, if possible, accommodate the tenant's needs and working hours.

Optimally Preparing for a Viewing Appointment

During an ideal viewing, both parties are optimally prepared. Below is a clear checklist of what you, as an owner, agent, or prospective buyer/tenant, should pay attention to before and during an apartment viewing.

Preparation of the Viewing for Landlords, Sellers, and Agents

Companies, agents, and private owners have the chance to present their property/properties in the best light during the viewing. Careful preparation helps to answer questions with more confidence, radiate competence, and find the ideal buyer or tenant more quickly.

• Schedule Professionally

Careful scheduling of the viewing saves both you and the prospective candidates unnecessary stress. Decide on an individual or group viewing, invite an appropriate number of people, and keep sufficient time free. Stay as reachable as possible prior to the apartment viewing, avoid scheduling conflicts, and be punctual. Scheduling represents an administrative challenge for many owners and agents. This is not least due to the fact that prospective candidates often cancel at short notice and also have a busy calendar.

With EverReal, prospective candidates book their appointments themselves. You determine the availability, rescheduling, and cancellation policies – professional, time-saving, and straightforward.

• Ensure Cleanliness

The apartment or house should be clean during the viewing. This starts right in the hallway, where no bulky waste should be visibly stored. The floors and furniture should also be kept in an appealing condition. It is also recommended to clean the windows and bathrooms. A freshly mown lawn and trimmed hedges also ensure a well-kept impression of the property.

• Provide an Attractive Ambience

A clean apartment is just the beginning. Especially with properties for sale or challenging rental properties, it helps to create an attractive ambience in the home. This includes, for example, airing out the rooms before the viewing, decorating the apartment, ensuring pleasant lighting, fixing minor defects, and opening the curtains to let in more daylight. It is worthwhile here to tailor your approach to the target group and consider what steps are necessary.

• Know the Property

If you do not know the apartment, prospective candidates will notice during the viewing. The more you know, the better you can answer questions and present the facts that convince them. Particularly relevant are property details such as the square footage, the year of construction, information on renovations, a description of the location, defects, and parking options.

• Prepare for Unpleasant Questions

Questions will arise during the apartment viewing. Some of these questions will not be pleasant. Prepare for these questions and consider how to answer them. The goal is to know the disadvantages and honestly admit them. Transparent and open communication builds trust. With a targeted focus on positive counterarguments, you can subsequently mitigate the drawbacks somewhat.

Preparation of the Viewing for Prospective Buyers/Tenants

Buying or renting a property is an important and usually long-term decision. As a buyer or tenant, you should therefore examine all details carefully. It is best to use a checklist and tick off your points one by one during the house or apartment viewing appointment.

• Inspect Systematically

For example, start with the living areas, then view the basement, underground garage, and attic, and finally take a look at the neighborhood and surroundings.

• Take Measurements

Also bring a tape measure with you and measure spaces if you need room for specific furniture.

• Arrange a Second Apartment Viewing

If you want to buy a property, there is usually a second viewing appointment – for any questions that may still remain open.

What Prospective Tenants/Buyers Should Avoid During the Apartment Viewing

During property viewings, there are a few things that can make a negative impression. For instance, do not negotiate with the landlord about the amount of the deposit, as this can put you at a disadvantage compared to other applicants. Also avoid asking for a later move-in date, as this means potential loss of rental income for the landlord.

Demands or Requests for Modifications

Demands or modification requests should not take center stage for the tenant and are best not voiced at all. An overly obvious search for defects in the apartment can also diminish your chances of securing your dream home.

What Do You Need to Bring to a Viewing Appointment?

Preparing for an apartment viewing also includes having the necessary documents ready:

Documents: What Landlords, Sellers, and Agents Need

• Important Documents

As an agent, property manager, or seller, bring important documents such as the property exposé, the energy certificate, and the floor plan. Have blank tenant application forms (Selbstauskunft) ready and be prepared for all questions regarding the property.

• Keys and Business Supplies

Do not forget the keys to all areas of the property, including the basement, laundry room, bicycle storage, and garage. In addition, a notepad, business cards, and a folding ruler can be useful if candidates want to take measurements.

For individual appointments, plan seamless follow-up slots to make the viewings as time-efficient as possible.

Documents: What Prospective Tenants Need

As an applicant, you are competing with many others. Bringing complete and relevant documents to the viewing shows that you act transparently and have a serious interest. Paired with a neat, friendly demeanor, this is the best foundation for signing a contract.

Checklist: As a prospective tenant, it is best to bring the following documents to the house or apartment viewing.

• Identity Card / Passport: This serves for identification and demonstrates your serious interest in the property to the landlord.

• Tenant Application Form (Selbstauskunft): It includes the current date, name, residence, date of birth, number of moving-in persons, current employer, duration of employment, and monthly net income (possibly verified by an employment contract, bank statements, or pay slips; for self-employed persons, the latest tax assessment notice).

• SCHUFA Credit Report: This verifies the tenant's solvency. If the SCHUFA score is too low, the landlord will assume that the applicant cannot afford this rental property.

• Surety / Guarantor Agreement: In the absence of regular income (e.g., as a student), parents, grandparents, or a partner can confirm as guarantors that they will cover the monthly rent in the event of default. This offers security to the landlord and strengthens the basis of trust.

• Reference Letter: Issued by the current landlord, it certifies a good tenancy relationship and the absence of rent arrears from the previous apartment; alternatively, bank statements can be provided; another bonus that builds trust.

What Data from Applicants Are Landlords, Sellers, and Agents Allowed to Collect?

During an apartment viewing, owners and agents are not allowed to collect any arbitrary data from prospective tenants. At the start, it is sufficient to note down the name. Only when there is serious interest in the apartment is it permitted to request additional information such as contact details, profession, and income to verify solvency.

According to the GDPR, only relevant data may be collected both during the viewing and during an ongoing tenancy. As soon as this relevance ceases to apply, the data must be deleted or destroyed. If someone withdraws their interest in the apartment, that person has the right to have their data erased.

Digital Letting

Landlords, agents, and owners who rely on digital letting solutions must ensure that their software is GDPR-compliant. One such tool is the landlord and real estate agent software EverReal. With EverReal, you market, rent out, and sell your properties faster, more efficiently, and more easily – securely encrypted and 100% GDPR-compliant.

Viewing Appointment Tips: Successfully Rent(ing out) or Buy(ing/Selling) Your Dream Home

Anyone who applies these viewing tips and legal tricks is more likely to stay one step ahead of the competition:

• Allow plenty of time for the apartment viewing – for a thorough inspection, but also for potential questions.

• A well-groomed, friendly, and professional demeanor always leaves a positive impression. Arriving late, on the other hand, is a no-go. This applies to prospective tenants/buyers as well as landlords, sellers, and agents.

• Rely on your gut feeling and first impressions when viewing an apartment: What is the atmosphere like, how is the natural light in the rooms? Do you hear noise from outside or from neighbors? Do you notice any unpleasant odors?

• As an applicant, keep your application folder ready to hand; as an agent or manager, have the folder with property details and the tenant application template ready.

• As an applicant, be prepared for questions regarding smoking, parties, music, or pets – answers like “Rarely”, “No”, or “Not inside the apartment” are received best.

• Write down all your questions and use a checklist; clarify any points on site, subsequently by phone, or during a second apartment viewing.

• As an applicant, ask the agent or landlord plenty of questions, e.g. regarding utilities, neighbors, hallway cleaning, winter clearance services, or floor maintenance – every landlord wants conscientious and responsible tenants.

• Allow the impressions of the apartment or house viewing to settle and always sleep on your decision for a night.

If you are planning to purchase an apartment or house but have doubts about the property's value, bring an expert appraiser with you to the second viewing appointment. They will inspect the house or apartment for defects or damage and can provide competent advice.

What Should I Do as an Applicant After the Apartment Viewing?

After the apartment viewing, it is time to wait. Since there are usually several competing applicants, this waiting period can be nerve-wracking. Especially when you are very keen on the apartment, this can be difficult. To make better use of this time, you can take the following steps:

1. Ask the landlord directly after the viewing by when feedback can be expected.

2. Call after waiting a few days to confirm your interest, without appearing too pushy in your approach.

3. In the event of a rejection, actively ask for the reason and inquire whether similar apartments are available or becoming vacant soon.

Conclusion: How to Make the Viewing Appointment a Success

A viewing appointment gives prospective tenants or buyers the opportunity to get a realistic impression of an apartment or house. To ensure everything runs smoothly, prospective candidates as well as agents and owners should be well prepared.

As a landlord, seller, or agent, you should have all necessary property documents ready, such as the energy certificate and the floor plan. Potential tenants or buyers, on the other hand, must bring important documents such as proof of income and a SCHUFA report to underline their serious interest.

How Long Does an Apartment Viewing Last?

The landlord is permitted to ask questions about financial and personal circumstances that could affect the tenancy. This includes sensitive data such as creditworthiness, smoking habits inside the apartment, etc. However, questions about other sensitive information that does not concern the landlord, such as religious affiliation, sexual orientation, origin, health, criminal records, and hobbies, are not permitted in Germany.

What Is a Landlord Allowed to Ask Prospective Tenants?

The landlord is permitted to ask questions about financial and personal circumstances that could affect the tenancy. This includes sensitive data such as creditworthiness, smoking habits inside the apartment, etc. However, questions about other sensitive information that does not concern the landlord, such as religious affiliation, sexual orientation, origin, health, criminal records, and hobbies, are not permitted in Germany.

How Many Viewing Appointments Does the Right of Inspection Require?

The right of inspection stipulates that tenants must allow their apartment to be viewed before they move out so that the landlord can find a subsequent tenant in good time. However, the exact number of viewing appointments is not specified in viewing legislation. One apartment viewing per week is generally considered reasonable and should be tolerated by the current tenant.

Are Group or Individual Viewings Better for a Rental Apartment?

Whether you prefer group or individual viewings for your property as an owner is entirely up to you as a landlord. While individual viewings offer higher quality, they require more time and effort. Many owners choose individual appointments for less popular rental properties and rely on group viewings for properties in high demand to manage the volume of applicants more efficiently.

How Can an Applicant Increase Their Chances When Searching for an Apartment?

To increase your chances when searching for an apartment, you should have well-prepared documents ready, such as proof of income and an up-to-date Schufa credit report. Furthermore, you must arrive on time for viewing appointments and leave a positive, friendly impression. A personalized cover letter emphasizing your interest in the apartment and your reliability is also advantageous.