Mistakes renting an apartment in Austria. 7 points you should be aware of - and how to avoid them

Error renting apartment Austria. Mr. Gruber has inherited a bright 3-room apartment in Vienna. Full of zest for action, he wants to rent it out immediately - after all, there's a nice side income to be had. But things go wrong with the first tenancy: no documents requested, no deposit, trouble with the utility bill. The result? A legal dispute, a lot of frustration and financial losses.

This article shows how it can be done better - using Mr. Gruber's example and the seven most common mistakes made by private landlords in Austria.

1st mistake: Unstructured apartment viewings

Mr. Gruber already made a serious mistake during the first round of viewings: to save time, he invited all interested parties who had responded to his online advertisement to a mass viewing at the same time. The apartment was full, the conversations superficial. The next day, he received numerous emails from interested parties who wanted to rent the apartment. But Mr. Gruber could no longer match the names and messages to the faces at the viewing. The result: missed opportunities, a lot of confusion and an unprofessional impression.

Mass viewings may save time, but they cost quality. Without individual appointments and calm discussions, the impression remains superficial. Even worse: you lose track of who said what.

Pro tip: Work with individual visits, each with a 15-minute timeslot. Take notes on each person. If you are using a letting agent, ask how the viewings will be conducted.

Sample questions for the conversation with interested parties:

• Why are you moving out of your current home?
• How long have you been looking for an apartment?
• Why has it not been possible to find a suitable apartment so far?
• Who do you want to move into the apartment with?
• How long do you plan to stay in the apartment?
• Are there any pets or special requirements?
• Have you already gained experience as a tenant in Austria?

Checklist: How to plan successful viewings

Read also our contribution to Rent an apartment in Salzburg and Vienna.

2nd error: Missing request for important documents

Mr. Gruber was enthusiastic about the interest in his apartment. A copy of his passport was all he needed as proof - no payslip, no confirmation of employment. Only when the rent failed to materialize did it become clear that the tenant was earning less than twice the total rent and that his employment had only been active for a month.

A simple rule of thumb would have prevented this: Monthly net income should be at least 2 to 2.5 times the gross rent including utilities.

Pro tip: Ask for the following documents:

• Last 3 payslips
• Employer confirmation/employment contract (if changing jobs)
• Credit report (KSV)

3rd error: No (valid) rental agreement concluded

A verbal rental agreement? Sounds straightforward, but it's risky. Without a written time limit, a fixed-term tenancy agreement automatically becomes indefinite - with all the consequences. Incorrectly worded clauses on operating costs or termination can also be invalid.

Pro tip: Use professional rental agreement templates and have them legally checked - especially for fixed-term leases (min. 3 years according to MRG).

Checklist: What should be in the rental agreement

Even if these points cover the most important basics, you should not ignore other contract details - such as a Value retention clause or regulations on Index adjustment.

Tip: If you are unsure, have the contract reviewed by an experienced Real estate agent or Lawyer check - this saves a lot of trouble later.

4th error: No or incorrect deposit

Mr. Gruber was sure that his new tenant was serious - after all, the conversation was pleasant. He therefore thought a deposit was superfluous. However, when he moved out, he left damage in the apartment. Without financial security, Mr. Gruber was left with the costs.

Tip: A deposit is not a declaration of no confidence, but a legally permissible security instrument. According to case law, it may amount to up to six months' gross rent - in practice, three months' gross rent has become established.

Important: The deposit must be managed separately from the landlord's assets and earn interest. When moving out, it must be repaid including interest - less justified claims (e.g. damages, outstanding operating costs).

5th error: Incorrect or forgotten operating cost statement

Gruber was surprised at his tenant's additional payment. He thought he didn't have to bill operating costs separately - the tenant was paying a flat rate anyway. But the law requires transparent billing.

Deadline: The statement of operating costs must be submitted by June 30 of the following year be made. If this deadline is missed, it may no longer be possible to assert additional claims - keyword Preclusion (§ 21 MRG).

Only allowed: The apportionable operating costs include, for example, water, sewerage, waste disposal, house cleaning, chimney sweeps and building insurance. Not allowed are repairs or maintenance.

What happens to the utility bill when the tenant changes?

The operating cost statement is always allocated to the tenant who occupied the apartment at the time of the billing period - regardless of whether the tenant is still a tenant when the statement is received.

Credit note or additional payment therefore concerns the previous tenantif they lived in the apartment for the majority of the billing period. Accordingly, they are also entitled to a credit note - or they are liable for an additional payment. These amounts can be offset directly against the deposit if they are still outstanding when you move out.

You can also find more information at: AK Vienna - Operating costs

Tip: Work with a transparent BK plan or have your billing professionally prepared - this will save you trouble and protect you from reclaims.

6th error: No handover protocol

Everything went quickly when we moved in: keys handed over, handshake - done. There was damage when we moved out, but Mr. Gruber couldn't prove anything. Without a protocol, it's one statement against another - to the detriment of the landlord.

You can also find more information at: AK Salzburg - Handover protocol

Pro tip: Create a detailed handover report when you move in and out. Document the condition, meter readings, number of keys - and supplement everything with photos. Both parties should sign the protocol.

Checklist: Handover protocol

Do you want to know how to market your apartment properly? Here you will find our Contribution to the topic of real estate marketing.

Key Takeaways

• Check creditworthiness: A copy of your passport is not enough - proof of salary & KSV information are mandatory.
• Rental agreement in writing & complete: with value protection, a time limit and clear rules.
• Manage the deposit correctly: interest-bearing, separate and legally secured.
• Settle operating costs on time: by June 30 of the following year at the latest.
• Document the handover: with protocol and photos - for legal certainty.

Conclusion

Nobody has to fail like Mr. Gruber - provided you take letting seriously. With the right templates, questions and checks, every tenancy becomes a success.

Inform now through our sub-management for stress-free letting - or directly through Kroy real estate consulting leave. Here you can find our Contact us.

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