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Owner and tenant panel

What to Ask Before Showing an Apartment? 8 Questions That Will Save You Time

29 June 2026
5 minutes of reading

Showing the apartment to people whose needs are different from the characteristics of the apartment means a waste of time for both parties.

Any unnecessary showing can also extend the period the apartment remains empty. The sooner you find the right tenant, the sooner you can.

This is not an interrogation

The pre-presentation conversation should be short, to the point, and polite. The point isn't to evaluate candidates, but to assess whether the offer meets their needs and capabilities.

It's best to treat this as an introductory stage. This saves the owner time and prevents the tenant from having to go to view an apartment that won't meet their expectations.

What is worth asking before a presentation?

1. When do you plan to move in?

This basic question allows you to quickly assess whether your deadlines are aligned.

If the apartment is available immediately, but the candidate won't be looking for a place for another two months, it's worth determining whether the interview would be better postponed. Similarly, if the apartment is still being prepared or renovated, it's a good idea to immediately inform them of the realistic date for key handover.

Example:

"When are you planning to move? I'd like to make sure the dates are suitable for both parties."

2. How long is the rental planned for?

The length of the planned lease is important for both parties. If you're looking for a stable, long-term lease, it's worth discussing this during the initial conversation.

You can ask:

  • whether the planned lease is to last at least one year,
  • whether it is a temporary stay,
  • whether the decision on the length of the lease has already been made.

3. What does income stability look like?

A lease is a long-term financial commitment, so it's natural to want to ensure that rent is paid regularly. The goal isn't to assess employment status, but to confirm financial stability.

You can ask:

  • whether the tenant has a stable income and it is documented,
  • whether the rent will be paid independently or, for example, by the employer or parents.

Example:

"I ask this to everyone interested because I care about timely rental payments, and renting is a significant financial commitment for a long period of time."

4. Do you accept the financial terms?

Before the meeting, make sure the candidate knows all the costs associated with the lease.

Discuss:

  • administrative fees (does the tenant pay all components of the rent or will some component be borne by the landlord?)
  • method of settling utilities (in advance? monthly according to meters? lump sum? is the electricity contract transferred to the tenant?)

This will help avoid a situation where it turns out only during the presentation that the total rental cost exceeds the interested party's budget.

5. Will there be animals living there?

If the landlord has specific rules regarding pets, it is worth explaining this during the first conversation.

If pets are allowed, it's a good idea to specify this in the ad as well. For many people, this is one of the most important factors when choosing an apartment.

6. Do you accept the form of the contract?

If you plan to conclude an occasional lease agreement, please inform us about this before the presentation.

This will help you avoid a situation where a candidate gives up only at the stage of preparing the documents because they are not familiar with the rules of this form of lease or do not consent to it.

7. Who will make the decision?

If the decision to rent is made by a couple, family or employer, it is best to arrange a viewing at a time that allows all interested parties to view the apartment at the same time.

This often shortens the entire process and helps tenants make informed decisions, which reduces turnover.

8. Are there any expectations regarding the apartment?

Finally, it is worth asking if the candidate has any specific equipment or location requirements.

For example:

  • parking space,
  • balcony,
  • work desk,
  • fully furnished,
  • basement or storage room.

A few minutes of conversation can save both parties from an unnecessary meeting.

What is better not to do?

Don't schedule a presentation "just in case"

If it's clear during the conversation that the offer doesn't meet the prospect's needs, it's better to end the conversation politely than to arrange a meeting that likely won't change anything. Regardless of your sales skills, trying to convince someone to buy your apartment won't work in the long run. The tenant will move out sooner than if they lived in a place that met their needs from the start.

When the owner lives in another city

If the owner lives outside Krakow or abroad, conducting interviews, organizing presentations and verifying candidates can be difficult.

In such a situation, a structured process run by a rental management company works well. This ensures the entire process is conducted according to the same standards, and the landlord doesn't have to engage in every conversation with a potential tenant. We invite you to collaborate.

Why is it worth talking?

A few well-asked questions before a showing can save time for both the landlord and the tenant. A short conversation makes it easier to assess whether the offer meets the tenant's needs and avoid meetings that are unlikely to result in a signed contract from the start.

A well-organized process means fewer vacancies, more efficient decisions, and a greater chance of finding the right long-term tenant.