In Germany, finding accommodation can be a real challenge, especially in sought-after metropolitan areas such as Berlin, Munich or Hamburg. With rising rental prices and an often tight housing market, many applicants are competing for the few available properties. Looking for an apartment is often just the first step – the documents that you present as a potential tenant make the crucial difference.
The most important thing in brief
- A form with information about yourself, your job and income
- Proof of income with the last three pay slips or alternative proof of income for self-employed people
- A current credit report (Schufa report) that is not older than three months
- Certificate of freedom from rent debt as confirmation from the previous landlord that there are no rent debts
- Copy of ID card
Why are application documents so important?
Landlords and property managers typically have little time to screen large numbers of prospective tenants. An application process with incomplete or incorrect documents can lead to your chances decreasing rapidly. The right documentation not only shows that you are well prepared and organized, but also gives the landlord the necessary reassurance that you are able to pay rent reliably and are a trustworthy tenant. In this detailed guide, you'll learn what documents are needed for a successful housing application, how best to prepare them, and what additional tips can help you stand out from the crowd.
The self-disclosure – your first impression on paper
The self-disclosure is a central document for every apartment application. This is a form that provides the landlord with information about your financial and personal situation. In many cases, landlords or housing associations provide their own forms. If this is not the case, you can also use standardized templates that are available online.
What belongs in the self-disclosure? You should provide the following information in the self-disclosure
Personal data and this includes your name, date of birth, address and contact details. This data enables the landlord to contact you if you have any questions.
Next, the professional situation, here you state where you work, how long you have been employed there and what position you hold. This information is relevant for the landlord in order to better assess your financial stability.
Your net monthly income plays a central role as it shows the landlord whether you are able to pay the rent. The rule of thumb is that rent should not account for more than a third of your net income.
Marital status and household size are important information for the landlord in order to know how many people will move into the apartment.
Why is self-disclosure so important?
The self-disclosure serves as a kind of business card for the landlord. It gives him a first impression of who you are and whether you are a suitable tenant. It is therefore important that the information is complete and correct. In the worst case, incorrect information in the self-disclosure can lead to the rental agreement being terminated later or to the risk of legal consequences.
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Proof of income – security for the landlord
In addition to the self-disclosure, proof of income is one of the most important documents when applying for an apartment. The landlord wants to ensure that you are financially able to pay rent regularly and on time.
What proof of income is required?
Landlords usually ask for your last three payslips to get an idea of your financial situation. If you are employed, this is relatively easy: you submit your payslips to prove that you have a fixed and regular income.
However, it can be more difficult for self-employed people and freelancers to provide proof of income. In this case, you can alternatively submit your last tax assessment or a business evaluation (BWA) to prove your income. Another option is to provide bank statements that show regular income or credits.
Why is proof of income crucial?
Landlords want to minimize the risk of non-payment. By disclosing your income, you give the landlord reassurance that you can pay the rent consistently and on time. Especially in times when rent arrears are an increasing problem, landlords attach particular importance to financial stability. If you are aiming for a high rent and your income exceeds the common rule of thumb of one-third of income, an additional document such as a letter of guarantee or an income guarantee may be helpful.
Schufa information – a look at your creditworthiness
In Germany, Schufa information is an integral part of every apartment application. It provides information about your creditworthiness and helps the landlord check your creditworthiness. Schufa information is not older than three months and can be applied for online directly from Schufa.
What does the Schufa report say?
The Schufa database stores information about current loan agreements, cell phone contracts and other financial obligations. It also shows any payment defaults or dunning proceedings that have been initiated against you in the past. A positive Schufa report means that you have made your payments regularly and reliably in the past.
What to do if you have a negative Schufa entry?
If you have a negative Schufa entry, you should clarify this before applying. There are ways to have negative entries deleted if they are incorrect or out of date. If you have legitimate listings, you should address them proactively and explain to the landlord how the listing came about and how you have improved your financial situation since then. In some cases, transparent communication can help to gain the landlord's trust despite negative Schufa.
Certificate of freedom from rent debt – proof of trust
A rent arrears certificate is a document issued by the previous landlord confirming that you have no rent arrears. Although this document is not required by law, many landlords welcome it as it shows that you have always paid your rent on time and in full.
What to do if the old landlord doesn't issue a certificate?
It happens that landlords do not want to issue a certificate of freedom from rent debt for various reasons, even if there are no rent debts. In such cases, you can alternatively provide your most recent bank statements showing regular rental payments. In some cases, an affidavit stating that there are no rental debts can also be accepted.
Copy of ID card – proof of identity
A simple but essential document is a copy of your ID card. It is used by the landlord to verify your identity and ensure that you are who you say you are. Make sure the copy is easy to read and does not obscure any important details.
What to do if you don't have a German ID card?
If you do not have a German ID card, you can alternatively submit a copy of your passport or proof of residence. It is important that the document is up to date and all relevant information is clearly visible.
Guarantee letter – Financial security provided by a third party
A guarantee is particularly relevant if you cannot yet prove that you have a regular or sufficiently high income. This often affects students, trainees or young career starters. A guarantee assures the landlord that a third party – usually a parent or close relative – will pay the rent in the event of default.
What should be included in a surety bond?
The surety bond should contain the following information:
- Name and address of the guarantor
- Declaration that the guarantor will pay the rent in the event of default
- Signature of the guarantor
It is advisable to also attach a copy of the guarantor's identity card and proof of income to demonstrate their financial situation.
