September 21, 2025, 10:59 am | Read time: 4 minutes
Between anonymous online applications and recommendations from friends—for private landlords, finding the right tenant is often a challenge. However, those who proceed strategically can avoid many problems. These seven practical tips help in selecting the right candidate from numerous applicants.
1. Trust Is Good—Personal Recommendations Are Better
The safest way to find a new tenant often involves familiar faces. “If a long-term, pleasant tenant moves out and suggests one or more candidates from their circle of acquaintances as successors, it’s a relatively safe bet,” says Gerold Happ from the property owners’ association Haus & Grund Deutschland. “The landlord can expect that the tenant will suggest agreeable acquaintances who will also cause few problems.”
However, caution is advised if the current tenant seeks a successor on their own—for instance, to sell furniture. In such cases, they often do not know the interested parties themselves, which does not reduce the risk for landlords.
2. Filter Online Ads: Not Every Click Indicates Genuine Interest
Apartment listings on real estate portals quickly generate significant interest. However, many responses are automated and do not indicate genuine interest. “As a first step, it is advisable to ignore automated responses to apartment ads,” advises Gerold Happ. “They come immediately when the ad is posted online.” Therefore, it is questionable whether these applicants are truly interested in this specific apartment.
3. Save Time With Clear Details in the Ad
A precisely formulated apartment ad helps target suitable applicants. “The more accurately the apartment for rent is described, the more the circle of interested parties narrows,” says Happ. High-quality photos are also helpful. “Ideally, only people who are genuinely interested in this apartment will apply,” Happ continues.
4. Ask the Right Questions Before the Viewing
Even before the first meeting, landlords may ask certain questions. “Who wants to move in, how many people, what are their income levels, are there pets? These are legitimate questions that prospective tenants must answer truthfully,” explains attorney Beate Heilmann, chair of the Tenancy and Real Estate Law Working Group in the German Bar Association.
This information allows for an initial selection. “It makes no sense to invite people to view the apartment if you already know they cannot afford it,” says Heilmann.
5. Request Documents Selectively—and Handle Them Correctly
Formal documentation also helps assess potential tenants. In addition to a detailed tenant self-disclosure, this includes copies of identification and—at a later stage—creditworthiness proofs. “It is important to make a copy of the ID to verify that the information in the self-disclosure matches the person who wants to rent the apartment,” advises Heilmann.
However, a credit report may only be requested in the context of a concrete rental agreement—as decided by the European Court of Justice (Case C-634/21). It cannot be demanded during the application phase. A certificate of rent debt clearance from the previous landlord is also not mandatory. “But the tenant has the right to request a receipt for rent payments from their landlord for the entire rental period,” says Heilmann. “Since this is very labor-intensive, many previous landlords opt for the rent debt clearance certificate.”
Important: Application documents of rejected candidates must either be returned or destroyed in compliance with data protection regulations upon request.
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6. Organize Apartment Viewings Strategically
To use viewing appointments efficiently, landlords should limit the number of participants and pre-select them. “Private landlords can certainly set personal priorities. For example, they can prefer applicants who fit particularly well into the existing house community,” says Gerold Happ. This might mean favoring families with children if many children already live in the building, or considering seniors more if the living environment is age-appropriate.
7. Intuition Is Good—Facts Are Better
Gut feeling also plays a role in tenant selection. “Often, it’s already a sign that something might go wrong later,” says Beate Heilmann. Nevertheless, one should not rely solely on first impressions. A polished appearance in a suit and tie does not necessarily indicate reliability, just as a casual appearance is not a disqualifying factor. “It is important to combine your own feelings with as much concrete information about the tenant as possible,” emphasizes Heilmann.
With material from dpa