Tenancy Agreements: How to Protect Your Flat

Since the start of the war, there has been an even greater demand for rental properties, due to people being forced to relocate, changing their place of residence for safety reasons, the destruction of homes, and the need to quickly find a flat in safer regions. In such circumstances, decisions are often made in haste, without thorough vetting or discussion of all the details. That is precisely why, today, you should not rely solely on verbal agreements.

Even if the flat is being let to an acquaintance or the tenant makes a positive impression at first glance, this does not eliminate the risks: late payments, damage to property, disputes over the eviction date, unauthorised guests staying in the property, or disagreements regarding the return of the security deposit. That is precisely why a flat tenancy agreement today is needed not as a formality, but to provide real protection for both the landlord and the tenant. Written agreements help not only to avoid misunderstandings, but also to define the responsibilities of the parties in advance.

Why is a tenancy agreement important?

When a landlord lets out a property without clearly defined terms, they effectively leave themselves without a clear mechanism for protection. In practice, problems usually arise not at the time of moving in, but a little later: the tenant delays payment, asks for a few more days, changes the agreed terms of tenancy, or interprets verbal promises differently. At first, it may seem that formalities are unnecessary. But as soon as a conflict arises, it becomes clear that proving one’s case without written terms is much more difficult.

One of the main mistakes landlords make is viewing a tenancy solely as a source of monthly income. In reality, it is also an area of responsibility where it is important to anticipate as many domestic and financial scenarios as possible. That is precisely why the question of how to protect a flat when letting it out concerns more than just locks, appliances or repairs. It is about a specific security system: from vetting the person to whom the property is handed over, to setting out the rules for using the property, payment terms and eviction conditions.

Another problem is the mistaken belief that any template found online will automatically resolve all issues. In reality, a document that is drafted incorrectly or carelessly can leave plenty of room for disputes. If it does not specify who pays for utilities, how often the landlord is entitled to inspect the property, whether pets are allowed, or whether subletting is permitted, a conflict is almost guaranteed. It is therefore important not just to have a piece of paper with signatures, but to understand how to draw up a flat tenancy agreement so that it actually works, rather than merely looking convincing.

A separate risk relates to the property within the flat. Without a handover report and a record of the condition of the furniture, appliances and fittings, the landlord or tenant could easily find themselves in a situation where proving their case is almost impossible. The same applies to the security deposit: if the procedure for its return or retention is not specified in advance, each party will interpret the situation to their own advantage. As a result, a tenancy that seems straightforward at first glance turns into a source of constant tension.

The most unpleasant thing is that most of these problems are entirely predictable. They cannot be called exceptions. These are the typical risks of letting a flat that landlords face when they rely solely on trust, haste or the desire to find tenants quickly. That is precisely why a careful approach to letting does not begin with finding the first willing tenant, but with drawing up a contract that will protect the flat, the landlord’s money and their nerves.

What must be included in the contract?

For a residential tenancy agreement to truly protect both the landlord and the tenant, it must contain clear terms that are free from ambiguity, rather than general phrases. This is precisely what helps to avoid disputes in cases of late payment, damage to property or early termination.

The contract must clearly identify the parties and describe the property in detail: the address, the property’s specifications and the fixtures and fittings. Financial terms are set out separately — the amount, date and method of payment, as well as rules regarding the security deposit. It is equally important to clearly define who pays for utilities and how. This will help avoid disputes.

It is also necessary to agree on the rules of residence: pets, guests, other residents, subletting and the procedure for inspecting the flat. It is precisely these details that most often cause conflicts.

In other words, the contract must include:

• full details of the parties and proof of ownership;
• a detailed description of the property and its contents;
• the lease term and conditions for renewal;
• the amount and method of payment;
• the security deposit and conditions for its return;
• the allocation of utility costs;
• the rights and obligations of the parties;
• the conditions for early termination;
• liability for damage;
• the handover certificate.

This approach transforms the flat rental agreement from a mere formality into a genuine tool for protection.

How can you protect your flat when letting it out?

Even a good tenancy agreement does not guarantee full protection if the landlord has not taken steps to ensure security before the tenant moves in. In practice, problems often arise not because of the tenancy itself, but due to rushing the process, failing to check documents, unclear rules of residence, and the condition of the flat not being properly documented. That is why the question of how to protect your flat when letting it out needs to be addressed comprehensively.

First and foremost, you should not hand over the keys without a basic check of the tenant. It is important for the owner to know exactly who will be living in the flat, how many people will actually be living there, and whether the agreements match reality. This reduces the risk of conflicts, unauthorised subletting to other people, and unnecessary wear and tear on the property.

The second important step is to document the condition of the flat before the tenant moves in. Photos, videos, a handover report, and a list of furniture and appliances help to avoid disputes over damage. If there is no such record, it is much more difficult to prove what condition the property was in before it was let.

It is equally important to agree on the house rules straight away: whether pets, long-term guests, rearranging furniture, other people staying over, or subletting are permitted. It is precisely these issues that often lead to domestic disputes, even though they may seem like minor details at the outset.

The financial side should also be considered separately. It is best to set payment terms clearly and transparently so that, in the event of delays or disputes, every payment can be verified. In a broader sense, the answer to the question of how to protect your flat lies in a systematic approach. That is, checking the tenant, documenting the condition of the property, clear rules, and transparent financial arrangements.

The challenge of choosing a neighbourhood: what matters for a tenant’s safety and comfort

When choosing a property to rent, it is important to assess not only the flat itself but also the neighbourhood. Even a good property can prove inconvenient if the surrounding infrastructure is underdeveloped, there is heavy traffic, or there are safety concerns. Therefore, a poor choice of location often creates just as many problems as unfavourable rental terms.

This is particularly important for families with children. In such cases, it is not the general advantages of the neighbourhood that matter, but specific factors. For example, the presence of schools, nurseries, pharmacies, shops, transport links and safe routes nearby. It is also worth considering how long the journey to work, school or nursery will take. Central areas of the city offer better transport links, but at the same time have drawbacks such as noise, traffic jams and parking problems. New developments may look modern, but often lack sufficiently developed infrastructure.

That is precisely why neighbourhoods should be compared on the basis of practical criteria: safety, transport links, the availability of schools, nurseries and amenities, as well as overall convenience for everyday life. This is also important for the owner: a flat in a sought-after neighbourhood usually finds a tenant more quickly and remains attractive on the market for longer.

LEVEL GROUP — helping you find a safe option and avoid mistakes

When renting, it is important not only to find a flat, but also to assess all the risks before signing the documents. That is why LEVEL GROUP provides comprehensive support to clients: we analyse the property, check the neighbourhood’s features, infrastructure, transport links and factors that affect the comfort and safety of living there. This approach helps you avoid mistakes that often only become apparent after you’ve moved in. We help you see not only the advantages but also the real drawbacks of the property, so you can make an informed decision. As a result, you can count not just on finding a home, but on professional support and peace of mind at every stage.