Insider Tips to Successfully Apply for an Apartment in Berlin
Jun 22, 2025

Looking for an apartment in Berlin can feel like a competitive sport—especially for newcomers! With high demand, unique local customs, and a fast-paced rental market, it’s no wonder so many people are searching for insider tips to successfully apply for an apartment in Berlin. Whether you’re a student, expat, or long-time Berliner on the hunt for a new place, this guide is packed with practical advice, including an essential apartment viewing checklist, tips for contacting landlords, and how to craft the perfect inquiry email.
Why Berlin Apartment Hunting Is So Unique
Berlin’s rental market is notorious for its speed and competitiveness. Apartments often get snapped up within days (or hours), and landlords receive dozens of applications per listing. To stand out, you need more than luck—you need preparation and insider know-how.
Apartment Viewing Checklist: What to Bring & Look For
Before you set foot in any apartment viewing, preparation is key! Here’s your ultimate apartment viewing checklist:
Essential Documents to Bring
Copy of your ID or passport
Proof of income (the last three payslips or employment contract)
SCHUFA credit report (get yours at meineschufa.de)
Mietschuldenfreiheitsbescheinigung (confirmation from your previous landlord that you have no rent debts)
Proof of student status (if applicable)
Application form (some landlords/agencies provide this in advance)
What to Look For During the Viewing
Condition of doors/windows: Check for drafts or damages.
Heating system: Ask about type (central, gas, etc.) and costs.
Water pressure: Test taps and shower.
Cell reception & internet: Try your phone and ask about available providers.
Noise levels: Listen for street or neighbor noise.
Neighborhood amenities: Note proximity to supermarkets, U-Bahn/S-Bahn stations, parks.
For a more detailed list of what to look for in Berlin neighborhoods, check out our guide to where to live in Berlin.
Crafting the Perfect Inquiry Email: Make Yours Stand Out
When you find a promising listing online, your first impression is your inquiry email. Here’s how to craft the perfect one:
Tips for Writing Your Email
Be concise but personal: Introduce yourself (name, age, occupation/study).
Highlight stability: Mention steady income or funding source.
Show reliability: Reference punctuality with rent and respect for property.
Tailor your message: Reference something specific about the apartment (“I love the balcony view!”).
Include all relevant documents as attachments.
Use a clear subject line: Example: “Inquiry: 2-Room Apartment on Kastanienallee – [Your Name]”
Example Email Template:
Subject: Inquiry: 2-Room Apartment on Kastanienallee – Jane Doe
Dear [Landlord/Agent],
My name is Jane Doe, I’m a 28-year-old graphic designer relocating to Berlin for work. I am very interested in your apartment on Kastanienallee and would love to schedule a viewing. I have a permanent contract with [Company Name], a clean SCHUFA report, and can provide all necessary documents upon request.
Looking forward to hearing from you!
Best regards,
Jane Doe
How to Contact the Landlord Effectively
Reaching out directly can give you an edge over other applicants who only use online forms. Here’s how:
Call if possible: If there’s a phone number listed, call during business hours. Be polite and prepared with questions.
Follow up: If you haven’t heard back after two days, send a polite follow-up email reiterating your interest.
Be flexible with viewings: Offer several time slots when you’re available.
Dress smartly for viewings: First impressions count!
Apartment Checklist: What Landlords Are Looking For
Landlords in Berlin typically prioritize applicants who:
Have steady income (ideally at least three times the monthly rent)
Provide all required documents upfront
Show reliability and stability (long-term job contracts or student enrollment)
Are polite and responsive in communication
Can move in soon or match the preferred move-in date
Extra Tips for Renting in Berlin: Insider Advice
Here are some bonus tips for renting in Berlin that locals swear by:
Use a smart aggregator platform: Instead of jumping between sites like WG-Gesucht and ImmobilienScout24, use a platform like HouseNumber that automatically scans all major online rental platforms—saving you time and helping you stay ahead of the competition.
Beware of scams: Never send money before seeing an apartment and signing a contract.
Consider short-term rentals while searching: Platforms like Wunderflats offer furnished options if you need time to find the right place.
Network offline: Ask friends, colleagues, or even local shop owners if they know of available apartments—word-of-mouth works!
Be patient but persistent: The process can take weeks or months; don’t get discouraged by rejections.
Prepare references: If possible, bring references from previous landlords/employers—even if they’re not German.
Understand extra costs: Besides rent (“Kaltmiete”), budget for utilities (“Nebenkosten”), deposits (“Kaution”), and possibly agency fees (“Provision”).
Frequently Asked Questions About Renting in Berlin
Q: Can I apply without a SCHUFA?
A: It’s possible but much harder—try offering alternative proof of reliability (bank statements, references).
Q: What is "Kaltmiete" vs "Warmmiete"?
A: “Kaltmiete” is basic rent; “Warmmiete” includes heating and sometimes water/utilities—always confirm what’s included!
Final Thoughts: Stay Organized & Stay Positive!
Applying for an apartment in Berlin can be challenging but also exciting! With an organized approach—armed with your apartment viewing checklist, polished inquiry emails, and proactive communication—you’ll maximize your chances of finding a great place to call home.