Property rental

Letting property through a transparent process

Letting property starts with determining an appropriate rent and clear conditions. Apartment, house and commercial rents depend on location, condition, furnishings, running costs and seasonal demand. REI24 helps compare current market offers and prepare an accurate listing that does not create misleading expectations for prospective tenants.

The objective is to find a suitable tenant and reduce uncertainty before possession is transferred. No screening process can guarantee that a tenancy will remain problem-free. However, relevant information, agreed payment terms and a documented handover reduce avoidable misunderstandings and provide both parties with a clearer starting point.

Tenant search and review of relevant information

When looking for a tenant, contact and background information may be collected only to the extent supported by a legal basis and the candidate's consent. Relevant information is presented to the owner, but the owner makes the final selection. The agreement should state the rent, deposit or other security, running costs, term, termination procedure and restrictions on use.

REI24 handles rental enquiries in Tallinn, Harju County, Tartu, Pärnu, Narva and Jõhvi. Depending on the agreement, the work can include preparing the listing, answering enquiries, conducting viewings, coordinating the agreement and completing a handover report.

A handover report protects both parties

When possession is transferred, the condition of the property, number of keys and meter readings should be recorded. Photographs and a written handover report help distinguish normal wear from damage later. If the owner wants ongoing property management after a tenant has been found, its content and fee must be agreed separately; tenant search does not automatically include full property management.

Decide what you are offering before advertising

Letting a property starts with defining the arrangement you are prepared to offer. Consider the intended start date, whether the apartment will be furnished, the expected duration and any practical limitations arising from the building or shared facilities. Describe these matters accurately in the advertisement. A furnished apartment needs an inventory; an unfurnished one still needs a clear record of the equipment included. If an existing tenancy is ending, confirm when the property can actually be handed over before promising a date to a new applicant.

Calculate the costs a prospective tenant will need to understand. Separate the rent from utilities and other charges, and obtain representative bills for different seasons. Explain how consumption is measured and when bills normally arrive. Do not present a summer bill as a reliable estimate of winter expenditure. If a cost depends on occupancy or consumption, say so. Clear information at this stage helps applicants judge affordability and reduces repeated questions during viewings.

Agree the agency assignment and its limits

A letting assignment can cover preparation of the listing, advertising, communication with applicants, viewings, assistance with the agreement and handover. Ongoing property management is a different task and should be discussed separately if required. Before work begins, agree the precise scope, fee, payment conditions and who approves the tenant. The owner should understand whether the agent’s work ends when an agreement is signed or includes assistance with the move-in record and the transfer of practical information.

Ask how changes will be handled if the desired rent proves difficult to achieve or the property needs additional preparation. Confirm which expenses require approval and who will communicate with the selected applicant while outstanding questions are resolved. Where another person represents the owner, clarify the authority needed to sign documents or receive payments. Keeping these responsibilities explicit prevents an applicant from receiving conflicting instructions from the owner, a family member and an agent.

Evaluate applications consistently and proportionately

Prepare a set of relevant questions for all applicants. Discuss the intended occupants, planned move-in date, expected duration and ability to meet the agreed payments. Request only information needed to assess the proposed tenancy. A serious enquiry does not justify collecting unrestricted personal records or circulating an applicant’s details among unrelated people. If additional evidence is needed, explain its purpose and agree a suitable way to provide it. Keep sensitive material out of public listing messages.

An agent can help organise applications, but no screening process guarantees future payment or behaviour. The owner should make a decision on relevant, consistently applied criteria rather than an impression created by a single conversation. Record the terms offered to the selected applicant and give them a reasonable opportunity to read the proposed agreement. Questions about who will live in the apartment or how it will be used should be resolved before signing, not left to assumption.

Describe the tenancy in a usable agreement

A practical agreement identifies the premises, the parties, the start date, the payment schedule, the agreed use and the handling of notices. It should distinguish the owner’s obligations from the tenant’s and explain how maintenance issues are reported. Any deposit, additional charge or special condition must be assessed against the applicable rules for the particular tenancy. Copying a clause from another country or another type of property can create a term that does not operate as expected in Estonia.

Pay particular attention to arrangements that affect everyday life: the use of storage, parking, shared areas and equipment; the route for reporting urgent faults; and the process for agreeing access. A tenancy does not give the owner unrestricted entry whenever convenient. If the property may later be sold, discuss how lawful, agreed viewings could be arranged without presenting the tenant’s privacy as optional. Ask for professional clarification when a proposed condition is important but its legal effect is unclear.

Make the move-in record specific

Walk through the property with the tenant and record its actual condition. List the keys and access devices supplied, take meter readings and identify included appliances and furniture. Dated photographs can support the record, provided both parties can understand what they show and how they relate to the written description. Note existing wear or defects specifically. A general statement that everything is in good condition is less useful than a short, accurate description of a damaged surface or an appliance awaiting repair.

Explain how to contact the apartment association or service providers where necessary and who will arrange account changes. Confirm the first payment date and which costs relate to the period before handover. Store the signed agreement and handover record where both parties can retrieve their copies. The same disciplined approach is useful when the tenancy ends: compare condition, record readings and keys, and document any disagreement separately. An orderly record supports a fair discussion without assuming that every change is damage or every expense is automatically recoverable.