A popular flat can draw a dozen interested people. If you agree a time with each of them separately, it eats up a week. With a little system, the same fits into one afternoon.
You set the times
Don't ask everyone when they're free. Offer two or three time slots, say Tuesday 5–7 pm and Saturday 10 am–12 pm, and let applicants pick one. That way ten people fit around you, not the other way round.
One-to-one or group viewings?
- One-to-one (15–20 minutes): calmer, and you get to know the applicant better. Good when there are fewer applicants or the flat is pricier.
- Group (30 minutes, several people): fast, and applicants can see there's real interest. Efficient when lots of people apply.
You can also mix the two: a group viewing first, then a short second chat with your top two or three.
Screen before the viewing
Most of your time goes on people who turn out not to fit only once they're at the viewing. Ask for a short introduction up front: move-in date, how many people would move in, any pets, and roughly how their income compares to the rent. What you're allowed to ask is covered in our article on tenant screening.
Reminders
At every second viewing, one applicant doesn't show up. A reminder the day before helps a lot. Ask people to cancel if they can't make it, so you can invite someone else in their place.
Get the flat ready
- Make it bright, aired out and tidy.
- Have the key numbers to hand: rent, utilities, deposit, move-in date.
- Keep a short list of answers to common questions.
Tenants check the same things, as their viewing checklist shows.
After the viewing
Ask everyone to let you know within a day or two whether they want the flat. Then look at the applicants in one place, side by side. How to choose fairly is covered in this article.
If you have lots of flats
As a property manager, you're often advertising several flats at once. Then it really matters that you don't have to arrange viewings flat by flat. One shared page where people can browse all your available flats and book a slot saves hours every day.
FAQ
How long should I allow for a viewing?
15–20 minutes for a one-to-one viewing, with a 5–10 minute break in between.
What if someone is late?
If your schedule is tight, ask them to come in the next time slot.
Can I do video viewings?
They're a good first step for applicants moving from far away. Before signing the contract, though, it's worth seeing the flat in person.
Rentkey
In Rentkey, your flats for rent appear on one shared portfolio page, and you can set viewing time slots, one-to-one or group. On the Operator plan, applicants book their own slots, get a reminder the day before, and applications for all your flats come together in one list.
