Templates › Europe › Home and living

Apartment Hunting (Wohnungssuche)

Find and rent an apartment: set a budget, prepare a strong application, view safely, check the lease and deposit rules, and move in with a documented handover. Tenant rules and deposit limits vary by country.

Curated by Raaya · Last reviewed Oct 2026

Steps

  1. Set your budget and search criteria

    1 day

    Decide what you can afford before you start, including running costs. Listings often quote a base rent without heating, water and service charges, so compare the total monthly cost. Many landlords expect your income to be around three times the rent.

    Country specifics: Germany, cold rent (Kaltmiete) excludes service charges (Nebenkosten); warm rent (Warmmiete) includes them. Netherlands, check whether the home is in the regulated or free sector. France, rent is quoted hors charges or charges comprises. UK, council tax is paid separately by the tenant.

    Tip: Add one-off costs to the budget: deposit, first month's rent, furniture and moving.

    • Maximum total monthly rent including service charges
    • Money available for deposit, first rent and moving costs
    • Preferred neighbourhoods and maximum commute time
    • Minimum size, number of rooms, furnished or unfurnished
    • Must-haves: balcony, lift, pets allowed, parking
    • Desired move-in date and lease length
    Remind me

  2. Search listings and set alerts

    2 days

    Create search alerts on the main portals and respond quickly to new listings with a short, polite message stating who will live there, your job and income, and your move-in date.

    Country specifics: Germany, ImmobilienScout24, Immowelt and WG-Gesucht for shared flats. Netherlands, Funda and Pararius. France, SeLoger, Leboncoin and PAP. Spain and Portugal, Idealista and Fotocasa. Italy, Immobiliare.it and Idealista. UK, Rightmove and Zoopla. Ireland, Daft.ie.

    Tip: Scams are common. Never pay a deposit or rent before you have seen the property and signed a lease, and be wary of landlords who say they are abroad and will post the keys.

    • Create accounts and alerts on two or three major portals
    • Write a short template message in the local language
    • Check listings at least twice a day
    • Reject any listing that asks for money before a viewing
    • Verify the landlord or agent and that the address really exists
    • Keep a simple list of contacted listings and replies

  3. Prepare your application folder

    2 days

    Landlords in busy cities pick from many applicants, so a complete folder ready to hand over or email often decides who gets the flat. Prepare digital and paper copies, and black out data the landlord does not need.

    Country specifics: Germany, a credit report (SCHUFA), a tenant self-disclosure form (Mieterselbstauskunft) and a confirmation that you owe no rent to your previous landlord. France, the landlord may ask for a guarantor or a Visale guarantee and your last tax notice; the list of documents a landlord may request is limited by law. Netherlands, an employer's statement (werkgeversverklaring). UK, references and right-to-rent checks for England. Ireland, references from previous landlords and your employer.

    Tip: Never hand over original documents; copies are enough.

    Recent Payslips (Gehaltsabrechnungen / fiches de paie)Employment Contract or Employer's Statement (werkgeversverklaring)Passport or National ID CardCredit Report (SCHUFA-Auskunft / Bonitätsauskunft)Tenant Self-Disclosure Form (Mieterselbstauskunft)Previous Landlord Reference (Mietschuldenfreiheitsbescheinigung)
    Attach my documents

  4. Book and attend viewings

    2 days

    Arrange viewings for your shortlisted apartments and go in person or send someone you trust. Arrive on time with your folder. Group viewings with many applicants are common in large cities.

    Country specifics: Germany and the Netherlands, ask whether the agent was hired by the landlord: in Germany the party who hires the agent pays the fee, and in the Netherlands an agent may not charge both landlord and tenant. Spain, agency fees are paid by the landlord. England, most tenant fees are banned and, from 1 May 2026, landlords may not invite bids above the advertised rent.

    Tip: Visit the area in the evening too to check noise and transport.

    Where
    Landlord / letting agent · Bring your application folder, ID and questions about service charges, deposit, lease length and move-in date. Take photos and notes for comparison.
    Remind me

  5. Inspect each apartment carefully

    1 day

    Use the viewing to check the condition and the real running costs. Problems you spot now can be fixed or written into the lease before you sign.

    Country specifics: Ask for the energy certificate, which landlords across the EU must show when renting out (Energieausweis in Germany, DPE in France, energielabel in the Netherlands, certificado energético in Spain, BER in Ireland, EPC in the UK). In France, homes with the worst energy ratings are being phased out of the rental market.

    Tip: Ask current tenants, if present, about heating, noise and how fast the landlord fixes problems.

    • Check walls, ceilings and window frames for mould or damp
    • Test water pressure, hot water, heating and electrical outlets
    • Check mobile signal and ask about internet providers
    • Ask for the last service-charge statement and heating costs
    • Look at the energy certificate rating
    • Ask about planned renovations and house rules
    • Take photos of any damage

  6. Check the rent and your tenant rights

    1 day

    Before signing, check that the rent and the deposit are within the legal limits and that you know your notice period. Many cities have rent controls or rent caps.

    Country specifics: Germany, the rent brake (Mietpreisbremse) applies in many cities, and the deposit is capped at three months' cold rent, payable in three instalments. Netherlands, for leases from 1 July 2023 the deposit is at most two months' basic rent, and you can check the rent with the Huurcommissie. France, the deposit is capped at one month's rent excluding charges for unfurnished homes and two months for furnished ones. Ireland, the deposit and rent in advance are each capped at one month's rent. England, deposits are capped at five weeks' rent in most cases and must be protected in a government scheme; from 1 May 2026 rent in advance is limited to one month.

    Tip: Ask your local tenants' association if anything looks unusual.

  7. Review the lease before signing

    1 day

    Read the whole lease, including the house rules and any annexes. Ask for a translation or explanation of anything unclear and do not sign under time pressure.

    Country specifics: Germany, watch for clauses on cosmetic repairs (Schönheitsreparaturen), stepped or index-linked rent (Staffelmiete, Indexmiete) and minimum lease terms. France, the lease must follow the standard model and include mandatory diagnostics. Spain, check the length and the deposit (fianza), which the landlord lodges with the regional authority in many regions. Ireland, the landlord must register the tenancy with the Residential Tenancies Board.

    Tip: Make sure every promise from the viewing, such as repairs or furniture, is in writing.

    • Names of all tenants and the exact address and flat number
    • Rent, service charges and how they are adjusted
    • Deposit amount and where it will be held
    • Start date, lease length and notice period
    • Rules on pets, subletting and alterations
    • Who pays for repairs and cosmetic decoration
    Passport or National ID Card
    Attach my documents

  8. Pay the deposit safely

    1 day

    Pay the deposit and first rent only after you have signed the lease and, ideally, received the keys. Pay by bank transfer to an account in the landlord's or agency's name and get a receipt.

    Country specifics: Germany, you may pay the deposit in three monthly instalments, and the landlord must keep it separate from their own money. England and Wales, the landlord must protect the deposit in an approved scheme and give you the details. Ireland, keep proof of payment for any Residential Tenancies Board dispute. Netherlands, the deposit must be returned within 14 days after the lease ends if nothing is owed.

    Tip: Never pay in cash or by money-transfer services to someone you have not met.

  9. Hand over keys and record the condition

    1 day

    At move-in, walk through the apartment with the landlord and record the condition of every room and the meter readings in a signed report. This protects your deposit when you move out.

    Country specifics: Germany, a handover report (Übergabeprotokoll). France, the état des lieux is mandatory. Netherlands, an opleveringsrapport. UK and Ireland, an inventory and check-in report.

    Tip: Take date-stamped photos of everything, including inside cupboards and appliances.

    • Count and record all keys
    • Note meter readings for electricity, gas, water and heating
    • Record existing damage room by room with photos
    • Test appliances, windows and locks
    • Both sides sign the handover report and keep a copy

  10. Register your address and set up utilities

    1 day

    After moving in, register your new address where required and set up electricity, gas, internet and contents insurance. Some contracts have long waiting times, so start early.

    Country specifics: Germany, register at the Bürgeramt within two weeks with the landlord confirmation. Netherlands, register with the gemeente within five days. Austria, within three days. Spain, register on the padrón. UK, register for council tax with your local council.

    Tip: Set up mail forwarding from your old address for the first months.

Documents you'll need

Recent Payslips (Gehaltsabrechnungen / fiches de paie)Most landlords ask for the last three payslips. New arrivals can use the employment contract instead.
Employment Contract or Employer's Statement (werkgeversverklaring)Shows stable income, especially if you have just started a job. In the Netherlands landlords often ask for an employer's statement.
Passport or National ID CardA copy is needed for the application and the lease. Non-EU citizens may also need to show a visa or residence permit.
Credit Report (SCHUFA-Auskunft / Bonitätsauskunft)German landlords usually ask for a recent credit report. You are entitled to a free data copy under the GDPR; SCHUFA also sells a report designed for landlords. Order it before viewings.
Tenant Self-Disclosure Form (Mieterselbstauskunft)A short form declaring income, employment and household size. Landlords may only ask questions relevant to the tenancy.
Previous Landlord Reference (Mietschuldenfreiheitsbescheinigung)Confirms you paid rent on time. Common in Germany, the UK and Ireland; ask your current landlord before you give notice.

Official sources

Related templates

All templates

General guidance, not legal, tax or immigration advice. Rules change; confirm with the official source before you act.

Use this template Free. Track progress and get reminders before deadlines.