Apartment application: 10 tips for success

What do I need for a rental application?

Before you apply for a rental apartment, take a look at the property beforehand at a viewing. At the viewing, you will often receive an application form, which you should then complete and return. You will also need a short cover letter, references from your employer and an extract from the debt collection register. A provisional confirmation for a rental deposit is also helpful. In any case, complete the formalities that the management company requires. If they expressly want you to apply by e-mail or post, for example, that’s what you should do. And always try to make a good impression. Ultimately, however, you also simply need an element of luck to be accepted for an apartment.

When should I enquire about my rental application?

Once you submit your application, naturally you’ll want to find out as soon as possible if you’ve actually got the apartment. Following up is generally fine, but you should wait a while. If the management company specifies a deadline for your application, only ask once this deadline has expired. Otherwise, waiting a week is reasonable.

We’ve put together a few helpful tips to ensure that your rental application is a complete success.

Tip 1: Follow the rules for contact

If you come across an apartment that interests you during your search, be sure to stick to the requested form of contact when making your application. Don’t call if the first contact is explicitly requested to be made by e-mail. However, if a phone number is available, try to grab an appointment as quickly as possible. Find out what is important to the management company (for example, quiet tenants). Then you can explain during the viewing why you’re the right choice.

Tip 2: Make a good impression at the viewing

Be at the viewing on time and make a reliable, neat and friendly impression. Prepare for the viewing by taking the rental application documents with you. Show interest and ask questions, but don’t be too critical about the rental property, and be careful not to come across as pushy.

Tip 3: Have a persuasive, complete application portfolio

Submit all of the required application documents for the apartment including a cover letter and, most importantly, do it as quickly as possible; alternatively, you can hand them over at the viewing. Many management companies consider comparable applications in the order in which they are received. So it helps to be fast.

You’ll usually need to complete the management company’s application form and provide an original and recent extract from the debt collection register. It is also advisable to provide a personal cover letter with a photo and references, along with an employment contract and pay slip where applicable, but not an employment reference letter. If you already have a rental deposit certificate, you can enclose that as well. If you’re not a citizen, a copy of your residence permit may also be helpful. 

Tip 4: Use the correct application form

For certain apartments, you should use the application form you receive at the viewing. In some cases, you can retrieve the application form online via QR code, but usually, you’ll only receive the form or the QR code if you were at the property viewing. This is especially the case for highly sought-after apartments in big cities. If there are no forms available, you’ll find plenty of templates online. Complete the application form neatly, clearly and in full. It’s best to make a few copies beforehand so you can start again if you make any mistakes. In the case of any questions that you feel are inappropriate, it’s up to you whether you answer them. But don’t get carried away and give incorrect information.

Tip 5: Don’t forget an extract from the debt collection register

It’s obvious why an extract from the debt collection register is required: the management company wants proof that you can pay the rent. So enclose an extract from the debt collection register with the application, even if it is not explicitly requested. Order your extract from the debt collection register through Homegate directly here or from your local debt enforcement office. If you’ve been in debt in the past, this doesn’t mean you’ll automatically be rejected. Every now and then, debt happens through no fault of our own (because of illness or an accident, for example ). If you have been subject to debt enforcement proceedings in the past, explain the circumstances to the management representative.

Tip 6: References are a must

Be sure to include references (e.g. current management company or employer). Your current property management or employer might even be prepared to testify that you’re reliable, easy to deal with and considerate in a brief letter of recommendation. Don’t overdo it, however, as a future management representative won’t have the will or the time to wade through a torrent of information in a rental application. It is also important that you give correct details for your employer so you can be sure that they are contactable. Regarding references, don’t forget to ask your referees for their permission in advance.

Tip 7: Write a friendly cover letter

Less is more. Management companies don’t have much time as they have a huge number of application documents to go through. Your cover letter should be no more than one page in length. Include the key points such as your family and professional situation. Explain why you’re a particularly good fit for this apartment. Make sure to avoid spelling mistakes in your cover letter and stay objective.

Tip 8: Follow up after the stated time – but not too soon

In order to be remembered after the viewing, it’s worth discreetly following up on a rental application. If the search for a tenant is being carried out by a previous tenant or the landlord, you can write them a short e-mail on the evening after the viewing and reiterate what you like about the apartment, the advantages of having you as a tenant and how much you’d like to receive a positive response. If you’re dealing with a management company, a deadline will normally have been set for making a decision. If this is the case, you should only get in touch with the management company after this deadline has passed. Alternatively, you could pass by the management company on the day after the viewing to express your interest and your hope that they choose you.

Tip 9: Avoid blunders

Only apply for properties for which you can actually afford the rent. In the case of cheap apartments in particular, don’t complain about everything and don’t make excessive demands. Cancel any agreed appointments that you can’t make in good time. When applying for an apartment, don’t “threaten” to use your contacts, along the lines of “I know your manager!” If you do have such a contact, you could give the relevant person as a referee. Don’t give gifts, either, as that could be interpreted as an attempt at bribery.

Tip 10: Always be contactable

Make sure that you are always contactable at the address, phone number and e-mail address you provided. A management company won’t bother to find you if they can reach other potential candidates more easily.