Renting out an apartment: the complete process in 9 steps

EverReal Editorial Team. The same leasing technology chosen by 450+ real estate companies. Last updated: October 2026.

Problem: Renting out a property for the first time feels like taking an exam without a syllabus. Cause: Knowledge is scattered, and the most intuitive order collects data too early. Thesis: Letting a property is primarily a matter of sequence. Nine steps, properly sorted once and for all.

What is the process of renting out an apartment?

Renting out an apartment takes place in nine steps: assemble documents, set the rent, write the listing, publish it, review inquiries, conduct viewings, obtain tenant self-disclosures, conclude the lease agreement, hand over the apartment. The order is not arbitrary. According to guidance from the German Data Protection Conference (Datenschutzkonferenz), you should only ask about income and occupation once someone declares an intention to rent the apartment—typically after the viewing.

Renting out an apartment: What you need to consider, and why the sequence matters

The nine steps look like a list that you could easily rearrange. Three shortcuts are tempting, and all three will cost you time or money later.

Publishing the listing before price research. Anyone who estimates the rent and only looks up what comparable apartments cost afterward will end up adjusting it upward or downward later. Both are harmful. A downward adjustment makes the property look like a hard-to-sell shelf-warmer; an upward adjustment is hardly feasible while an ad is running, and in areas subject to the rent brake under § 556d BGB, the upper limit is not negotiable anyway.

Requesting the self-disclosure before an declared intent to rent. Of the three mistakes, this is the only one involving data privacy, and it looks like a shortcut. The thought is obvious: if I send the form right along with the inquiry, I save myself viewings with people who cannot afford the apartment. According to the guidance from the Data Protection Conference on obtaining tenant self-disclosures (Version 2.0, as of January 2026), this is generally not necessary: if prospective tenants initially only want to view the property, you do not need information about their financial circumstances. It usually becomes necessary only when someone declares an intention to rent this specific apartment. According to the guidance's sample questionnaire, there is no prior obligation to reply; a form sent too early may therefore come back blank. What matters, then, is the point in time from which you actually require this data.

Handover without an inspection report. Without a documented condition and recorded meter readings on handover day, it comes down to one person's word against another's at the end of the tenancy. The inspection report is completed quickly; omitting it can cost you the deposit.

Steps 1 to 3: Documents, rent, listing

The first three steps take place entirely before anyone ever learns about the apartment. You manage them entirely on your own, which means this part of the schedule is fully in your control.

Step 1: Assemble documents

First, gather what you need for the listing and the contract.

Checklist: Documents you need to rent out your apartment

• Living area, number of rooms, year of construction, and floor plan

• Photos

• Proof of ownership

• For a condominium: declaration of division (Teilungserklärung) and house rules, as they may govern the use of the apartment

• A valid energy certificate along with the mandatory details for the listing

You generally need the energy certificate when renting out, and you must present it at the viewing at the latest (§ 80 GModG). § 87 GModG requires that, if an energy certificate is available when placing the advertisement, a real estate listing in commercial media must state the type of certificate, the final energy demand or consumption, the primary energy source for heating, and, for residential buildings, the year of construction and energy efficiency class. Which details from the energy certificate belong in the listing and the penalties for missing information are detailed in the article on mandatory details in listings.

Step 2: Determine the rent

Once the lease is signed, you can only change the rent amount under narrow conditions. The benchmark is the local comparative rent (ortsübliche Vergleichsmiete), which reflects what was agreed or changed for comparable living space in your municipality over the past six years (§ 558 BGB); both the cap under the rent brake and future rent increases are guided by it. You can check it in the local rent index (Mietspiegel), where available; listings only show asking rents, which may differ. In areas with tight housing markets, the rent brake under § 556d BGB limits the permissible rent upon re-letting. Which areas are affected and which exceptions apply is described in the article on the rent brake. If you rent out furnished property, a separate calculation applies for the furnishing surcharge.

Step 3: Write the listing

Only now is the text drafted. A good listing answers the questions that would otherwise be asked with every single inquiry: move-in date, warm rent (including utilities), parking space, pets. Every question addressed in the text saves you an email later. The mandatory details from the energy certificate are listed in Step 1.

Steps 4 and 5: Publish and screen inquiries

Now the listing goes live, and with it begins the phase where it is easy to ask for too much. The guidance distinguishes up to three data collection stages (A to C). Stage A applies to the viewing appointment; the guidance's sample questionnaire provides for name, first name, and contact details (address, phone number, or email); financial details are generally not required at this stage. For screening inquiries prior to that, do not yet demand a self-disclosure or an ID copy. Only for social housing should you ask at this point whether an eligibility certificate (Wohnberechtigungsschein) exists. Filter based on what prospective tenants provide voluntarily, such as preferred move-in dates and specific questions about the flat. Which portals exist and how much publishing costs is covered in Advertising an apartment: free vs. paid; what red flags stand out during the process and which checks are permissible at what time is detailed in Rent fraudsters: spotting red flags before the contract is signed.

Step 6: Conduct viewings

If prospective tenants view the apartment unattended, you may ask to see their ID and note that it was verified; taking a copy is not necessary according to the guidance and is therefore inadmissible. When income and occupation come into play is covered in Step 7. For preparing the appointment, see the article on viewing appointments.

Step 7: Obtain self-disclosure and make a decision

The self-disclosure only follows once someone declares an intent to rent this specific apartment. From this point (Stage B), according to the guidance, you may ask for: the number of moving-in persons, occupation and employer, the amount of net income or confirmation of an income threshold, any opened and not yet concluded consumer insolvency proceedings, an eviction title due to rent arrears from the last five years, and the intended keeping of pets that require consent. According to the guidance, inadmissible questions include, among others, the duration of employment, the reasons for monthly liabilities, and nationality. You may not demand a certificate of freedom from rent arrears (Mietschuldenfreiheitsbescheinigung) according to the Data Protection Conference: the former landlord is not required to issue one beyond a standard receipt (Federal Court of Justice (BGH), judgment of 30.09.2009, VIII ZR 238/08), and the Data Protection Conference concludes that it cannot be demanded either. Proof of income and, if necessary, a credit report requested by the applicant themselves from a credit agency only come once the decision has been made in favor of a specific candidate (Stage C). How to select and reject applicants fairly is explained in Selecting and rejecting prospective tenants; the system behind the stages (there referred to as Stages 1 to 3) is outlined in the article on credit checks in tenant selection.

Step 8: Conclude the lease agreement

The contract records what you agreed upon with the tenant beforehand. What a rental contract regulates and when it is legally effective is explained in the glossary entry on the lease agreement. Two clauses warrant special care because they can easily become void: the minor repairs clause and fixed-term limitations in temporary leases. The deposit may not exceed three months' basic rent, excluding operating costs designated as a flat rate or advance payment—meaning three months' cold rent if utilities are listed separately—and must be invested separately from your assets (§ 551 BGB). When you may retain it and when it must be returned is covered in the glossary entry on the rental deposit. If you want to sign digitally: tenancy agreement templates and qualified electronic signatures are included in EverReal Go!'s Plus package, for a one-off fee of €59 including VAT per rental process, valid for six months; for publishing on portals, the Flexible Listing module is additionally required.

Step 9: Hand over the property

On handover day, what matters most is what is recorded in writing: condition of each room, number of handed-over keys, recorded meter readings, signed by both parties. Which meter readings you should record and why the report serves as evidence is explained in the glossary entry on apartment handovers. Digital handover with documentation and photos is also part of EverReal Go!'s Plus package (one-time fee of €59 including VAT per rental process). As a housing provider (landlord), you are required to confirm your tenants' move-in within two weeks after move-in (landlord confirmation / Wohnungsgeberbestätigung, § 19 BMG). The tenants need this to register with the local registration office, which must happen within the same time frame (§ 17 BMG).

After move-in

Afterward, the ongoing tenancy begins with questions that only arise later: when you must consent to subletting and when a subsequent tenant (Nachmieter) comes into play. How to declare rental income for tax purposes is described in the article on income from letting and leasing. And if the tenancy should end one day, the article on termination by the landlord outlines the legal requirements.

Conclusion: Renting out an apartment is a matter of sequence

Renting out property feels complicated because nine tasks seem to arrive at once. Done sequentially, they are nine manageable steps, the first three of which depend entirely on you, with the remaining six following a set rhythm: first show, then ask, then decide. Sticking to this rhythm avoids the mistake of demanding self-disclosures too early.

Knowing the sequence is one thing; sticking to it throughout the entire process is another: inquiries piling up in your inbox, rescheduled viewing appointments, and the contract somewhere in between. EverReal Go! is your digital assistant for renting. You see inquiries from prospects matching your apartment first. Prospects book their viewing appointments online, making coordination significantly easier, and all applicant data is organized side by side digitally instead of scattered across countless emails.

This is covered by the Light package for a one-off fee of €34 including VAT. For publishing across portals, the Flexible Listing module is additionally required, starting from €59 including VAT for 30 days across three tiers; which portals each tier includes is listed in the pricing overview. If you want to handle contract conclusion and handover in the same workflow, book Plus for a one-time fee of €59 including VAT, complete with lease templates, qualified electronic signature, and digital handover; Flexible Listing is also required for portal publishing here. Both packages apply per rental process and remain valid for six months, with no subscription. All prices are listed in the EverReal Go! pricing overview.

Rent out with EverReal Go!

How long it takes, and what it depends on

A reliable average duration cannot be quoted; it depends on location, price, and local demand. What you can influence is the time between the first inquiry and the contract signing, specifically in two areas: scheduling viewings and ensuring complete self-disclosures. Offering appointments in batches and handing out the form directly after interest is expressed can shorten this window.

Overview of detailed articles

Several steps above have their own dedicated articles. Here they are compiled in one place, and the list grows with every new guide.

Legal notice. We do not provide legal advice. For specific legal inquiries, consult a specialist lawyer for tenancy and residential property law or your local property owners' association, such as Haus & Grund. Legal status: October 2026. Whether the rent brake applies in your municipality is governed by state regulation; such regulations expire regionally and are periodically re-enacted.

Sources.

• Data Protection Conference (DSK): Guidance "Obtaining self-disclosures from prospective tenants", Version 2.0, as of January 2026, including appendix (sample questionnaire). Authoritative for Stages A, B, and C, inadmissible data, and conclusions on certificates of rent arrears clearance (Section C.1).

• § 551 BGB: Tenancy security deposit, maximum of three months' rent excluding separately stated operating costs, invested separately from the landlord's assets.

• § 556d BGB: Rent brake, permissible rent amount upon re-letting.

• § 558 BGB: Local comparative rent.

• § 80 GModG and § 87 GModG (Building Modernization Act, renamed as such since 29.07.2026, formerly Building Energy Act): Presentation of the energy certificate and mandatory information in real estate advertisements. Retrieved on 08.10.2026.

• § 17 BMG and § 19 BMG: Registration deadlines and landlord cooperation duties.

• § 21 EStG: Income from letting and leasing. Distinction from commercial letting pursuant to H 15.7 para. 2 EStH 2025 and BFH, judgment of 28.05.2020, IV R 10/18, BStBl II 2023 p. 739 (non-standard ancillary services, hotel-like organization).

• § 2 Housing Brokerage Act (WoVermRG): Buyer-pays principle (Bestellerprinzip), in effect since June 1, 2015.

• BGH, judgment of 30.09.2009, VIII ZR 238/08 (Full text of judgment): Tenant has no legal claim against the former landlord for the issuance of a certificate of rent arrears clearance.

• Customer count in author line (450+ real estate companies): EverReal internal figure, as of September 2026.

• Pricing and scope of services for EverReal Go!: de.everreal.co/go/preise, retrieved on 08.10.2026.

Frequently Asked Questions

Do I need to register a business as a private landlord?

Generally not. Those renting out their own property are managing private assets, and the revenue is treated for tax purposes as income from letting and leasing pursuant to § 21 EStG. Letting only becomes commercial for tax purposes if you offer non-standard ancillary services or if a hotel-like organization is involved, such as short-term rentals with a front desk and cleaning services. You should consult a tax adviser to determine where the line falls in individual cases.

What must I keep in mind when renting out an apartment?

Three things belong in your workflow: the sequence, the rent amount including the deposit, and the documentation. According to guidance from the Data Protection Conference, you only ask about income and occupation once someone declares an intent to rent that specific apartment—normally after the viewing. You establish the rent before listing it, since a statutory ceiling applies under § 556d BGB in areas subject to the rent brake unless an exemption applies. The deposit may not exceed three months' cold rent excluding designated operating costs (§ 551 BGB). You record the condition and meter readings in writing during the handover.

How long does it take to rent out an apartment?

That depends on location, price, and local demand, meaning no average duration can be definitively proven. What can be planned is the preparation, as that lies entirely with you: compiling documents, researching the rent, and writing the listing. After that, the market takes over. In popular locations, applicants respond quickly; in areas with high vacancy, the search can take considerably longer. You can speed up two parts yourself: coordinating viewing appointments and ensuring complete self-disclosures. If a document is missing before starting, the search begins correspondingly later.

What documents do I need to rent out an apartment?

For the listing and the contract, you need the living area, number of rooms, year of construction, floor plan, photos, and proof of ownership; for a condominium, you also need the declaration of division and house rules, as well as generally a valid energy certificate. If available when placing the advertisement, its mandatory details under § 87 GModG belong in any commercial listing: certificate type, final energy demand or consumption, primary heating fuel, and, for residential buildings, year of construction and energy efficiency class. For concluding the lease, you need a lease agreement template; for the handover, recorded meter readings.

Do I need an estate agent to rent out my apartment?

No. There is no legal obligation to hire an estate agent to rent out an apartment. Since June 1, 2015, the buyer-pays principle has applied to residential rental brokerage (§ 2 of the Housing Brokerage Act): an estate agent may generally not charge prospective tenants fees; the party commissioning them covers the costs. If you commission an agent yourself, you bear the costs entirely and may not pass them on to tenants. The statutory cap of two months' rent in this law applies only to fees paid by apartment seekers. An agent reduces your workload, but legal requirements regarding data collection, rent caps, and contract terms still apply to you unchanged.

What does it cost to rent out an apartment yourself?

Costs arise, among other things, from advertising on property portals: free introductory offers for private individuals are limited in duration, number of inquiries, or number of listings; for longer runtimes and higher visibility, you pay extra. With EverReal Go!, the Flexible Listing module is required for publishing on portals, offering three tiers starting at €59, €79, and €119 including VAT for 30 days; which portals each tier includes is listed in the pricing overview. The rental process itself is booked on a one-time basis and is valid for six months: Light for €34 including VAT covers the listing, inquiries, scheduling, and applicant data; Plus for €59 including VAT additionally includes lease agreement templates, qualified electronic signatures, and digital apartment handover. If you publish on portals, the total cost consists of the package plus the selected tier of Flexible Listing, with no subscription and no minimum commitment; all prices are available in the pricing overview.