Impress your future landlord – simplify your rental application
Lukas Draheim · Real estate expert at rentcard
Published June 12, 2026 · Updated June 12, 2026
5 min read
Chapter overview
You are getting viewings but not the yes. The reason is rarely your personality. It is almost always something concrete: landlords have one specific fear, and once you understand it, you can address it directly.
Key takeaways
- Landlords fear one thing above all: a tenant who does not pay or causes problems. Everything else is secondary.
- Send your rentcard link with your very first enquiry message, not just at the viewing. Most applicants bring nothing.
- Ask about heating costs and neighbours, not about rent flexibility. Show genuine interest in the apartment itself.
- Send a message within two hours of the viewing, three sentences maximum.
- If your net income is below three times the cold rent, raise it proactively and offer a guarantor.
What landlords really want (and what they fear)
Behind every rental decision is one fundamental question: will this person pay on time and not cause problems? Not personality, not lifestyle, not family status. Financial reliability is the primary selection criterion. Everything else comes second.
That means: whoever gives the landlord a clear, credible answer to that question earliest has a structural advantage over every other applicant. That is exactly what the folder-first strategy is about.
The income rule: 3x cold rent net
Most landlords expect your monthly net income to be at least three times the cold rent. For an apartment at 900 euros cold rent that means 2,700 euros net per month. If you are at or below that threshold, staying silent does not help. Raise it proactively and offer an alternative: a guarantor from family, a higher deposit (up to three months cold rent is legally permitted under § 551 BGB), or a brief note about your income trajectory.
Send your folder before the viewing
The most common mistake: bringing documents only to the viewing. By that point many landlords have already narrowed down their shortlist. Sending your rentcard link with your initial enquiry message achieves two things at once: the landlord sees before the appointment that you are financially solid, and you appear prepared without being pushy.
With rentcard you verify your identity and income via Open Banking. The landlord receives a secure link to check the authenticity of your details themselves, without you sending payslips as email attachments. That builds trust before you have even met. For comparison: most applicants bring no documents at all, or submit them days after the viewing.
Verified application folder
Your secure digital application folder
- Verified identity document
- Income verified via Open Banking
- Tenant self-disclosure included
- Create once, share anywhere
What landlords decide in the first five minutes
A viewing is not an information session. It is a short screening interview decided largely on gut feeling. Landlords want to assess within the first few minutes whether they can trust this person with their apartment. Punctuality, a tidy appearance, and a friendly, relaxed manner signal exactly that: reliability.
Show genuine interest in the apartment itself, not just the price. Look carefully at the kitchen. Open a window. Ask about the view or the feel of the building. That shows the landlord you can picture yourself living there, rather than just searching for anything that will do.
What to say at the viewing (and what not to)
Good questions and comments:
- What are the average utility costs in winter?
- How are the neighbours? Quiet building or lively?
- I can really see myself living here long-term.
- When would the earliest possible move-in date be?
Better not to say:
- "Is there any flexibility on the rent?" (signals the rent is a concern for you)
- "My last apartment had the same problem." (never mention problems)
- "I am still looking at ten other apartments." (even if true, it weakens your interest)
The message after the viewing
Send the landlord a message within two hours of the viewing. Maximum three sentences: thank them for their time, state your interest clearly, include your rentcard link if you have not already shared it. Nothing more is needed.
Example follow-up message
Thank you very much for showing me the apartment today. I really liked it and can very well picture myself moving in. You can find my complete, verified application folder here: [rentcard link].
Why this message works: most applicants never follow up at all. A short, professional follow-up signals reliability without seeming pushy. And if you include your rentcard link, the landlord does not have to chase you for documents.
What to do if your income does not qualify
If your net income does not meet the 3x rule, it is better to say so yourself than to stay silent and get rejected. Two options landlords accept:
- Guarantor: A parent or close relative guarantees the rent payments in writing. This is a legally binding declaration under § 765 BGB. Most landlords accept a simple guarantor letter if the guarantor can demonstrate sufficient income themselves.
- Previous landlord reference: A short letter or email from your previous landlord confirming you always paid rent on time and left the apartment in good condition can compensate for missing income points. Ask for it in good time before going to new viewings.
More guidance on putting together all your documents is in the guides on creating a Bewerbermappe and providing proof of income for a rental application.
Frequently asked questions
Answers to the most common questions about apartment hunting in Germany.
How do I impress a landlord?
Demonstrate financial reliability as early as possible: send your rentcard link with your very first enquiry. Arrive on time, show genuine interest in the apartment, and send a short follow-up message within two hours of the viewing.
What should I ask at an apartment viewing?
Ask about average utility costs in winter, planned renovations, the feel of the neighbours, and the notice period. Avoid asking about rent flexibility or mentioning problems from your previous apartment.
How much income do I need to rent an apartment?
The standard rule: your net monthly income should be at least three times the cold rent. For a 900-euro apartment that means 2,700 euros net. If you fall short, a guarantor under § 765 BGB or a reference letter from your previous landlord can help.
Should I send a message after an apartment viewing?
Yes, always. Send a message within two hours: thank the landlord, state your interest clearly, and include your rentcard link. Three sentences are enough. Most applicants never follow up, so you immediately stand out.
